City of Fort St. John Regular Council 3:00 Pm Council Chambers December 9, 2013

City of Fort St. John Regular Council 3:00 pm Council Chambers December 9, 2013

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1. Call to Order:

2. Notice of New Business: Mayor's List Councillors' Additions City Manager's Additions

3. Adoption of Agenda by Consensus:

4. Recommendations from December 2, 2013 Committee of the Whole Meeting Administration Report No. 0018/13 2014 - 2018 Operating Plan

RECOMMENDATION NO. 1

"THAT, Capital Five Year Financial Plan Bylaw and the 2014 – 2018 Operating Plan Bylaw remain status quo and be presented to Council for first, second and third readings at the December 9, 2013 Regular Council meeting.”

5. Adoption of Minutes: November 25, 2013 Regular Council Meeting Minutes 4-15

6. Business Arising Out of the Minutes: Base Budget Staffing Policy - Growth Related, Council Policy No. 130/13 16-17 This policy was adopted at the November 25, 2013 Closed Council meeting and Council requested that it be included on the next Regular Council agenda.

7. Presentations and Delegations: 3:10 p.m. 18-38 Tourism Fort St. John - Alaska Highway Interpretive Project

Page 1 of 211 Regular Council Meeting: December 9, 2013 Page

7. Presentations and Delegations: Moira Green, Chair, Tourism Fort St. John 3:20 p.m. 39 Family Literacy Month Proclamation Jean McFadden, Executive Director, Fort St. John Literacy Society and Kerry France, Director of Library Services, Fort St. John Library Family Literacy Day Proclamation 40 Linda Nielsen, Literacy Outreach Coordinator, North Peace Literary Alliance

8. Correspondence: None

9. Council Information Package Adoption: Administration Report No. 0301/13 41-65 December 9, 2013 Council Information Package

10. Reports by Mayor & Council on Meetings and Liaison Responsibilities: Administration Report No. 0294/13 66-83 Council Conference Reports

Mayor Ackerman

Councillor Christensen

Councillor Stewart

Councillor Bolin

Councillor Evans

Councillor Klassen

Councillor Davies

11. Reports from City Manager and Administration: Administration Report No. 0280/13 84-102 2013 BC Energy Conference Report Administration Report No. 0292/13 103-105 Mayor's Travel: Cumulative Environmental, Community and Health Effects of Multiple Natural Resource Developments in Northern BC Workshop Administration Report No. 0293/13 106-119 Emergency Response Program Status Report Administration Report No. 0295/13 120-123 Girl Guides of Canada Tree Planting Grant Partnership

Page 2 of 211 Regular Council Meeting: December 9, 2013 Page

11. Reports from City Manager and Administration: Administration Report No. 0296/13 124-128 Passivhaus - Demonstration and Rental/Occupancy Administration Report No. 0298/13 129-157 Municipal Facilities Master Plan - Request for Proposals - Award Administration Report No. 0299/13 158-183 Ratification of Council Survey Poll - Site C Joint Review Panel Submission Administration Report No. 0300/13 184-186 Toys for Tickets Campaign

12. Works in Progress: Works in Progress - December 9, 2013 187-191

13. Bylaws: Administration Report No. 0281/13 192-198 Capital Five Year Financial Plan Bylaw No. 2174, 2013 Report was tabled at the November 25, 2013 Regular Council Meeting. To be introduced and read for the first three times by title only. Administration Report No. 0302/13 199-206 Operating Five Year Financial Plan Bylaw 2175, 2013 To be introduced and read for the first three times by title only.

14. New Business: Council Calendar 207 Strategic Priorities Chart 208-209 2011 - 2014 Board Appointments - Peace River Regional District 210 For reaffirmation or revision by Council

15. Notice of Motion:

16. Questions from the Media:

17. Resolution to Move to Closed Meeting: 211 18. Adjournment:

Page 3 of 211

MINUTES REGULAR COUNCIL NOVEMBER 25, 2013 3:00 P.M. CITY HALL COUNCIL CHAMBERS

PRESENT: Acting Mayor Bruce Christensen Councillor Trevor Bolin Councillor Gord Klassen Councillor Byron Stewart

ALSO PRESENT: Dianne Hunter, City Manager Janet Prestley, Director of Legislative and Administrative Services (recording secretary) Grace Fika, Director of Corporate Affairs Sarah Cockerill, Director of Community Services Mike Roy, Director of Finance Victor Shopland, Director of Infrastructure and Capital Works Ken Rogers, Director of Development Jim Rogers, Director of Protective Services (3:55 p.m.)

1. Call to Order: The meeting was called to order at 3:03 p.m. 2. Notice of New Business: Acting Mayor Christensen asked staff to provide a verbal update on the MMBC program.

3. Adoption of Agenda by Consensus: The November 25, 2013 Regular Council Meeting Agenda was adopted as amended by consensus. 4. Recommendations from November 25, 2013 Committee of the Whole Meeting A Committee of the Whole meeting will be scheduled for Monday, December 2, 2013 to discuss the draft 2014 operating budget.

November 25, 2013 Regular Page 4 of 211 Council Meeting Minutes City of Fort St John Regular Council November 25, 2013 Page 2

5. Adoption of Minutes: November 12, 2013 Regular Council Meeting Minutes

RESOLUTION NO. 480/13 MOVED/SECONDED

"THAT, the minutes of the November 12, 2013 Regular Council Meeting be adopted as presented."

CARRIED

November 18, 2013 Special Council Meeting Minutes

RESOLUTION NO. 481/13 MOVED/SECONDED

"THAT, the minutes of the November 18, 2013 Special Council Meeting be adopted as presented."

CARRIED

November 18, 2013 Public Meeting

RESOLUTION NO. 482/13 MOVED/SECONDED

"THAT, the minutes of the November 18, 2013 Public Hearing be adopted as presented."

CARRIED

6. Business Arising Out of the Minutes: Philippine Typhoon

Councillor Stewart mentioned that a question was asked at the last meeting regarding fundraising efforts for the Philippine tragedy and reported that North Peace Savings and Credit Union has sent up an account for this. If $5,000 is donated in this account, the Credit Union will match it.

7. Presentations and Delegations: Long Service Award Keith Koebel - 5 Years

Acting Mayor Christensen read a biography of Mr. Koebel and presented him with a certificate and award. Council thanked Mr. Koebel for his continued service to the City of Fort St. John.

November 25, 2013 Regular Page 5 of 211 Council Meeting Minutes City of Fort St John Regular Council November 25, 2013 Page 3

7. Presentations and Delegations: RCMP - Cops for Cancer Update - Tour de North 2013 Constables Vandine and Marques

Constables Marques and Vandine provided an overview of the Cops for Cancer fundraiser that they and Inspector Egan participated in this year. They explained that this money is for pediatric cancer research and support programs. This fundraising event is done on a national basis. It was noted that Fort St. John was the top fundraiser this year which is impressive. The message that they want to convey is for people to get involved in your community and to actively volunteer. The Constables reported that 82% of kids diagnosed with cancer will survive.

8. Public and Statutory Hearings and Public Meetings: None

9. Correspondence: Honours and Awards Secretariat Order of British Columbia - 2014 Call for Nominations

The letter from the Honours and Awards Secretariat regarding the Order of British Columbia 2014 call for nominations was received for information. Acting Mayor Christensen encouraged Council to submit names of worthy recipients of this award.

10. Council Information Package Adoption: Administration Report No. 0278/13 November 25, 2013 Council Information Package

RESOLUTION NO. 483/13 MOVED/SECONDED

"THAT, the Council Information Package for November 12, 2013 be received for information."

CARRIED

Ministry of Energy, Mines and Natural Gas - Gaming Policy and Enforcement Branch Casino Revenue Recalculation

Councillor Stewart asked if this error by the Ministry would have an adverse effect on the Pomeroy Sports Centre budget since this money goes towards the facility’s operating expenses. The City Manager replied that $900,000 was budgeted for casino revenue and is on target even with the $5,924.42 reduction.

BC Food Systems Network BC Food Systems Network Shocked by Changes BC Government Proposes for ALR and ALC

Acting Mayor Christensen reported that the BC Government recently announced that it will not be doing a core review on the Agricultural Land Commission.

November 25, 2013 Regular Page 6 of 211 Council Meeting Minutes City of Fort St John Regular Council November 25, 2013 Page 4

11. Reports by Mayor & Council on Meetings and Liaison Responsibilities: Administration Report No. 0289/13 Council Conference Report

RESOLUTION NO. 484/13 MOVED/SECONDED

"THAT, the following Council conference reports be received for information:  Fort McMurray Visit– Mayor Ackerman  UBCM Conference – Mayor Ackerman THAT, Council acknowledge the Fort McMurray and UBCM expense claims and reports submitted by Mayor Ackerman have been received beyond the 21 day limit outlined in Council Policy No. 98/10, AND FURTHER THAT, Council authorize staff to process the expense claim forms."

CARRIED

Acting Mayor Christensen attended:

 a Greenridge meeting,  numerous PRRD meetings,  the MNBC presentation in Dawson Creek,  the Santa Claus parade,  the grand opening of the new North Peace Seniors Housing facility, formerly the old North Peace Care Centre,  a NCLGA conference planning committee meeting for 2014 conference being held in FSJ,  an executive meeting for PRRD,  his first UBCM executive meeting,  a Tourism FSJ meeting. Councillor Stewart attended:

 the Santa Claus parade,  the BC Not For Profit conference,  the City’s Fit for Children conference,  and watched the Grey Cup on Sunday and congratulated the Saskatchewan Rough Riders. Councillor Bolin:

 attended the Santa Claus parade,  travelled to Alberta and reported that communities such as Okotoks, Airdrie and Calgary don’t plow their residential streets whereas Fort St. John does. Councillor Klassen attended:

 the Santa Claus parade and got to sing at Centennial Park with Mrs. Claus,  the North Peace Seniors Housing Apartment 3 grand opening,  the City’s public budget meeting,  an Emergency preparedness meeting.

November 25, 2013 Regular Page 7 of 211 Council Meeting Minutes City of Fort St John Regular Council November 25, 2013 Page 5

12. Reports from City Manager and Administration: Administration Report No. 0267/13 Continuation of Grant Writer Contribution

RESOLUTION NO. 485/13 MOVED/SECONDED

"THAT, Council contribute up to $5,000.00 to the North Peace Economic Development Commission for the continuation of the Grant Writer program in 2014; AND FURTHER THAT, this be funded from the Grants in Aid program and planned for in the 2014 budget."

CARRIED

Administration Report No. 0268/13 Reallocation of Model 8300 Snow Blowers

RESOLUTION NO. 486/13 MOVED/SECONDED

"THAT, Council authorize staff to reallocate the Model 8300 Snowblower Serial # 20442 purchased in 2011 from Affordable Equipment Sales, Billings, Montana into the parts inventory, AND FURTHER THAT, staff be authorized to have the Model 8300 Snowblower, Serial # 20452 placed into the City's Fleet and included in the City's Tangible Capital Assets Inventory."

CARRIED

Administration Report No. 0274/13 Fort St. John Transit Strategy - Ticket to Ride Event Overview

RESOLUTION NO. 487/13 MOVED/SECONDED

"THAT, Administration Report No. 0274/13 – Fort St. John Transit Strategy – Ticket to Ride Event Overview be received for information."

CARRIED

Councillor Stewart asked if this program would be offered to seniors on a semi- annual basis due to the growth in the City. The Director of Community Services replied that an additional ride is being planned for February and subsequent special events are being considered.

Administration Report No. 0275/13 Boundary Extension Council Policy No. 129/13

Councillor Bolin asked about the property owner title transfer triggering City tax rates since a title transfer may not necessarily mean that the property is going to be developed. He noted that transfer may be due to death or the addition of a

November 25, 2013 Regular Page 8 of 211 Council Meeting Minutes City of Fort St John Regular Council November 25, 2013 Page 6

12. Reports from City Manager and Administration: Administration Report No. 0275/13 (continued) Boundary Extension Council Policy No. 129/13

family member on title. He recommended that this bullet be removed from the policy.

RESOLUTION NO. 488/13 MOVED/SECONDED

"THAT, Boundary Extension Council Policy No. 129/13 be adopted as amended to remove the stipulation of change in property ownership would trigger City tax rates, AND FURTHER THAT, this policy be sent to the affected property owners with a formal response form to receive their support/opposition for this boundary extension in consideration of the mitigation strategies presented."

CARRIED

Administration Report No. 0277/13 2014 Regular Council Meeting Dates

Councillor Stewart asked about the second Monday in September and if Council should schedule this now. The Director of Legislative and Administrative Services replied that UBCM is scheduled during the fourth week of September next year and that 2013 was an anomaly. The schedule as presented is part of the Council Procedure Bylaw.

RESOLUTION NO. 489/13 MOVED/SECONDED

"THAT, the following Regular Council meeting dates for 2014 be approved in accordance with Council Procedure Bylaw No. 2026, 2010:

Monday, January 13 Monday, January 27 Tuesday, February 11 Monday, February 24 Monday, March 10 Monday, March 24 Monday, April 14 Monday, April 28 Monday, May 12 Monday, May 26 Monday, June 9 Monday, June 23 Monday, July 14 Monday, July 28 Monday, August 11 Monday, August 25 Monday, September 8 Tuesday, October 14 Monday, October 27 Monday, November 10 Monday, November 24 Monday December 8."

CARRIED

November 25, 2013 Regular Page 9 of 211 Council Meeting Minutes City of Fort St John Regular Council November 25, 2013 Page 7

12. Reports from City Manager and Administration: Administration Report No. 0279/13 Ratification of Council Survey Poll - Mayor Ackerman - Fair Share Meetings in Victoria

RESOLUTION NO. 490/13 MOVED/SECONDED

“THAT, the Council Survey Poll conducted on November 15, 2013 be ratified:

“THAT, Council authorizes Mayor Ackerman to attend meetings during the last week of November with Minister de Jong and Minister Oakes in Victoria, BC to discuss Fair Share Funding and the Memorandum of Understanding. AND FURTHER THAT the estimated travel costs in the amount of $1572.96 will be allocated from the Council Travel Budget.”

CARRIED

The Director of Protective Services arrived at the meeting.

Administration Report No. 0282/13 General Insurance Services

RESOLUTION NO. 491/13 MOVED/SECONDED

"THAT, Council award the provision of general insurance services to Capri Insurance for the term of December 31, 2013 to December 31, 2016."

CARRIED

Administration Report No. 0283/13 Shaw Go WiFi

RESOLUTION NO. 492/13 MOVED/SECONDED

"THAT, Council authorize Administration to prepare a non-exclusive agreement with Shaw granting access to city infrastructure to provide their Shaw Go WiFi service to everyone with no access fees for use of city infrastructure, AND FURTHER THAT, once the agreement is prepared, the Mayor and Director of Legislative & Administrative Services are authorized to sign the agreement."

CARRIED

Administration Report No. 0284/13 Utilities on Property Transfer

Councillor Bolin acknowledged the City Manager’s comments within the report that this issue appears to be public awareness and education although he doesn’t agree with a new property owner receiving a water bill from a previous owner. He noted that other utilities such as hydro and gas do not forward

November 25, 2013 Regular Page 10 of 211 Council Meeting Minutes City of Fort St John Regular Council November 25, 2013 Page 8

12. Reports from City Manager and Administration: Administration Report No. 0284/13 (continued) Utilities on Property Transfer

outstanding bills to the new owners and are required to seek payment from the person who consumed the utility.

The City Manager asked the Director of Finance for other options available to collect outstanding utility amounts. It was noted that if it’s an existing property owner who has an outstanding utility bill, it can be transferred to taxes but it is different with new owners.

The Director of Finance explained that outstanding utility bills are part of the property sale’s statement of adjustments. The new property owners need to review the statement of adjustments which will reflect the amount of utility paid as of the transfer date.

Councillor Bolin consulted with three local lawyer firms and they have been doing a monetary holdback since the City’s utilities were being estimated. The City Manager mentioned that this is a few anomalies and asked if the City should be changing its practice when it works in the majority of cases.

The Director of Finance mentioned that City staff completes utility calculations right up to the date of registration for title changes and this is usually done verbally. Councillor Bolin stated that due to the amount of the utility bill, this is where the issue comes from. If it was a small amount, most people wouldn’t complain although being hundreds of dollars, it’s an issue.

Councillor Klassen noted that the City’s operations should remain the same – it is the responsibility of the property owner’s lawyer when conducting this transaction. He would like to see a hard copy form be created for reporting outstanding utility amounts.

RESOLUTION NO. 493/13 MOVED/SECONDED

“THAT, a form be developed and sent to all local lawyers, notaries and real estate companies regarding utility billings upon property transfer.”

CARRIED

Administration Report No. 0285/13 Mayor's Travel: CHRA Congress on Housing & Homelessness

RESOLUTION NO. 494/13 MOVED/SECONDED

"THAT, Mayor Ackerman be authorized to attend the CHRA National Congress on Housing & Homelessness in Edmonton, Alberta from April 29 to May 2, 2014, AND FURTHER THAT, funds in the amount of approximately $1,581.91 be allocated from the Council Travel Budget."

CARRIED

November 25, 2013 Regular Page 11 of 211 Council Meeting Minutes City of Fort St John Regular Council November 25, 2013 Page 9

12. Reports from City Manager and Administration: Administration Report No. 0285/13 (continued) Mayor's Travel: CHRA Congress on Housing & Homelessness

Councillor Stewart asked if the City would be partly reimbursed for the Mayor’s travel cost for this conference. The City Manager confirmed this statement and explained the City’s costs for this trip include a reduced registration fee, per diem and two nights hotel.

Administration Report No. 0286/13 Revenue & Expenditure Report to November 15, 2013

RESOLUTION NO. 495/13 MOVED/SECONDED

“THAT, the Revenue and Expenditure Report to November 15, 2013 be received for information.”

CARRIED

Administration Report No. 0288/13 Ratification of Council Survey Poll - Letter of Support - PacificSport Northern BC Community Gaming Grant Application

RESOLUTION NO. 496/13 MOVED/SECONDED

"THAT, the following Council Survey Poll conducted via email on November 19, 2013 be ratified:

"THAT, the City of Fort St. John send a letter to PacificSport Northern BC in support of their application to the Gaming Policy and Enforcement Branch for a 2013-2014 Community Gaming Grant."

CARRIED

13. Works in Progress: The Works in Progress list was received for information. 14. Bylaws: Administration Report No. 0281/13 Capital Five Year Financial Plan Bylaw No. 2174, 2013

Councillor Klassen requested clarification regarding the concerns he expressed with the draft operating budget in the Committee of the Whole meeting earlier today and if these concerns would affect this bylaw. He suggested a reallocation of additional Fair Share dollars to the operating budget to reduce the tax revenue percentage currently estimated at 6%.

November 25, 2013 Regular Page 12 of 211 Council Meeting Minutes City of Fort St John Regular Council November 25, 2013 Page 10

14. Bylaws: Administration Report No. 0281/13 (continued) Capital Five Year Financial Plan Bylaw No. 2174, 2013

Councillor Bolin noted that Council was in a similar position last year and it resulted in a 3% increase when the final numbers were received. He has always been against utilizing Fair Share money for operating since this is a grant and may not always be received. Utilizing Fair Share for operating and losing it would result in a lot larger financial impact on taxpayers.

Councillor Klassen mentioned this money could be used for one off projects and staffing to assist with these projects for the 2014 year only. He agreed with Councillor Bolin that utilizing a grant to offset operating expenses is not a good long term financial practice.

Councillor Bolin suggested that Council approve the capital budget bylaw stating that Council has the opportunity to review the draft operating budget next week.

Discussion took place regarding the operating and capital budgets. The City Manager stated that these are Council’s budgets thus they need to feel comfortable with them. Staff will take Council’s direction regarding any changes to these documents. She noted that previous years’ tax increases just met existing operating expenses thus the City is always behind.

RESOLUTION NO. 497/13 MOVED/SECONDED

"THAT, Capital Five Year Financial Plan Bylaw No. 2174, 2013 be introduced and read for the first three times by title only."

DEFEATED

RESOLUTION NO. 498/13 MOVED/SECONDED

“THAT, the Capital Five Year Financial Plan Bylaw No. 2174, 2013 be tabled.”

CARRIED

15. New Business: Council Calendar

The Council Calendar was received for information.

Staff clarified that all of Council is invited to attend the Salvation Army’s kettle kick off on November 26.

The City Manager reported that there were two events that were not on the calendar: November 30 which is the City Christmas Party and December 7 which is the City’s Children Christmas Party.

November 25, 2013 Regular Page 13 of 211 Council Meeting Minutes City of Fort St John Regular Council November 25, 2013 Page 11

15. New Business: MMBC

The Director of Development Services reported that November 30, 2013 is the deadline for the City to enter into a contract with MMBC for recycling.

MMBC has issued a RFP for curbside recycling collection for Fort St. John with the submission deadline being January 10, 2014. The three local companies have been contacted by MMBC and the Director will be following up with these companies prior to the deadline.

Strategic Priorities Chart

The Strategic Priorities Chart was received for information.

16. Notice of Motion: 2014 Draft Operating Budget

RESOLUTION NO. 499/13 MOVED/SECONDED

“THAT, staff bring forward options that result in the draft 2014 operating budget having a 4% tax revenue as opposed to 6%.”

CARRIED

17. Questions from the Media: Council responded to questions posed by the media. 18. Resolution to Move to Closed Meeting: RESOLUTION NO. 500/13 MOVED/SECONDED

“THAT, Council move to a closed meeting for the purpose of discussing: 1) (c) Labour relations or other employee relations; (e) The acquisition, disposition or expropriation of land or improvements, if the council considers that disclosure could reasonably be expected to harm the interest of the municipality; (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; 2) (b) The consideration of information received and held in confidence relating to negotiations between the municipality and a provincial government or the federal government or both, or between a provincial government or the federal government or both and a third party.”

CARRIED

November 25, 2013 Regular Page 14 of 211 Council Meeting Minutes City of Fort St John Regular Council November 25, 2013 Page 12

19. Adjournment: The meeting was adjourned at 4:39 p.m.

Confirmed by Council this 9th day of December, 2013

CERTIFIED CORRECT IN ACCORDANCE WITH SECTION 124 OF THE COMMUNITY CHARTER

Lori Ackerman, Mayor

Janet Prestley, Director of Legislative and Administrative Services

November 25, 2013 Regular Page 15 of 211 Council Meeting Minutes

Base Budget Staffing Policy – Growth Related Council Policy No. 130/13

File No. 2735-01 Administration

PURPOSE

The City of Fort St. John recognizes that ensuring that staffing levels are adequately set to provide quality cost- effective services to the residents of Fort St. John is critical. City of Fort St. John staff are the primary deliverers of municipal services to the residents of Fort St. John.

Council determines the level of service delivery to the community and, through the budget process, approves the staffing necessary to meet these levels. With the expected continued growth within the community, Council feels that it is important to provide a mandate to administration to develop staffing plans that will meet the growing needs of the community while ensuring levels of service are maintained. Planning in advance in anticipation of growth is essential. Staffing costs represent a large percentage of the City’s budget and therefore planning for, setting and controlling staffing levels is a key cost management strategy.

STAFFING LEVELS

Staffing levels can be measured in a variety of ways and ratios of employees to population can be interpreted in different manners. Determining the appropriate staffing levels per 1,000 residents can be dependent on a number of factors, including:

 Range of services provided  Contracting out of services (e.g. garbage pickup)  Contracting in of services (e.g. for a regional district or other municipality)  Level of service (e.g. extensive recreation programs)  Being a service hub for a much larger population area  Community experiencing rapid growth versus stable/no growth

Based on comparative data obtained from other communities and the current levels of service delivery to the community, Council has determined that the optimum staffing level per 1,000 population for Fort St. John is 9.25 staff.

GROWTH ESTIMATIONS

Growth projections for the next five years, based on population projections provided by BC Stats using PEOPLE forecasts for the North Peace Local Health Area and without Site C are expected to be the following:

2014 21,923 2015 22,438 2016 22,688 2017 22,928 2018 23,161

Council Resolution Number: 84/13(c) Effective: November 25, 2013 Supersedes Council Resolution Number: N/A Page: 1 of 2

Base Budget Staffing Policy - Page 16 of 211 Growth Related, Council

Base Budget Staffing Policy – Growth Related Council Policy No. 130/13

File No. 2735-01 Administration

PROCEDURE

1. As part of each year’s budget process, the City Manager will review and approve the draft staffing plan for the next year based on growth estimations and the mandate for staffing levels as outlined in this policy. The base staffing levels will be incorporated in the next year’s budget for consideration by Council as part of the overall budget process.

2. Council recognizes that increasing and/or decreasing services, or changing the levels of services, impacts staffing. Where unusual factors apply, staff growth could exceed the numbers as established above. Factors leading to this situation could include:

a. Council direction to add a new service (e.g. economic development) b. Council direction to increase service levels (e.g. increase hours of operation) c. Council direction to carry out formerly contracted out services in house d. Bringing a new facility into operation (e.g. new recreation facility) e. Temporary projects requiring additional staff for a specified time period (e.g. water metering conversion, construction of major capital project)

As part of Council’s approval process in making changes to levels of service provision, or instituting or discontinuing a service, administration will provide a report to Council that includes recommendations regarding any temporary or permanent adjustments to staffing levels.

3. To ensure that growth estimations are reasonably accurate and that staffing levels remain comparable, this policy will be reviewed annually.

Council Resolution Number: 84/13(c) Effective: November 25, 2013 Supersedes Council Resolution Number: N/A Page: 2 of 2

Base Budget Staffing Policy - Page 17 of 211 Growth Related, Council

Tourism Fort St John Options for the Alaska Highway Interpretive Project

TFSJ 12/9/2013

3:10 p.m. Page 18 of 211 Tourism Fort St. John - Alaska Alaska Highway Interpretive Project - Presentation options

Overview

The Alaska Highway Interpretive Project (AHIP) is intended to offer Fort St John’s commitment and contribution to the Alaska Highway as part of the Alaska Highway Heritage project. As well the Alaska Highway Interpretive project “outcomes” are excellent historical, educational and visitor tools.

The project has been focused on the City of Fort St John and its surrounding area. For example, the Black Camp that was located at Grandhaven existed outside the City but plays an integral part in some of the stories that we have collected and was a key element in the Juneteenth events that have spun out of the larger Alaska Highway Heritage project.

During the course of the AHIP we realized that the project had two distinct paths; the Alaska Highway itself and the North West Staging Route. We have tried to represent them in a way that honors the symbiotic nature of the relationship.

Presenting the History

The first exhibit(s) is the most important for the Tourism FSJ and the visitors, both tourist and resident. The first exhibit must be of good quality, with interesting structure(s), and with interpretation that provide rich stories and opportunities to touch the elements. The Fort St John stories will be a major element in the structures. These are being edited into two forms: long stories (no more 20 minutes in time) from each of the storytellers and short stories (no more than 3 minutes each). The short stories can be a linked series of which could be used in the structures/kiosks all are suitable for use on a website.

The Stories would be best presented in three ways: Short digital clips for use on kiosks and touch screens Longer clips for use in formal presentations or as part of an interpretive program As a compilation or documentary style presentation.

3:10 p.m. Page 19 of 211 Tourism Fort St. John - Alaska Alaska Highway Interpretive Project - Presentation options

Option 1 Kiosks

Short development, easy deployment Kiosks and pop ups are perfect for presenting stories and photos in multiple and varied settings. They can be as small and portable or large and impressive as we choose. The current technology at the Pomeroy Sport Center is ideal for presenting the story collection. Portable kiosk options would be useful at tradeshows, community events and conferences and to take on the road for economic development opportunities. Our recommendation would be a video screen and static display combination that is lightweight and easily portable.

Option 2 – Military Tent

Longer development, made at home and moveable. A “homemade” exhibit can be constructed from local materials from Fort St John or from other local communities. When possible it can use the actual artifact. For example we can build a replica of a WWII Military tent. Inside there will be a screen and some benches or old style chairs. Visitors will pass some static displays and enter the tent which is staged to look like a camp tent would have looked. Artifacts such as a foot locker, a helmet, boots and photos may be used. Once inside they will watch video segments of our elder stories, movies of the construction of the highway, a video of Fort St. John over the decades, etc. This is a moveable display that can be situated at events or in city facilities. In an appropriate situation there can be an artificial “fire” either outside of the tent or inside the tent. Artifacts would be arranged here and the visitors may sit around the fire or explore the exhibits that create a “horseshoe” with the open area facing the tent. This is an opportunity for an interpreter to tell other stories, or a voice from a “person” could tell his ghostly story. In the right situation this could also provide an opportunity to let other people tell their stories. Around the horseshoe, artifacts are available for touching. The floor may be a projected map showing the city and highway work during the construction.

3:10 p.m. Page 20 of 211 Tourism Fort St. John - Alaska Alaska Highway Interpretive Project - Presentation options

Option 3 – A Jeep or Troop Truck

Longer development, made at home, good curb appeal Similar to the military tent, a vehicle can be used to present the artifacts and stories. In this scenario the front window of the jeep, or the canvas front of the Troop Carrier would be changed to a video screen. Visitors may sit in the jeep, lean in from the sides or climb into the back of the carrier. The nature of this installation makes it more permanent.

Option 4 - North West Staging Route Model

The Northwest Staging Route was a series of airstrips, airport and radio ranging stations built in Alberta, British Columbia, the Yukon and Alaska during World War II. The Alaska Highway was but a part of the defenses provided for the Northwest North American frontier. Airfields were built or upgraded every 100 mi (160 km) or so from Edmonton, Alberta to Fairbanks, Alaska. The route of the Alaska Highway, which was built to provide a land route to Alaska, basically connected the airfields together. Edmonton became the headquarters of the Alaskan Wing, Air Transport Command A high quality model of one of the planes – the B-25 Mitchell – that regularly landed in Fort St John then on to Russia is now available at reasonable cost. It is intended to be flown by hand using electric conversion, but is large enough to impress even when it is hovering over a camp tent. If someone in the area is skilled in this type of flying plane models, it would be a great draw in a Fall Fair or it can be mounted as a static display with an accompanying Kiosk configuration.

Note that the colors and markings must be changed for authenticity.

3:10 p.m. Page 21 of 211 Tourism Fort St. John - Alaska Alaska Highway Interpretive Project - Presentation options

Option 5 – Full Size North West Staging Route Installation. The “War Plane “Exhibit The War Plane exhibit is a full scale suspended Bell P 63 King Cobra . The installation is planned to be used as an interpretive destination where installed kiosks will have photos and information. The amphitheater design is intended for presentations, community events and the performing arts. The base is etched and the concrete pad has a map of the staging route.

3:10 p.m. Page 22 of 211 Tourism Fort St. John - Alaska Alaska Highway Interpretive Project - Presentation options

School Talks

Building Value

By delivering talks in schools we can provide students with knowledge and interest in local history. The presentation can be expanded on annually to build knowledge regionally. Who knows some students may be interested in pursuing a career in history, interpretation or Tourism.

The material can be delivered by summer students, or it could be developed and delivered by high school students with the cooperation of SD 60 and teachers.

Costs for this type of presentation are low. The staff would be part of the City’s regular contingent of summer students. Presentation materials, costumes and transportation costs are estimated at $2500.00 per year.

The Visitor

Who is our visitor? Across the diversity of visitors is an overlapping mix of reasons why they come. Our visitors are a mix of tourists who are traveling the Alaska Highway and a diverse group of people who have come to the northeast to work. The latter group is perhaps the more interesting and challenging visitor. Let’s not forget the resident visitor who wants to learn more about the community and its history. Beneath the dramatic and obvious attractions lies a complex of needs that interpreters and interpretive planners will factor into their objectives.

What are visitor motivations? • enjoy a comfortable and secure experience in the company of others • experience variety and beauty • connect with people (interpreters) who will be help their exploration of the exhibit • transcend the ordinary • take away new and relevant ideas that enrich our lives • learn in ways that match individual needs and learning styles

How can we satisfy these motivations? • provide cues to content and theme: gateways, architecture, and site • deliver a variety of experiences: whole body, tactile, discovery, linguistic

3:10 p.m. Page 23 of 211 Tourism Fort St. John - Alaska Alaska Highway Interpretive Project - Presentation options

• integrate a range of approaches and experiences, e.g. representational, visual / spatial, graphics, surprise and humor, social interaction • ensure that the experiences available are dynamic and changing

The Cost

You said how much?

Some basic cost estimates.

Option Component Cost Estimate Completion of story development $6,000 1 - Kiosk Package, case, graphic $3,000 2 - Tent Materials, Staff, Consulting $55,000 3 - Jeep Materials Staff Consulting $35,000 4 - Model Materials Staff Consulting $3500 5 – War Plane Design, Consulting, Plans $20,000 Construction $150,000 Lands?

3:10 p.m. Page 24 of 211 Tourism Fort St. John - Alaska Tourism FortSt.John 3:10 p.m.

- Alaska

Alaska Highway Interpretive Project – Concepts and Options Page 25 of211

Presented to Fort St John City Council Presented by Moira Green – Chair Tourism Fort St John. Tourism FortSt.John 3:10 p.m.

Here's where we came from… - Alaska  The Alaska Highway Heritage project

 National Historic Site Designation

 Local Community inputs to this larger project

 Focus on Fort St John - contributions to and impacts of the Highway. Page 26 of211 Tourism FortSt.John 3:10 p.m.

Planning for the Stories History in many ways - Alaska Page 27 of211 Tourism FortSt.John 3:10 p.m.

Our Two Paths - Alaska  The Alaska Highway

 North West Staging Route Page 28 of211 Tourism FortSt.John 3:10 p.m.

Presenting the History - Alaska

 Kiosks

 Stories Touch Screens

 Interpretive Programs

 Documentary style presentations

 Vignettes

 Military Tent

 Jeep

 Models Page 29 of211 Tourism FortSt.John 3:10 p.m.

Option 1 – Kiosks - Alaska

Page 30 of211 The Stories of the Alaska Highway and Fort St John Tourism FortSt.John 3:10 p.m.

Kiosks Most of these are vertical for small areas, and expect visitors to stand. - Alaska Page 31 of211 Tourism FortSt.John 3:10 p.m.

Kiosks - Basic Pop-ups are the simplest way to provide for an area -

Alaska using kiosks. They can travel easily. They can also be painted for the thematic area. Page 32 of211 Tourism FortSt.John 3:10 p.m.

Kiosks - Varied Elements that are largely stated in place. Branded - Alaska by Tourism or City of Fort St John. Page 33 of211 Tourism FortSt.John 3:10 p.m.

Option 2 – Exhibits - Alaska Page 34 of211 Tourism FortSt.John 3:10 p.m.

Option 2 – Exhibits - Alaska Page 35 of211 Tourism FortSt.John 3:10 p.m.

Option 3 – a model - Alaska Page 36 of211 Tourism FortSt.John 3:10 p.m.

Option 4 – A Full size -

Alaska Installation Page 37 of211 Tourism FortSt.John 3:10 p.m.

It’s Your Choice - Alaska

 Choose an Option

 Build it at home or outsource

 Choose a staged implementation or a full plan?

 City Project OR Partnered Project Page 38 of211 PROCLAMATION hear ye! hear ye! FAMILY LITERACY MONTH JANUARY 2014

“Inspiring Families to Learn Together”

I, Dan Davies, Acting Mayor of the City of Fort St. John, do hereby proclaim the month of January 2014 as “Family Literacy Month” in the City of Fort St. John.

Councillor Davies December 9, 2013 ACTING MAYOR Date

3:20 p.m. Page 39 of 211 Family Literacy Month PROCLAMATION hear ye! hear ye! FAMILY LITERACY DAY January 27th, 2014 “Inspiring Families to Learn Together”

WHEREAS improving the reading, writing and other basic literacy skills of all British Columbians is vital to our social and economic development as a province; and WHEREAS research shows the strong influence parents have on the literacy development of their children; and WHEREAS family literacy programs ensure that children and youth have the best possible environment for getting a head start on literacy and life-long learning; and WHEREAS family literacy programs provide an opportunity for children and parents to learn together. WHEREAS family literacy strengthens families and builds strong communities. I, Dan Davies, Acting Mayor of the City of Fort St. John, do hereby proclaim January 27th, 2014 "Family Literacy Day" in the City of Fort St. John.

Councillor Davies December 9, 2013 ACTING MAYOR Date

Family Literacy Day Page 40 of 211 Proclamation

REQUEST FOR DECISION

File # 0530-20 Report To: Mayor and Council From: Administration Clerk II Presenter: Administration Clerk II Subject: Administration Report No. 0301/13 December 9, 2013 Council Information Package Meeting: Regular Council Meeting Date: 09 Dec 2013

RECOMMENDATION:

"THAT, the Council Information Package for December 9, 2013 be received for information." CITY MANAGER'S COMMENTS:

Support recommendation.

KEY ISSUES(S)/ CONCEPTS DEFINED: To receive the correspondence within this report for information and to discuss particular items of interest.

RELEVANT POLICY:

ALTERNATIVE RECOMMENDATION:

IMPLICATIONS OF RECOMMENDATION

COMPLIANCE WITH STRATEGIC GOALS:

COMPLIANCE WITH STRATEGIC PRIORITIES:

GENERAL:

ORGANIZATIONAL:

Administration Report No. Page 41 of 211 0301/13

FINANCIAL:

FOLLOW UP ACTION:

COMMUNITY CONSULTATION:

COMMUNICATION:

OTHER COMMENTS:

Attachments: 1. PRRD November 14, 2013 Newsletter 2. Northern Health November 27, 2013 News Release 3. BC Hydro November 27, 2013 GMS Dam Safety Projects Update #5 4. BC Hydro November 27, 2013 GMS Projects Update #8 5. PRRD November 28, 2013 Newsletter 6. Northern Health November 29, 2013 News Release 7. Northern Health November 28, 2013 World AIDS Day 2013 8. WL Construction November 29, 2013 Shelter Boxes 9. City of Port Alberni December 2, 2013 ALR-ALC Changes Letter 10. IPAC December 2, 2013 Diversity of Leadership Conference 11. Order of BC December 2, 2013 Call for Nominations 12. Troyer Toy Drive December 3, 2013 Press Release 2013 13. NCLGA December 3, 2013 Connector December 2013

RESPECTFULLY SUBMITTED: Stephanie Williamson, Administration Clerk II 03 Dec 2013

Administration Report No. Page 42 of 211 0301/13 Peace River Regional District Board Meeting Newsletter November 14, 2013 Location: Dawson Creek

Peace River Regional Hospital District Electoral Area ‘D’ By-election The Regional Hospital Board received the Quarter 2 The Board established February 22, 2014 as General Capital Status report from Northern Health. Voting Day for the Peace River Regional District Electoral The Board received the CAO’s report on his attendance at Area D By-election. the Regional Hospital Districts/Northern Health (NH) October 21st meeting in Prince George. The MOU between 2014 Regional Board Meeting Schedule NH and the northern Regional Hospital Districts was The meeting schedule was approved and will be published renewed for a three year term. in local media and on the Regional District website.

Election of Vice Chair Agricultural Land Commission Applications Electoral Area E Director, Jerrilyn Schembri was elected, The Pennylane and Lance MacDonald application was Vice Chair of the Board for the remainder of 2013 term forwarded to the ALC for consideration. filling the vacancy created when Wayne Hiebert left the Board of Directors. Development Variance Permit Applications The Regional Board issued DVP 159/2013 to Christian Electoral Area Directors’ Committee Kursteiner, on the basis that the proposed increase in floor The following recommendations from the Electoral Area area is unlikely to affect the neighbourhood and character Directors’ Committee were approved by the Board: of the area. • Representatives from Network BC and local internet providers will be invited to an Electoral Area Directors’ North Peace Fringe Area OCP and Zoning Committee meeting to discuss options for providing internet services to rural communities. Amendment • A public meeting will be held in an effort to get public The Board adopted the ‘North Peace Fringe Area Official support in designating the Peace Lookout at the south end Community Plan Amendment Bylaw No.2091, 2013 and of 100 street Fort St. John (265 Rd) as a provincial park. the companion zoning Amendment Bylaw No. 2092, 2013 to permit creation of minimum 4 Ha (10 acre) lots. Building Bylaw No. 1996, 2011 The Board repealed the Building Bylaw in its entirety and Temporary Use Permit resolved to hold a non-binding referendum in the 2014 The Board authorized a 3 year renewal of Temporary Use local government elections seeking voters’ opinion on Permit No. 115/2010 for Tarla Brewster, for the purpose of having a building inspection service in the Regional District processing gravel. unicorporated areas. Next PRRD Board Meeting Board Delegations Thursday November 28 The Board received three delegations. 1. Alva Stewart read 10 am in Dawson Creek a presentation to the Board expressing her opposition to the PRRD building bylaw. 2. Representatives from Trans Canada presented an update on the Prince Rupert Gas View Board schedules, agendas and minutes: Transmission Project. 3. Susan Craig of AuRico Gold Inc. http://prrd.bc.ca/board/meetings/schedule/index.php. updated the Board on the company’s proposed Kemess underground mine project in the north-west sector of the Agendas are posted six days before the meeting at: PRRD south of Ft. Ware. www.prrd.bc.ca/board/meetings/agenda.

Registered Nurse Program Peace River Regional District Website www.prrd.bc.ca The Board authorized the Chair to correspond with the appropriate Ministries to express the Board’s desire to Peace River Regional District "Official Page" have a Registered Nurse program established in the Northern Lights College region.

For more information contact the Peace River Regional District

Dawson Creek Office: Box 810, 1981 Alaska Avenue, Dawson Creek, BC V1G 4H8 Fort St John Office: 9505-100 Street, Fort St. John, BC V1J 4N4 Telephone: 250-784-3200 Toll-free 1-800-670-7773 Telephone: 250-785-8084 Toll-free 1-800-670-7773 Fax: 250-784-3201 Fax: 250-785-1125 Email: [email protected] Email: [email protected]

Administration Report No. Page 43 of 211 0301/13

MEDIA ADVISORY

For Immediate Release November 27, 2013

Old Fort St John Hospital site to be redeveloped after building removed and land sold

Northern Health is moving into the final stages of the work required to sell the old Fort St John Hospital site. This is the last step in a lengthy process that looked at a range of alternatives prior to the decision to take down the building.

Through the process it was clear that there were no agencies or organizations willing to take over the building, the municipality was not able to use it, and there were no buyers interested in the purchase of the land with the building. There are potential buyers for the land, but only after the facility has been abated and removed.

While informing our staff and the community along the way, and while keeping in close contact with provincial and municipal leaders, the steps that were taken included the following actions prior to this final decision:

o An examination of whether the facility could be renovated (or not) and used by NH for other purposes. Third party studies clearly suggest this was unsafe without massive and cost prohibitive renovations which could amount to nearly $20 million. o An examination of the facility for alternate use by other government agencies and consultation with local First Nations. This was not successful, no agencies or organizations were interested in taking over the facility. o NH discussed with the City of Fort St John to explore alternative uses and/or opportunities, the city declined taking over use of the facility. o The last opportunity was to proceed with selling the facility and land to the private sector. This work was conducted through a professional group (Colliers) who are leaders in commercial property sales. There were eight commercial developers interested in the property. After assessing the building, no parties were interested in the facility as part of a package so a sale has not been successful.

With all alternatives exhausted, Northern Health will proceed with the removal of all hazardous materials, after which the remainder of the building will be removed. Following that there will be some additional site work and preparation as the land is finalized for sale. We expect the land to be sold relatively quickly, as interest already exists in the land without the building.

All usable assets have been removed and the Fort St John Fire Departments had the

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opportunity to conduct some training on site prior to the abatement process.

Mierau Contractors Ltd, is the general contractor, and the work will be carried out by Napp Enterprises. Napp are experts in the abatement of hazardous materials and hold the required permits and credentials to address the disposal of hazardous materials safely. The entire abatement and removal of the building is expected to take 28 weeks, which will take us to approximately the beginning of June. There will be some additional site work once the building is gone, with the entire project to be complete by July.

Northern Health originally announced it would divest itself of the current Fort St. John Hospital and Health Centre in September 2011. Information is available here.

Media contact: Media line 250 961 7224

Administration Report No. Page 45 of 211 0301/13 BC HYDRO W.A.C. BENNETT AND PEACE CANYON DAM SAFETY PROJECTS UPDATE November 2013

The W.A.C. Bennett Dam and Gordon M. Shrum (GMS) Generating Station were built in the 1960s and are cornerstones of BC Hydro’s system. The facilities are located on the Peace River, about 20 kilometres west of Hudson’s Hope. The Peace Canyon Dam was completed in 1980 and is located downstream of the Bennett Dam on the edge of Hudson’s Hope. As part of BC Hydro’s plan to ensure safe, reliable power, a number of engineering assessments and projects are underway, or planned to start soon, at the Bennett and Peace Canyon dams.

W.A.C. Bennett Embankment Dam Several project activities are underway all aimed at improving monitoring of the dam performance. The project also verifies the effectiveness of the dam’s filter system and evaluates the stability of the dam.

W.A.C. Bennett Dam Core Instrument Upgrade A new capital project will be initiated this year to address the open casings left in the core of the dam that were installed during the sink hole repairs in the late 1990s. The project will implement upgrades to the casings, as required, and potentially install new instruments for better monitoring of the dam core performance.

W.A.C. Bennett Spillway Chute Upgrade (Phase 2) The Bennett Dam spillway chute requires upgrades and repairs, based on findings of field investigations completed in 2011 and 2012. The scope of the project is to resurface a length of approximately 45 metres across the full width (30 metres) of the lower portion of the chute, upstream of the flip bucket. Repairs will be similar to the work completed in the vicinity of the spillway gate structure in 2012 and will involve concrete removal, installation of new rebar, dowels, new waterstops at construction joints and concrete placement. Planning for construction is underway. Construction activities are expected to Extent of start in April 2014, subject to an acceptable reservoir level forecast resurfacing for summer 2014. It is expected that two construction seasons (April to October) will be required to complete the work. A comprehensive Return to Service Plan has been prepared in case spilling is required during construction. The highlighted area shows the portion of the Bennett Dam spillway chute that requires upgrades.

bchydro.com

Administration Report No. Page 46 of 211 0301/13 Peace Canyon Spillway Gate Reliability Project Similar to the W.A.C. Bennett Spillway Gate Reliability Project, upgrading the Peace Canyon spillway gate system will ensure that the facility continues to provide reliable power. The project is in the definition phase and the team is currently undertaking the preliminary design, which is expected to be completed in March 2014. Construction activities are expected to start in early 2015.

The spillway gate system at the Peace Canyon Generating Station consists of six spillway bays with radial gates.

W.A.C. Bennett Spillway Gate Reliability Project Upgrading the spillway gate system will ensure continued reliable operation. The project is in the definition phase and the team is currently undertaking the preliminary design, which is expected to be completed in January 2014. Construction activities are expected to start in the first quarter of 2015. Constructability and safety by design meetings took place on site in November. Spillway gate at W.A.C. Bennett Dam opened during spill operation in July 2012.

W.A.C. Bennett Dam Rip-Rap Upgrade Since the construction of the Bennett Dam more than 40 years ago, there has been steady deterioration of the rip-rap (rock) protecting the upstream slope of the dam. Upgrading the deteriorated portions of the rip-rap will ensure long-term dam safety and erosion protection of the upstream dam slope from impact of waves in the reservoir during wind storms. Trial blasting for rip-rap at the Sand Flat limestone site was successfully completed in the summer. The project is now evaluating results of the trial blasting to establish this site as a borrow source for rock to be used for the rip-rap upgrade.

This update is provided to keep residents of the Peace region informed about upgrades and refurbishments being made to the G.M. Shrum Generating Station, W.A.C. Bennett Dam and Peace Canyon Dam.

Please contact BC Hydro Community Relations at 250 561 4858 or [email protected], or BC Hydro Aboriginal Relations at 604 528 8394 or [email protected] for more information on any of the above projects.

bchydro.com

GDS13-415

Administration Report No. Page 47 of 211 0301/13 BC HYDRO PEACE RIVER GENERATING STATIONS PROJECT UPDATES November 2013

Peace River dams and generating stations are cornerstones of BC Hydro’s system. Several projects are underway, or planned to start soon, that will renew aging equipment at the Gordon M. Shrum (GMS) Generating Station next to W.A.C. Bennett Dam and the Peace Canyon (PCN) Dam and Generating Station. A short description and status update of each is included below:

GMS Units 1 to 5 Turbine Replacement ($198.6 million) This project is aimed to improve turbine efficiency and reliability. At the end of October, the refurbishment of the second unit, Unit 1, was completed and the turbine was put into service. The first unit that was upgraded, Unit 4, has been in service since February 28. Work on the other three units will continue per the accelerated schedule until all five units are in service by late 2015. Each unit is made of stainless steel, weighs 72,000 kg and stands 2.6 metres high and is 5 metres wide. The new units combined will produce an additional 177 gigawatt hours each year, enough to power more than 15,000 homes. The third unit was taken out of service in mid-August and the commissioning of Workers welding stay vanes, which are used to control this unit is scheduled to start in spring 2014. the flow of water that enters the turbine.

Peace Canyon Transformer Replacement ($4.4 million) PCN has four generating units producing a maximum capacity of 694 megawatts, using the same amount of water as GMS. The project supplied one new large power transformer to the plant in the spring of 2012. Following the repair of the unit in July, the transformer is currently being shipped back to PCN and is planned to arrive in December. Installation of the transformer is scheduled for spring 2014.

GMS Transformer Replacement Phase 3 ($12.5 million) GMS has 30 transformers that increase the voltage at the station to 500,000 volts to efficiently carry electricity over long distances. Nine transformers were replaced in 2011. Three additional 500 kilovolt transformers are The new head covers for the turbines were manufactured forecasted to be replaced next year. However, the new transformers arrived at in Shanghai, China. the site damaged in transit, and inspections are underway to determine the extent of the damage and the plan for repair, if necessary.

bchydro.com

Administration Report No. Page 48 of 211 0301/13 GMS Station Service Rehabilitation ($30.9 million) The station service system provides the power for the plant controls, battery systems, fire systems and all the auxiliary systems necessary to run the plant’s generators. All equipment for the upgrade has been installed and has been in service since September 2011. Remaining deficiency work was completed in October.

GMS Units 1 to 4 Rotor Pole Rehabilitation ($21.5 million) New rotor poles are being installed and the rotor is being refurbished in Units 1 to 4 at GMS. Rotor poles are mounted on a rotor, found in a generator, and are magnetized by an electric current. As the rotor spins, the magnetic poles sweep across conducting bars, creating the current that forms the electrical output of the generator. Unit 4, the first of four units, has been successfully commissioned. Unit 1 was recently put back into service at the end of October. The third unit was taken out of service in mid-August and This lifting beam is used for various projects to handle is currently being refurbished. This unit is scheduled to be commissioned turbine and generator equipment. It is attached in in spring 2014. The sequence and timing of the work on these units is between the crane and the equipment being lifted and coordinated with the GMS Units 1 to 5 Turbine Replacement Project to reduce helps to stabilize the equipment during the lift. the amount of time that units are out of service.

GMS Fire Alarm System Replacement ($10.7 million) This update is provided to keep residents of The fire alarm system at GMS is set to be replaced over the next two years the Peace region informed about upgrades by successful bidder, Gisborne Industrial Contracting Ltd. The fire alarm and refurbishments being made to the Peace system is 20 years old. This upgrade will ensure that the fire alarm system River generating stations. Please contact meets current code and reliability requirements. A new alarm system will BC Hydro Community Relations at 250 561 4858 be installed, commissioned and verified before the existing alarm system or [email protected], or BC Hydro is decommissioned and removed. Work on this project commenced in Aboriginal Relations at 604 528 7887, or mid-August and is scheduled to be completed in late summer 2015. [email protected] for more information GMS Generator Monitoring System ($2.2 million) on any of the above projects. Over the next year new shear pins will be installed in Units 9 and 10. Shear pins are safety devices that are used to counter stress and protect important or expensive components of a system. The shear pins are designed to fail first if there is a problem in the system, preventing damage to other valuable or difficult to access components. The design for the air gap monitoring system for Unit 5 is complete and the engineering review conducted on air gap monitoring systems already installed on Units 1 to 4 and Unit 8 has been done. The air gap monitoring system for Unit 5 will be added to the scope of work and installation will be coordinated with other planned outages.

GMS G1-10 Control System Upgrade ($46 million to $81 million) This project involves the replacement of unit controls for Units 1 to 10, governor controllers for Units 6 to 10, exciters for Units 9 to 10, controls for intake systems, controls for plant auxiliary systems, GMS plant control room and remote operation controls for GMS and PCN. The upgrade of the Units 5 and 3 controls is scheduled to be coordinated with the shutdown work planned for the GMS Unit 1 to 5 Turbine Replacement Project.

GMS G7 & G8 Exciter Transformer Replacement ($1.8 million) There were previously no spare exciter transformers at GMS. An exciter transformer controls the magnetic field in the generator system and controls the output voltage. The Unit 7 exciter transformer was replaced in spring 2012. The project team has ordered a spare exciter transformer and a replacement for Unit 8 and they are scheduled to arrive in March 2014.

GDS13-416

Administration Report No. Page 49 of 211 0301/13 Peace River Regional District Board Meeting Newsletter November 28, 2013 Location: Dawson Creek

Peace River Regional Hospital District Agricultural Land Commission Applications The Regional Hospital Board approved the Peace River The Loewen and Klassen applications were forwarded to Regional Hospital District 2014 Provisional Budget. the ALC for consideration. The Shaman and Salustro The 2014 Hospital District Board meetings are scheduled applications were not supported to go forward to the ALC. on the second Thursday of each month with the following exceptions: Development Variance Permit Applications - The March and November meetings will be held the The Regional Board issued DVP 158/2013 to John and second and fourth Thursday to allow for annual budget and Jean Sapp, on the basis of the request of the landowner. other financial statutory time lines; - The May meeting will be held the third Thursday so as not to conflict with the NCLGA conference; 911 Call Answer Service - The August and September meetings will be held the The Board of Directors will enter into a five year first Thursday to accommodate the annual UBCM Memorandum of Understanding with the Royal convention schedule; Canadian Mounted Police for the provision of 911 call - The December meeting is scheduled for the second answer services for the Peace River Regional District. Friday. Directors also authorized staff to continue to work with the 911 Service Providers and the RCMP to finalize the 911 call taking operations manual and to investigate and report Cumulative Environmental, Community and back to the Board options for the provision of 911 call Health Effects Discussions answer services. Directors approved a representative to attend the BC Cumulative Environmental, Community and Health Effects The Board authorized a letter be forwarded to the UBCM in of multiple Natural Resource Developments in Northern support of a 911- Call Answer levy to research and fund British Columbia discussion on January 10-11, 2014 in service access to new texting and social media Prince George The workshop focus is on oil and gas and is communication platforms. being hosted jointly by three UNBC research institutes: Natural Resources and Environmental Studies Institute Next PRRD SPECIAL Board Meeting (NRESi), Health Research Institute (HRI) and Community Development Institute (CDI). December 2 10 am in Dawson Creek Building Bylaw No. 1996, 2011 A Special Meeting of the Peace River Regional District Next PRRD Board Meeting Board will take place at 10:00 a.m. on Monday, December December 6 2, 2013 in the Peace River Regional District Board Room, 3:30 in Fort St John 1981 Alaska Avenue, Dawson Creek, BC. The purpose of the meeting is to reconsider repeal of Building Bylaw No. 1996, 2011. View Board schedules, agendas and minutes:

http://prrd.bc.ca/board/meetings/schedule/index.php. Board Delegations

Carl Chandler the owner of C. Chandler Contracting (Celtic Homes) Ltd expressed his concerns to the Board Agendas are posted six days before the meeting at: about repealing Building Bylaw No. 1996, 2011. He told the www.prrd.bc.ca/board/meetings/agenda. Board that this decision will have many negative ramifications to not only his business but also to those Peace River Regional District Website www.prrd.bc.ca businesses that rely on construction employment within the Peace River Regional District. He pointed out that while Peace River Regional District "Official Page" business will suffer, the customer (rural resident) will ultimately end up paying the significant cost without building inspection and that is not fair.

For more information contact the Peace River Regional District

Administration Report No. Page 50 of 211 0301/13

NEWS RELEASE

For Immediate Release November 29, 2013

Fort St. John Hospital and Peace Villa Recognized for Energy Efficient Design

The Canadian Green Building Council and B.C. Hydro are recognizing the Fort St. John Hospital and Peace Villa facility for its energy efficient design.

The facility has received Leadership in Energy and Efficient Design (LEED) Gold certification from the Canadian Green Building Council. The LEED certification process includes a review of a new building by a third party that supplies a ranking based on the environmental considerations of the facility.

“Building energy efficient facilities means we are able to provide families a high level of care in an environmentally friendly facility,” said Peace River North MLA Pat Pimm. “It is our goal to make buildings that serve families today, and show our commitment to our environment for future generations.”

The new construction project is currently saving 980,111 kilowatt hours of energy annually. This is equivalent to powering 92 residential homes in B.C. for a year.

"The Peace River Regional Hospital District is proud to be a partner with Northern Health and the Provincial Government in funding the Fort St. John Hospital and Peace Villa project,” said Karen Goodings, Peace River Regional Hospital District Board Chair.

There are many energy efficient features of the facility. The windows in the facility are double glazed and gas filled that have been tested for their efficiency of up to -40 degrees Celsius. The windows also increase natural light and improve views of the outdoors to benefit patients and provide a healing, relaxing environment.

The entire mechanical and electrical systems are managed by a smart system to deliver an ideal environment for staff, physicians, patients, clients, and visitors. Innovative, thicker insulation used in the roof and the walls allows for higher thermal resistance.

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“We’re very proud of the energy efficient Fort St. John Hospital and Peace Villa,” said Angela De Smit, Northern Health Fort St. John Health Service Administrator. “Being recognized by the Canadian Green Building Council and BC Hydro for building a facility that is energy efficient is exciting.”

The $300.4 million facility is a private-public partnership with ISL Health. The project was funded by the Province of B.C. and Peace River Regional Hospital District.

The hospital is 23,000 square metres and includes 55 acute care beds, birthing centre, lab and surgical services. The Peace Villa is 7,500 square metres and has 124 residential care beds.

Media contact: NH media line – 1.877.961.7724

Administration Report No. Page 52 of 211 0301/13

For November 28, 2013

Re: Request for the publication of an opinion-editorial piece

To whom it may concern:

I have prepared the following opinion-editorial letter about World AIDS Day 2013.

We appreciate any questions and/or interest you may have on this topic.

Dr. Susan MacDonald Northern Health Chief Medical Officer Prince George, B.C.

For more information, please contact:

Media line – 250-961-7724 ______

World AIDS Day 2013: A time to reflect and move forward in the fight against HIV

December 1, 2013 marks World AIDS Day, the day that we annually honour those living with HIV, and commemorate those that we’ve lost to AIDS. It’s also a time to salute Northern Health’s community partners who work so diligently to support persons living with HIV/AIDS. They include Positive Living North, Northern BC First Nations HIV/AIDS Coalition, Central Interior Native Health Society, the Cedar Project, and the Northern HIV and Health Education Society. These organizations, and the world at large, have seen great changes since the first reported AIDS cases in the mid-1980s. Admittedly, many people still react with fear, shock and stigma when the topic of HIV/AIDS comes up. But due to great medical advances in HIV treatment, HIV is now considered a manageable chronic disease — not an automatic death sentence.

This year, Northern Health is marking World AIDS Day by introducing a new health care initiative that complements our current strategies to reduce the spread of HIV throughout northern B.C.

The initiative — which will see medical staff offer HIV testing as part of regular hospital care — will be introduced at the University Hospital of Northern B.C. beginning Monday, December 2, 2013. This new initiative is being undertaken in efforts to reduce the impact

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of HIV/AIDS through effective screening and early detection, and to provide timely access to high-quality and safe HIV/AIDS care and treatment.

All patients over age 14 admitted to hospital will be offered an HIV test as part of their admission blood work. As with all medical interventions, every patient has the right to refuse an HIV test. This initiative is expected to be implemented in other Northern Health acute care facilities through 2014.

Why are we introducing routine HIV testing in hospitals? It’s because HIV is an important health issue with 300 to 400 new diagnoses made in BC every year. The number of new infections is not declining — and people are not being diagnosed early enough. Sixty per cent of HIV patients are diagnosed after they should already be on treatment. Evidence also shows that 25 per cent of people living with HIV are not aware of their status.

The routine offering of HIV testing has already proven successful in the Lower Mainland where Vancouver Coastal Health introduced the initiative in October 2011. Up to 94 per cent of Lower Mainland patients who are offered an HIV test as part of routine hospital care say ‘Yes’, because they appreciate knowing that they’re not being singled out to take the test.

Knowing your HIV status is so important for your health care. As health care providers, knowing our patients’ HIV status affects how we treat infections, cancers and even which vaccinations to consider. If you are tested and are diagnosed with HIV, you should begin treatment as early as possible. Why? Because early HIV treatment prolongs and improves people’s lives. People on HIV medications can now have healthy lives, relationships, and children.

The routine offering of HIV testing initiative is funded by BC’s Ministry of Health. It’s part of the From Hope to Health: Towards an AIDS-free Generation initiative, formerly known as the STOP HIV/AIDS pilot project. Many of you are familiar with Northern Health’s STOP HIV/AIDS education and awareness campaign; one of our main goals was and is to normalize HIV testing, by urging everyone who was sexually active or using injection drugs to make the time to get an HIV test.

We’re hoping that our new routine offering of HIV testing initiative will finally take us to that next step, where HIV testing becomes the norm in health care, not the exception. But we need your help. Talk to your friends and family and encourage everyone to take an HIV test. Explain that routine HIV testing of all patients reduces stigma and improves early detection.

As we approach World AIDS Day, help us work towards an AIDS-free generation. Help us spread the word about HIV — not the disease. For more information, visit www.hiv101.ca.

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Media Contact:

Northern Health media line: 250-961-7724

Administration Report No. Page 55 of 211 0301/13 :.:./27/2013 wED 11r14 FÀx 250 787 2350 wL Conrtructlon rrr Ctty of FSJ @001/001

P.O. Box 6357 Fort Sr, John, BC YIJ 4H8

Tolephone (250) 7E7- 77û7 ÞMail: [email protected] Føx (250)'t87-2350 Wobs ito : !4{w¡dçeuE¡Élqo.çem

To All Our Customers and Friends

W.L. Consûuction Ltd will not be sending out Christmas c¿¡rds. In lieu of the Christinas ca¡ds we will be donating a Shslter Box each year. For more information on the shelter boxes go to www.shelterbox.ca

We extend our Best Wishes for a Merry Christmas and a Happy New Yea¡!

W.L. Construction Ltd. Staff & Management

Administration Report No. Page 56 of 211 0301/13 Administration Report No. Page 57 of 211 0301/13

Two very different leadership stories - Covert CIA - Overt TTC

Join IPAC in the conversation on Diversity of Leadership: Choose Your Path – Maximize Results! Leadership is not ‘one size fits all’! Feb 13-14, 2013 Carmen Medina, retired Deputy Director of Intelligence, Central Intelligence Agency (CIA); Specialist Leader, Deloitte Considering the CIA’s covert world of intelligence Carmen Medina emphatically states “most other companies don’t have an excuse for not changing. If you’re not thinking of changing your business, then shame on you.”

Ms Medina continues to support the intelligence community through current research on Diversity of Thought. Up to now, diversity initiatives have focused primarily on fairness for legally protected populations. But organizations now have an opportunity to harness a more powerful and nuanced kind of diversity: diversity of thought. Advances in neurological research that are untangling how each of us thinks and solves problems can help organizations, including governments, operationalize diversity of thought and eventually change how they define and harness human capital.

Andy Byford, CEO, Toronto Transit Commission (TTC)

Andy Byford, in a recent interview – while riding the subway, described himself as “not an undercover boss” but an “overt boss” when discussing his commitment to changing the culture of a very large and visible organization, the Toronto Transit Commission. Torontonians and visitors to the city have witnessed, since Byford’s appointment to head the TTC, a definite and visible improvement to services. Byford’s leadership style is customer focused with the objective of improving customer experience with the transit system of Toronto – from improvements as simple as cleaner stations, engaged front line staff, on-schedule delivery, timely communication to users and transparency.

It is these kinds of leadership, vision, courage and experience, that will encourage participants attending the IPAC Leadership conference to learn and be inspired to enhance your leadership capacity and to deliver maximum results for your organization. For program details, click here

EARLY BIRD Ends December 12, 2013, 2013 Register Now at www.ipac.ca/Leadership2014-Registration

Administration Report No. Page 58 of 211 0301/13

Call for Nominations

Submission Deadline: First Friday in March (March 7, 2014)

The British Columbia Honours and Awards Secretariat is currently accepting nominations for the province’s highest honour, the Order of British Columbia.

Established in 1989, the OBC recognizes those people who have served with the greatest distinction and excelled in any field of endeavour that benefits the people of B.C. or elsewhere. It represents the highest form of recognition the province can extend to its citizens.

Recognition Successful nominees will be presented with the Order by the Lieutenant Governor of British Columbia and Chancellor of the Order of British Columbia, at an official ceremony at Government House in Victoria.

Eligibility The Order of B.C. is open to any resident of B.C. or former long-term resident, who has demonstrated outstanding achievement, excellence or distinction in any field of endeavour benefiting the people of the Province or elsewhere. Fields include community leadership, business, labour, industry, volunteer service, professions and other occupations, research, culture, arts, sports and others. Federal, provincial and municipal elected representatives are not eligible for appointment to the Order while they remain in office. A person may not be appointed to the Order posthumously unless the Advisory Council recommends the appointment to the Lieutenant Governor in Council before the person’s death.

Nomination forms Nomination forms are available on the Order of British Columbia web site at orderofbc.gov.bc.ca. All entries should reach the Honours and Awards Secretariat office in Victoria on March 7, 2014.

We encourage you to forward this message to others who may be interested in this honour.

For more information contact us at [email protected] Honours and Awards Secretariat, P.O. Box 9422, Stn Prov Govt, Victoria, BC V8V 1S2 Phone: 250-387-1616 Fax: 250-356-2814 Web site: www.orderofbc.gov.bc.ca

***************************** The information transmitted herein is confidential and may contain privileged information. It is intended solely for the person or entity to which it is addressed. Any review, retransmission, dissemination, taking of any action in reliance upon, or other use of this information by persons or entities other than the intended recipient is prohibited. If you received this in error, please notify the sender and delete or destroy all digital and printed copies.

CivicInfo BC makes no representations or warranties whatsoever, either expressed or implied, with respect to the accuracy, reliability or suitability for any purpose, of the information contained or referenced in this message. *****************************

Administration Report No. Page 59 of 211 0301/13 Moose FM Celebrating 10 years as 100.1% Fort St. John 9924 101 Ave Fort St. John, BC (250) 787-7100 Fax: (250) 263-9749 [email protected]! ! ! !December 3, 2013 !FOR IMMEDIATE RELEASE ! The Troyer Toy Drive is Back for Year #10 Moose FM has once again teamed up with Troyer Ventures, Home Hardware and the Salvation Army to help collect toys this Christmas season. December 13th & 14th Moose FM, Troyer Ventures and The Salvation Army will be looking for your donations at Home !Hardware Building Centre. Moose FM will broadcast live from the Home Hardware on December 13th from 12pm to 6pm and December 14th from 10am to 4pm. You can stop by our location at Home !Hardware and make a donation of a new unwrapped toy or cash. This is the only Toy Drive in Fort St. John leading up to Christmas. Help us fill Santa’s !Sleigh - Thanks to Arctech Welding & Machining for providing the sleigh. All of the donations will stay in Fort St. John to help kids in our area, and this year there is an even greater need than before. The Salvation Army has already seen an increase in the need for toys this Holiday Season. All donations are welcome, but toys for kids aged !10 and up are needed the most. For more information on the 10th Annual Troyer Toy Drive and how you can help the Salvation Army call Adam Reaburn at 787-7100! or e-mail [email protected] - 30 -

Administration Report No. Page 60 of 211 0301/13 CONNECTORCONNECTOR PRESIDENT’S CORNER No. 123 December 2013 NCLGA DATES TO REMEMBER FOR 2014 Resolutions deadline: March 7th Well my friends, here we are, it’s Measuring Up The North nominations: March 7th December, the end of another year. NCLGA Executive nominations: March 28th But we do not think of December in those terms. When we think of December, we think of Christmas, NCLGA LUNCHEON and the Christmas parties we will DECEMBER 13th, PRINCE GEORGE attend. We think of Christmas Join us for lunch December 13th in Prince George to holidays, and the time to spend with hear a powerful combination of speakers! Political family and friends. We think of giving presents, and representatives and stakeholders from across getting some too. We think of the baby Jesus in a Northern BC will be in attendance. The future is cradle in a stable, so very long ago, and this reminds bright for Northern BC with unprecedented us of our children and our grandchildren as babies. opportunities and challenges - find out how they It is also a time when we give thanks for our families, affect you. and for the life we are allowed to enjoy, in a country

which knows only Peace. While we enjoy Christmas

dinner with family and friends. We remember those

not at the table, those who have passed on and only

live with us in memories.

To all people in the NCLGA region, regardless of

colour, nationality, or religious belief, I, on behalf of

my wife Cheryl, and the members of the Board of

Directors, their partners, as well as our staff, Oliver

and Karen and their families, would like to wish you a

very Merry Christmas. However you celebrate at this

time of year may it be with loved ones.

So whether you say Joyeux Noel, Feliz Navidad,

Gladelig Jul, or Merry Christmas, we sincerely hope that each of you has a fantastic Christmas Season!

Bruce D. Christensen Tickets are $21+GST and are available through the

PG Chamber of Commerce: NCLGA President http://pgchamber.chambermaster.com/events/ details/building-a-stronger-north-the-

opportunities-challenges-170 BC NATURAL RESOURCE FORUM Need more information? Contact Oliver Ray, NCLGA JANUARY 22-24, 2014 - PRINCE GEORGE Executive Director: [email protected] or (250)564-6585 Now in its 11th year, and hosted by Mike Morris, MLA Prince George-Mackenzie, the Premier's BC Natural MEMORIAL TRIBUTE AT CONVENTION Resource Forum has grown to become the hub for This annual presentation held during our everyone involved in the natural resource sector to Convention is to remember and honour the get together for in-depth discussions, sharing of elected (and formerly elected) local success stories, opportunities, innovations in government officials from the NCLGA technology, and expanding opportunities in the region who have passed away in the service and supply sector. previous year. If your community has lost someone The Hon. Christy Clark will be the keynote speaker on who had been in local government, please make Wed. January 22nd. the NCLGA office aware so that we can be sure to Early registration closes December 6th, 2013: include the person in the remembrance presentation. www.bcnaturalresourcesforum.ca

North Central Local Government Association 206—155 George St., Prince George, BC V2L 1P8 Tel: (250) 564-6585 Fax: (250) 564-6514 Email: [email protected] Web: www.nclga.ca

Administration Report No. Page 61 of 211 0301/13

EXTREME WEATHER TEMPORARY SHELTERS 2013 BC FIRST NATIONS’ ART AWARD The BC Government is providing up to $1.5m this WINNERS FROM NCLGA REGION winter to help more than 80 communities make There were several artists from additional extreme weather shelter spaces available within the NCLGA area who were for those who are homeless. recently honoured by Premier These spaces will be available when a community Christy Clark and BC Achievement issues an extreme weather alert from now until Foundation Chair Keith Mitchell. March 31, 2014. The Annual BC Creative Achievement Awards for Within the NCLGA region temporary shelter space is First Nations’ Art celebrate artistic excellence in available when an Extreme Weather Alert is activated traditional, contemporary or media art. The 2013

in the following communities: recipients chosen by jury include: ♦ 100 Mile House - 10 spaces ♦ Fort St. John - 25 spaces ♦ Dale Campbell, Tahltan-Tlingit, Prince Rupert ♦ Kitimat - TBA ♦ Marlene Liddle, Haida, Masset ♦ Prince George - 30 spaces ♦ Ken McNeil, Tahltan-Tlingit, Terrace ♦ Quesnel - 10 spaces ♦ Sammy Robinson, Haisla, Kitimaat Village ♦ Terrace - 10 spaces For more information visit the BC Housing website: http://www.bcachievement.com/firstnationsart/ www.bchousing.org/Options/ recipients.php Emergency_Housing.ESP BC ABORIGINAL BUSINESS AWARDS FORMER MACKENZIE MAYOR TOM BRIGGS 2013 WINNERS FROM THE NCLGA REGION We were saddened to learn of the When the 5th annual BC Aboriginal Business passing of Tom Briggs on Awards are presented on December 5th, there will September 7th, 2013. Tom was an be several recipients from the NCLGA area: Alderman and Mayor of the District of Mackenzie for 19 years. He was Young Entrepreneur of the Year Award also a Director with the Regional Erica Ryan-Gagne, Skidegate District of Fraser-Fort George, and an NCMA Executive board Community-Owned Business of the Year member for a number of years. Haida Enterprise Corporation (HaiCo), Skidegate Tom is survived by his wife Karen, daughter Kimberly and son Gregory and extended family. Our Community-Owned Business condolences to Tom’s family and friends, he’ll be Outstanding Business Achievement greatly missed. Chu Cho Industries Limited Partnership, Mackenzie

ELECTORAL BOUNDARIES COMMISSION ACT Joint Venture Business WHITE PAPER OF PROPOSED AMENDMENTS Outstanding Business Achievement The BC Government is proposing amendments to the LHI Tutl’it Services Inc, Prince George Electoral Boundaries Commission Act that would maintain existing northern and rural electoral districts and ensure the total number of districts remains at 85. VIA Train at the McBride The Electoral Boundaries Commission Act White station on a wintery day! Paper that details the proposed amendments is

available for download from:

www.ag.gov.bc.ca/legislation/ebca/pdf/

WhitePaper.pdf BARRY CUNNINGHAM ELECTED IN PRINCE RUPERT Public comments and submissions are open until Barry Cunningham was the January 15th, 2014 successful candidate in the by-election held in Prince Rupert on November 16th. We look forward to meeting you in May at the NCLGA convention, Councillor Cunningham!

NCLGA CONNECTOR # 123 December Page 2 of 2

Administration Report No. Page 62 of 211 0301/13

Cumulative Environmental, Community and Health Effects of multiple Natural Resource Developments in Northern British Columbia

Date: Friday January 10, 2014 Saturday January 11, 2014

Time: 3:30-4:30 & 7:00-9:00 8:00-4:30

Location: University of Northern British Columbia, Canfor Theatre (building 6, room 213) 3333 University Way Prince George, BC

Please join us for a two-day event on Cumulative Environmental, Community and Health Effects of multiple Natural Resource Developments in Northern British Columbia with a focus on oil and gas. This event is being hosted jointly by three UNBC research institutes: Natural Resources and Environmental Studies Institute (NRESi), Health Research Institute (HRI) and Community Development Institute (CDI).

The NRESi colloquium on Friday January 10 (3:30-4:30) will provide a kick-off to this event. On Friday evening, beginning at 6:30pm, a public panel and discussion will bring together representatives from the health, environment, and industry sectors to engage with community members, policy makers, and researchers around this regional concern with global importance.

On Saturday January 11, a full day workshop will be offered for participants to reflect on the previous day presentations and discussion, and to hear from a range of research, community and other perspectives. We will then work collectively in dialogue towards a better understanding of the integration of cumulative environmental, community and health effects of natural resource developments.

For more information, please see the agenda (attached), or contact Joanna Paterson at 250-960-5818 or [email protected].

3333 University Way | Prince George BC, Canada | V2N 4Z9 | unbc.ca

Administration Report No. Page 63 of 211 0301/13

January 10 & 11, 2014: Cumulative Environmental, Community and Health Effects of multiple Natural Resource Developments in Northern British Columbia

Friday January 10, 2014

3:30 – 4:30 UNBC Canfor Theatre (6-213)

NRESi Colloquium and OGC Cumulative Effects Kickoff Event: Hosted by the Natural Resources & Environmental Studies Institute (NRESi) at UNBC, weekly colloquia provide a forum for discussion of wide-ranging perspectives on natural resource management issues.

Presentation by: Allan Lidstone, Director of Resource Management Objectives at the British Columbia Ministry of Forests, Lands and Natural Resource Operations.

4:30 – 6:30 Break

6:30-7:00 Registration and Light Refreshments (6-205/211)

7:00 – 9:00 Canfor Theatre (6-213)

Public Panel: Hosted by the NRESi, the Community Development Insitute (CDI), and the Health Research Institute (HRI), this UNBC tri-Institute initiative will bring together representatives from the health, environment, and industry sectors to engage with community members, policy makers, and researchers around the issue of cumulative environmental, community and health effects of multiple natural resource developments in northern British Columbia. Join us for 4 invited presentations followed by an opportunity for questions and discussion. (Free event; refreshments will be provided)

Saturday January 11, 2014

The intention for Saturday’s day-long workshop is to work towards a more comprehensive understanding of the integration of cumulative environmental, community and health effects of natural resource developments.

7:30 – 8:00 Registration

Those wishing to attend Saturday’s workshop are asked to please RSVP for both Friday evening’s panel and for Saturday’s event via email (see below for details).

8:00 – 10:00 Tri-institute presentations

Following an introduction to ‘cumulative effects’, each of the three host institutes will present aspects of their work related to understanding the impacts of natural resource developments on health, communities, and the environment.

Administration Report No. Page 64 of 211 0301/13

January 10 & 11, 2014: Cumulative Environmental, Community and Health Effects of multiple Natural Resource Developments in Northern British Columbia

10:00 – 12:00 Invited presentations

Building on themes introduced on Friday evening, four invited presentations will provide additional contextual perspectives on cumulative effects in northern British Columbia.

12:00 – 1:00 Lunch will be provided for registered attendees.

1:00 – 4:00 Discussion

Join other attendees in facilitated thematic break-out groups (choose from community, environment, health, or integration conversations) to reflect on and discuss the points raised throughout the day. Following these small group discussions, the plenary group will reconvene to report back and share highlights from break-out group discussions, with the goal of identifying next steps towards a framework for understanding cumulative effects of multiple natural resource developments in northern British Columbia.

4:00 – 4:30 Closing remarks

Please note:

 There is no cost to attend either Friday’s colloquium and panel or Saturday’s workshop.  Friday’s events (colloquium 3:30-4:30 pm; panel presentations & discussion 6:30-9:00pm) will be available via live video streaming, and will be recorded and archived for future online viewing. Additional details regarding virtual participation will be circulated closer to the event date.

Please RSVP to Joanna Paterson ([email protected]) by Monday December 16th for either:

□ The public panel on Friday January 10, 2014; or □ The public panel on Friday January 10 AND the workshop on Saturday January 11, 2014.

Administration Report No. Page 65 of 211 0301/13

REQUEST FOR DECISION

File # 0390-20 Report To: Mayor and Council From: Executive Assistant Presenter: Executive Assistant Subject: Administration Report No. 0294/13 Council Conference Reports Meeting: Regular Council Meeting Date: 09 Dec 2013

RECOMMENDATION:

"THAT, the following Council conference reports be received for information: • UBCM Conference – Stewart • Boundary Meeting/Silver Leaf Award – Ackerman • Shell Innovation Summit – Ackerman • North America Energy Security Dialogue – Ackerman • BC Non-Profit Housing Conference – Stewart • Cities Fit for Children Summit– Stewart THAT, Council acknowledge the UBCM expense claim and report submitted by Councillor Stewart, the Boundary Meeting/Silver Leaf Award and the Shell Innovation Summit claim and report submitted by Mayor Ackerman have been received beyond the 21 day limit outlined in Council Policy No. 98/10; AND FURTHER THAT, Council authorize staff to process the expense claim form." CITY MANAGER'S COMMENTS:

Not applicable.

KEY ISSUES(S)/ CONCEPTS DEFINED: To receive Council's conference reports in accordance with Council Policy.

RELEVANT POLICY:

ALTERNATIVE RECOMMENDATION: "THAT, Administration Report No. 294/13 - Council Conference Reports be received for information."

Administration Report No. Page 66 of 211 0294/13 IMPLICATIONS OF RECOMMENDATION

COMPLIANCE WITH STRATEGIC GOALS:

COMPLIANCE WITH STRATEGIC PRIORITIES:

GENERAL:

ORGANIZATIONAL:

FINANCIAL:

FOLLOW UP ACTION:

COMMUNITY CONSULTATION:

COMMUNICATION:

OTHER COMMENTS:

Attachments: • UBCM Conference – Stewart • Boundary Meeting/Silver Leaf Award – Ackerman • Shell Innovation Summit – Ackerman • North America Energy Security Dialogue – Ackerman • BC Non-Profit Housing Conference – Stewart • Cities Fit for Children Summit – Stewart

RESPECTFULLY SUBMITTED: Diana Waddington, Executive Assistant 28 Nov 2013

Administration Report No. Page 67 of 211 0294/13 Shell Innovation Summit Report

This daylong event made use of a technology allowing the audience to participate electronically with questions to the presenters. (PHlive.at ) another great opportunity to get those great questions from shy audience members.

There were eight different session speakers and panels. Here are some comments from those sessions.

Notes:

In Canada, as with other global communities we see economic gain with environmental loss. Turning that challenge into opportunity will give us the competitive advantage.

Innovation rarely happens alone these days

Canadian Society: Oil Sand Energy Alliance = 14 companies working together on new innovations and technologies.

Integrating Global with local, Shell is able to test these innovations in a variety of location/conditions.

Innovation happens on the shop floor where a small change can make a big difference.

For example, The Pit stop in the NASCAR races has been brought to the Albian project. Changing the tires there rather than taking them to the truck shop has saved them 20% of the time it took.

The Sky is not the limit – Colonel Chris Hadfield

We have enormous influence on the innovators of tomorrow. We need to inspire them. When you are right on the edge of possible, you can be innovative.

In Canada, better is better. In Russia, good enough is good; better is viewed with suspicion.

View the world as a bowl of porridge. You know that “skin” that develops on the top of the porridge while it is cooking and you have those little vents of steam, well that is the surface of the earth – and we think we are invincible.

Energy generation is fundamental to our quality of life. We only understand 50% of the matter of the universe.

Visualize failure so you can create success.

The real energy is in the atoms. How do we get that out will be the key to moving forward.

To get to Mars we need a fuel to accelerate halfway and then decelerate the other half.

The Global Energy Landscape and the Role of Innovation Mathias Bichsel – Director of Projects and Technology, Shell

State controlled companies use their income for their social needs. A successful project is more than just meeting the technical standards.

Administration Report No. Page 68 of 211 0294/13 Setting up a project is challenging. The way policies are put together is what this is all about

Inspiring Innovation

What does innovation mean to us? Ipsos Reid – The world in the palm of your hand - portal.

Indspire website

White spot: 4 locations in Hong Kong and is very successful. They tried to break into the US market and failed. There are 300-500,000 Canadians living in Hong Kong.

How do we turn today’s innovations into tomorrow collaborations?

First Nations are considered a check box on the list, a hindrance, something to get around. Shell is one company that meets quarterly with the Council.

“If you want something you have never had before, you need to be willing to do things you have never done before” Liz Logan

The First Nations need to be a part of the conversation. The province and the Feds need to step up.

Collaboration starts when you ask who and how rather than what.

Dr Dan Wicklum, Chief Executive, Oil Sands Innovation Alliance

Innovate Collaborate Drive Environmental performance

The CEO’s signed a Charter. The environmental goal are quantitative “man on the moon” (very public) statements.

Sharing patent use right, best practices, monitoring data etc.

So companies can lead a project or follow a project or add to a project.

Respectfully submitted Lori Ackerman

Administration Report No. Page 69 of 211 0294/13 Union of British Columbian Municipalities (UBCM)

Convention 2013: Navigating the Local Landscape September 16 - 20, 2013 Vancouver Convention Centre

Sunday, September 15, 2013

TRAVEL: Traveled by Air Canada from Fort St. John to Vancouver Departed FSJ @ 4:35pm and arrived in Vancouver @ 6:06pm

Monday, September 16, 2013

 Registered for the 2013 UBCM Convention.

 Participated in the British Columbia Professional Fire Fighters’ Association (BCPFFA)’s Fire Ops 101. This took place at the Vancouver Training Centre, 1330 Chess Street, Vancouver, BC. This was an opportunity for elected officials and City Managers to learn about the equipment and experience the challenges our fire fighters’ face with every call. City Manager, Dianne Hunter and I put in a full afternoon of simulated drills with the assistance of our local fire fighters’ Chris Austin and Stephen Beard.

 Attended the Fire Ops 101 Reception in the evening.

Tuesday, September 17, 2013

Attended:

 Forum: Large Urban Communities o Speakers: Robert Liberty, Director - Urban Sustainability Accelerator, Portland State University; Todd Cain, Executive Director - Market Development, Healthy Environments & Consumer Safety Branch, Health Canada; Brian Mori, Regional Director - Compliance & Enforcement, Western Region, Health Canada; Courtney Smith, Manager - Controlled Substances Program, Western Region, Health Canada

 Forum Lunch: Large Urban Communities

 Plenary Session: Strong Fiscal Futures o This plenary session featured a presentation of the July 2013 report of the UBCM Select Committee on Local Government Finance, Strong Fiscal Futures: A Blueprint for Strengthening BC Local Governments’ Finance System

Administration Report No. Page 70 of 211 0294/13 o Speakers: Chair Al Richmond, Cariboo Regional District, Co-Chair of the UBCM Select Committee on Local Government Finance; Mayor Greg Moore, City of Port Coquitlam and Chair Metro Vancouver Regional District, Co-Chair of the Select Committee; Mayor Frank Leonard, District of Saanich, Select Committee Member; Mayor Taylor Bachrach, Town of Smithers, Select Committee Member

 Provincial Policy Session: Exploring a BC Crime Prevention Strategy o The Ministry of Justice has committed to the development of a crime prevention strategy in BC. This commitment is articulated in the White Paper on Justice Reform Part Two: A Timely, Balanced Justice System. There have been recent opportunities for government to consult with British Columbians on the future of crime prevention in BC. Those consulted overwhelmingly pointed out the effectiveness of breaking through the underlying factors behind crime and cited many examples of effective crime prevention programming. This interactive workshop will explored themes, recommendations and actions identified through province wide consultations.

o Speakers: Lynda Cavanaugh, Assistant Deputy Minister, Community Safety & Crime Prevention; Taryn Walsh, Executive Director, Victim Services and Crime Prevention Division, Ministry of Justice; Jamie Lipp, Director, Community Programs, Victim Services and Crime Prevention Division, Ministry of Justice

Wednesday, September 18, 2013

Attended:

 Clinic: Youth Online: Mobilizing Against Exploitation & Bullying o More and more, young people’s lives are focused online - but apart from news coverage about high profile incidents of bullying, exploitation, or harassment, do we truly understand what youth in our communities experience online? Through this interactive clinic we learned about real world initiatives to educate, empower and mobilize children and communities to face challenging online situations with courage and wisdom.

o Speakers: Kev Lescisin, Program Coordinator, Children of the Street Society; Chris Eastman, Youth Services Program Coordinator, City of Port Coquitlam

 Convention Opening Session & Welcoming from Host Community

 Keynote Address: Stephen Lewis o BIO: Stephen Lewis is a Distinguished Visiting Professor at Ryerson University in Toronto. He is the board chair of the Stephen Lewis Foundation, which is dedicated to turning the tide of HIV/AIDS in Africa, and he is co-founder and co-director of AIDS-Free

Administration Report No. Page 71 of 211 0294/13 World, an international advocacy organization. Mr. Lewis is a Senior Fellow of the Enough Project. He is an immediate past member of the Board of Directors of the Clinton Health Access Initiative, and Emeritus Board Member of the International AIDS Vaccine Initiative. He served as a Commissioner on the Global Commission on HIV and the Law; the Commission’s landmark report was released in July 2012. Stephen Lewis’ work with the United Nations spanned more than two decades. He was the UN Secretary-General’s Special Envoy for HIV/AIDS in Africa from June 2001 until the end of 2006. From 1995 to 1999, Mr. Lewis was Deputy Executive Director of UNICEF at the organization’s global headquarters in New York. From 1984 through 1988, he was Canada’s Ambassador to the United Nations. From 1970-1978, Mr. Lewis was leader of the Ontario New Democratic Party, during which time he became leader of the Official Opposition. Mr. Lewis is the author of the best-selling book, Race Against Time. He holds 35 honorary degrees from Canadian universities, as well as honorary degrees from Dartmouth College and Johns Hopkins University in the United States. In 2003, Stephen Lewis was appointed a Companion of the Order of Canada, Canada’s highest honour for lifetime achievement. In 2007, King Letsie III, monarch of the Kingdom of Lesotho (a small mountainous country in Southern Africa) invested Mr. Lewis as Knight Commander of the Most Dignified Order of Moshoeshoe. The order is named for the founder of Lesotho; the knighthood is the country’s highest honour. And in 2012, Mr. Lewis was an inaugural recipient of Canada’s Queen Elizabeth II Diamond Jubilee Medal.

 Principal Policy Session: Resolutions

 Address by the Minister of Community, Sport and Cultural Development: Honourable Coralee Oakes

 Provincial Cabinet Panel: Strong Communities o Speakers: Honourable Mike de Jong, Minister of Finance; Honourable Teresa Wat, Minister of International Trade and Minister Responsible for the Asia Pacific Strategy and Multiculturalism; Honourable Naomi Yamamoto, Minister of State for Tourism and Small Business; Honourable Todd Stone, Minister of Transportation and Infrastructure; Honourable Shirley Bond, Minister of Jobs, Tourism and Skills Training, Minister Responsible for Labour ; Honourable Amrik Virk, Minister of Advanced Education; Honourable Andrew Wilkinson, Minister of Technology, Innovation and Citizens’ Services

Thursday, September 19, 2013

Attended:

 Clinic: Navigating Child Care – The $10/day Plan o This session introduced the $10/day Plan, how it could help local governments with affordability and access, and explored how local government leaders can help move it forward to solve the childcare crisis.

o Speakers: Lynell Anderson, Human Early Learning Partnership, University of British Columbia; Sharon Gregson, Coalition of Child Care Advocates of BC

Administration Report No. Page 72 of 211 0294/13  Address by the Leader of the Official Opposition: Adrian Dix

 Policy Session: Resolutions

 The UBCM Marketplace Tradeshow & Exhibition

 Workshop: Conflict of Interest o The BC Court of Appeal decision in Schlenker v. Torgrimson has brought the issue of conflict of interest to the forefront once again. As a result, there are many questions and concerns arising from local elected officials across BC. The panel of legal experts walked us through a number of scenarios and seek your feedback as they discuss: pecuniary/non-pecuniary conflicts and defences; gifts; and inside and outside influence; amongst other related matters.

o Speakers: Raymond Young, QC, Young Anderson; Francesca Marzari, Young Anderson; Kathleen Higgins, Bull Housser & Tupper; Sandra Carter, Valkyrie Law Group LLP; Don Lidstone, Lidstone & Co.

Friday, September 20, 2013

Attended:

 Policy Session: Resolutions

 Federal Address: ?

 Policy Session: Resolutions

 Installation of President Elect: Rona Martin, Columbia-Shuswap RD

 Address by the Premier: Honorable Christy Clark

TRAVEL: Traveled by Air Canada from Vancouver to FSJ Departed Vancouver @ 2:40pm and arrived in FSJ @ 4:07pm

Brief Synopsis:

I believe that this conference is very important for all municipal Councillors to attend as it openly provides the opportunity to meet municipal leaders from various communities. I feel that this person to person contact offers a great deal of potential future value.

Respectfully Submitted by: Councillor Byron Stewart, December 27, 2013

Administration Report No. Page 73 of 211 0294/13 North America Energy Security Dialogue

Attended in Vancouver November 25, 2013 by Mayor Ackerman Recap found on www.theenergyvoice.com

Posted on November 25, 2013 Second Energy Security Dialogues explores key to U.S. and Canada advancing energy development.

Vancouver, B.C. — Energy experts gathered here today for the North American Energy Security Dialogues said energy producers need to do more to earn the public’s trust before they move ahead with new projects. “Regular people don’t work inside the industry and what they see scares them,” said Fort St. John Mayor Lori Ackerman who stressed improving the public’s understanding would reduce anxiety. “Don’t assume people understand your acronyms.” Dialogues host Randy Kerr of the Canadian Natural Resource Alliance referred to the “new normal” of energy projects facing opposition from organized environmental activists, a topic which was discussed at the first Energy Security Dialogues at the Embassy of Canada in Washington D.C. (Link). Panelists agreed unfettered facts are key to defusing the politicization of energy politics. “This has everything to do with politics and nothing to do with safety,” says Brigham McCown, who led pipeline safety oversight at the U.S. Department of Transportation under U.S. Secretary Norm Mineta. “There have been shifts and changes” in the public’s view of energy pipelines. “Transport has an enviable safety record. We’ve gone from corrosion to third -party digging being the biggest safety threat. “People want to know what is going on,” says Matt Koch from The U.S. Chamber of Commerce. “People in Pennsylvania want to hear what is going on in North Dakota. The more we talk the more we fill the gap of knowledge,” which exists among the public. “People are expecting to be engaged in a much bigger way,” says Geoff Morrison of the Canadian Association of Petroleum Producers. “We have a much bigger social license challenge today. The people who consume energy don’t think of where it comes from.” In person outreach and relationship building is key.

“You have to get along the routes, get into the coffee shops,” said Michael Zehr of Consumer Energy Alliance. “We have been playing catch up for so long we need to have a shift with how we approach issues.” What is the economic potential for Canada and the United States? Randall Luthi, who served in three presidential administrations, told the Dialogues “Washington, DC has an us versus them” attitude, which is stalling progress, but pointed to Canada as an example of how to move ahead in exploring for energy in the Arctic and offshore. “The U.S. talks a lot about Arctic, but you [Canada] have experience working in the Arctic. You are in the game. Frankly, the U.S. is not in the game. We are right on the verge on getting further behind in Arctic development. “

Luthi is optimistic, but cautious.

“Hopefully by 2014 or 2015 there will be new permits to explore in Chukchi Sea or Beaufort Sea.”

Luthi pointed out the U.S. Government is slow to issue permits for “seismic work” which is the first step in understanding energy resource potential offshore.

Administration Report No. Page 74 of 211 0294/13 Environmental organizations such as Oceana are providing a disservice to the public leading them to believe mammal life is negatively affected despite there never being a connection between seismic and health or welfare of mammals.

Jobs David Ramsay, a Minister of Industry, Tourism and Investment for the Northwest Territories, said he is keeping a close eye on several projects, which could impact job creation. “You just say fracking and people think it is bad,” says Ramsay. “We have to separate the fact from the fiction. We can’t let people from Toronto or California muddy the waters on us creating new jobs.”

Heather Kennedy of Suncor, a Canadian-based energy producer, echoed that the key to both countries is tapping the job creation potential. “We need the public’s permission, regulatory authority and the ability to make a profit. These are the three things we need to succeed.”

Administration Report No. Page 75 of 211 0294/13 Report on Meeting with Ministry

Dianne Hunter spoke about: o The City's principles and policies that brought us to this point. o Fact based conversation versus debate o Recognizing that each individual land owner is unique, ergo the format.

fanet reviewed the . Key impacts, o Taxation review recommendations o CDP o OCP o processchronologically

Arthur spoke about . being a member of the NP community and considered FSf to be his home. o Receiving phone calls asking him why he isn't doing anything o He understands that the City needs to grow, o Is seeking a win/win o Feels that the services need to be expanded for health of the residents. o His family has experienced expropriationT2 times over the years and feels that his residents are feeling the same way. o Indicated that Terry Mcleod's property should be brought in and that in speaking with his friend Howard Goertzen, the G8 Property (Stn 44) should be ready for development within weeks. (Dianne mentioned that we have been hearing that for years and that even if that was to move forward, it does not have industrial zoning in it.) o The PRRD Building Bylaw is making him reluctant to move this forward.

We asked the Ministry staff if they had any ideas on mitigation. They spoke of a community that extended their mitigation on taxation out 20 years which made it VERY difficult to manage. They would prefer a 5 year window maximum with a 20o/o increase each year to bring the rate to L00%. We discussed auto-triggers that would push the rate. These could include: . Sale o Rezone o Subdivide o LAS, W/S connection

I was seeking a conversation around some strong principles that Council could stand by for future extensions as other areas may not have a lot of green field in them for redevelopment.

Arthur suggested that providing water and sewer prior to extension would assist residents who want to come in. This discussion highlighted the fact that this would

Administration Report No. Page 76 of 211 0294/13 not work as there is no guarantee that the extension would be supported by the Ministry. As well, it could result in very distorted boundaries which is something that we are trying to avoid. Director Hadland indicated that he could see why the City would be looking to the north side of the highway and he supported that. It was explained to him that this wouldn't achieve the City's goal of obtaining vacant industrial land further to this, we are to square up our boundaries.

Janet spoke to the reality between the rural and city resident where rural residents can pick and chose the services and functions that they want to pay for while city residents get the whole package with no ability to opt out of any.

Arthur mentioned that BC Hydro indicated to the Electoral Area Directors that they would be leaving the 85 Avenue lands in a state that would be developable. So he was unsure why the City felt that they would be better off within the city limits. We spoke about having Development guidelines.

I spoke for the need for support for communities as we move forward to ensure that quality of place is created to support resource projects moving forward. We have hard working people here in our region that recognize that as we grow there will be growing pains but with that comes innovation. We need to look long term.

Dianne asked if there was anything that we had missed, could anything be done differently, or could anything be recommended.

The Ministry staff said that The City of Fort St John should be commended for the comprehensive approach that was taken. Further, they said that the City has done more public consultation on this boundary extension application to date than any other municipality has done in any other application. They indicated that everything was done with complete accuracy and detail and they wished that all information came to them in this state.

Interesting note: on the plane on the way home, the two gentlemen behind me were discussing how they have seen the growth in the City as they have come up

over the years. They both agreed that soon Fort St f ohn will be the size of Grande Prairie in the not so long future.

Administration Report No. Page 77 of 211 0294/13 Cities Fit for Children Conference November 21-22, 2013 Sheraton Guildford Hotel, Surrey, BC http://www.surrey.ca/culture-recreation/13780.aspx

History of Cities fit For Children Cities Fit for Children was born when a group of child development professionals and municipal leaders realized that though they were each working to improve the lives of children, youth and families in BC, their efforts were too often happening in isolation.

Beginning with the Kelowna Summit in 2007, the conference was designed to build collaboration between the 2 groups and to share ideas, tools and innovations in making communities fit for their youngest citizens.

Since then, summits have been held in Langley and Kamloops. Cities Fit for Children is an event, but it is also a movement, inspiring new collaborative networks that continue long after the conference is concluded.

The objectives set by the original leaders of the movement:  To affirm the important leadership role for BC municipalities in promoting healthy child development within their communities.  To increase the awareness of the critical importance of the early years.  To showcase leadership and innovation by BC municipalities in promoting child development.  To increase the strategies and tools available to BC municipalities to take actions to promote child development.

Wednesday, November 20, 2013

TRAVEL: Attended the BC Non-Profit Housing Conference in at the Sheraton Vancouver Airport Hotel, Richmond, BC (November 18-20, 2013) At completion on conference, took a taxi from the Sheraton Vancouver Airport Hotel, Richmond, BC to the Sheraton Guildford Hotel, Surrey, BC to attend the Cities Fit For Children2013 Conference (November 21-22, 2013).

Administration Report No. Page 78 of 211 0294/13 Thursday, November 21, 2013

ATTENDED:  Conference Opening Welcoming: o Surrey Mayor Dianne Watts; Kerry Constabile of UICEF and; Trevor Hancock, member of the Board of the Child and Nature Alliance.

 National Recreation Agenda References to Children and Urban Design o Over the past 3 years, a national network of recreation practitioners, including the Canadian Parks and Recreation Association (CPRA) and the Interprovincial Sport and Recreation Council (ISRC), have been developing a National Recreation Agenda (NRA), which is intended to guide public policy and resource allocation over the next 2 decades. o Presented By: Brian Johnston, National Recreation Agenda

 Innovative Approaches to Youth Engagement o This workshop explored youth engagement through the lens of what local governments across BC are doing to engage youth, bringing forth innovative examples of youth engagement from a range of local contexts –Williams Lake, Surrey and Victoria. The youth participants of these local engagement programs shared their stories. o Presented by:  Deirdre Goudriaan, BC Healthy Communities  Anne Burrill, City of Williams Lake  David Sadler, City of Surrey  Williams Lake Youth Council participants  Surrey Leadership Youth Council youth participants  Trust Me Project youth participants

 Physical Literacy - Enabling All Children and Youth to Enjoy Lifelong Participation in Physical Activity and Sport o This workshop was an introduction to the concept of physical literacy and explored opportunities for multispectral collaboration and community actions that will ensure all children and youth have access to a wide variety of opportunities to be involved in physical activity and sport. Current and future physical literacy initiatives being spearheaded by the sport sector at the provincial and national level will be described with innovative approaches to engage children and youth in physical literacy enhancing opportunities. There were also discussions regarding recommendations for educating and collaborating with parents, teachers, sport coaches, public health representatives and others. o Presented by:  Lori Bowie, City of Surrey  Tom Walker, City of North Vancouver  Andrea Carey, ViaSport BC

Administration Report No. Page 79 of 211 0294/13 Friday, November 22, 2013

ATTENDED:

 Applying UNICEF’s Urban Child Development Index o As the world faces unprecedented levels of urban growth, investments in urban children and youth will be critical to ensure prosperity, equity and resilience in urban centers. For this reason, UNICEF and the Global City Indicators Facility have developed an index through which cities can monitor, assess and improve on many of the most important indicators for children and adolescents in urban centers. o Presented by Kerry Constabile, UNICEF

 Growing Children’s Emotional Health o Children today grow up in a complex and demanding culture, with continuous access to technology and less access to caring adults than at any other time in human history. Schools are large and media messages are loud. Multiple youth suicides across BC over the past 18 months serve as a call for all of us to understand the impact of stress on children’s lives and to consider how our programs, policies and built environments can better support emotional health. o Presented by: Dr. Cheryl Conant, Ministry for Children and Family Development

TRAVEL: Took taxi from the Sheraton Guildford Hotel, Surrey, BC to Vancouver International Airport.

Traveled by Air Canada from Vancouver to FSJ

Brief Synopsis:

I believe there is a true benefit to having a member of Council attend this conference. The issues facing children and youth are many with few easy answers. The collaboration process of this conference allows more opportunities to connect with the youth of our community using models that have exhibited success. Anything we as a community can do to connect, engage, encourage, and facilitate growth and healthy living in our children and youth is vitally important.

Respectfully Submitted by: Councillor Byron Stewart, December 27, 2013

Administration Report No. Page 80 of 211 0294/13 BC's Non-Profit Housing Conference November 18-20, 2013 Sheraton Vancouver Airport Hotel, Richmond, BC www.conference.bcnpha.ca

Sunday, November 16, 2013

TRAVEL: Traveled by Air Canada from Fort St. John to Vancouver Departed FSJ @ 3:35pm and arrived in Vancouver @ 4:18pm

Monday November 18, 2013

ATTENDED:  Conference Opening Welcoming o Kathy Stinson - Chair, BC Non-Profit Housing Association BIO: Kathy Stinson is the Executive Director of Victoria Cool Aid Society, and BCNPHA’s Board Chair. A Certified Management Accountant (CMA) by profession, Kathy has been providing leadership in the not-for-profit and public sectors since 1989, the last eight years as the leader of Cool Aid, which provides emergency shelter, supported housing, and integrated health and support services to thousands of adults experiencing marginalization in Greater Victoria. A lifelong learner, Kathy earned a graduate certificate in project management in 2001 and is presently pursuing a diploma in Urban Land Economics.

o Tony Roy - Executive Director, BC Non-Profit Housing Association BIO: Tony is BCNPHA’s new Executive Director. He is passionate about engaging deeply with the non-profit housing sector in BC and advancing our collective interests. For the past three years, Tony has operated his own company advising non-profit and academic institutions in communications and online fundraising strategy. Over that time, he has appeared as a panelist, guest lecturer and speaker on public policy and the evolving role of social media. He has also served as a Board member and Chair of the governance committee for SHARE Community and Family Services and the 43 Housing Society in the Tri-Cities. Tony has more than a decade of experience with both the British Columbia and federal governments. He holds a Master’s of Arts degree in Leadership from Royal Roads University.

o Hon. Rich Coleman, MLA - Minister Responsible for Housing BIO: Rich Coleman was re-elected for a fifth term as MLA for Fort Langley-Aldergrove in the 2013 general election. He was appointed Minister of Natural Gas Development and Minister Responsible for Housing and Deputy Minister. His previous cabinet positions include Minister of Energy and Minister Responsible for Housing, Minister of Public Safety and Solicitor General and Minister Responsible for Housing, Minister of Housing and Social Development and Minister of Forests and Range. Before entering public life, Coleman was governor of the BC Kinsmen, president of the Aldergrove Chamber of Commerce, and a director of several volunteer boards.

Administration Report No. Page 81 of 211 0294/13

 Raising Money through Community Bonds o Community Bonds allow non-profit organizations to raise money by issuing bonds directly to investors. They’re a different way for non-profit organizations to financially engage with donors and sector constituents. o Presenter: Scott Hughes, Capacity Build Consulting Inc.

 Ready, Set, Build! (Part 1) o This was a two-part session which continued on Tuesday, November 19, 2013. This was a 6-hour workshop looking at the affordable housing development process and key factors for success. Discussion was on what to expect at each stage of housing development; who the key players are; how to assess the need for housing in your community; how to determine financial feasibility; and where and how to find funding. o Presenter: Alice Sundberg, Alice Sundberg Consulting

Tuesday, November 19, 2013 ATTENDED:  Residential Tenancy Act and Subsidized Housing: Let’s Talk! o The Residential Tenancy Branch and BC Housing led discussion about the Residential Tenancy Act and how it relates to non-profit housing management. This was an interactive session examining issues faced by landlords and tenants using real-life examples. o Presenters: Eliza Li, BC Housing; Gloria Murphy, Residential Tenancy Branch; Senior information officer from the Residential Tenancy Branch

 KEYNOTE: Jenny Kwan, MLA - Opposition Critic for Housing and Community Living BC o BIO: Jenny Kwan was first elected as the MLA for Vancouver-Mount Pleasant in 1996, becoming one of the first Chinese-Canadians to sit in BC’s Legislative Assembly and the first Chinese Canadian cabinet minister in the history of BC. She was re-elected in May 2013. Jenny serves as Opposition Critic for Housing and Community Living BC. Jenny holds a Bachelor of Arts (criminology) from Simon Fraser University. She began working as a community legal advocate in the Downtown Eastside shortly after graduation. She was elected to Vancouver City Council in 1993.

 Ready, Set, Build! (Part 2) o This is a continuation of Part 1, delivered on Monday, November 18, 2013. o Presenter: Alice Sundberg, Alice Sundberg Consulting

Administration Report No. Page 82 of 211 0294/13

Wednesday, November 20, 2013

ATTENDED:  The Politics of Social Good: A History of Social Housing in BC o A history of the ups and downs of social housing from the 1950s to the present. It’s a history of extremes—from the days of WAC Bennett to Dave Barrett. From big federal housing programs to the HOMES BC program, social housing policy has reflected the political ideology of the day and this continues… o Presenters: Alice Sundberg, Alice Sundberg Consulting; Roxann MacDonald, 43 Housing Society

 Integrating Food Security into Housing: Snapshots of Food Programming o A discussion on how housing providers and community groups have developed successful programs to improve the food security of residents. Presenters explained the challenges and opportunities of incorporating food security programs on limited budgets. o Presenters: 5 Non-profit housing providers(all from southern BC)

 Ending Hunger Through Culture: Lessons from Incorporating Cultural Traditional Foods into Supportive Housing o What role does cultural identity play in maintaining health and well-being? What are the positive health effects of incorporating traditional foods, recipes, and cooking practices into food security programs? Practical skills on food preparation, menu planning and budgeting when incorporating traditional foods into food programs. o Panelists: Patrick Smith, Mike Bodnar, Kailin See, and Liz Evans from the Portland Hotel Society

TRAVEL: Took taxi from Sheraton Vancouver Airport Hotel, Richmond, BC to Sheraton Guildford Hotel, Surrey, BC to attend the Cities Fit For Children2013 Conference (November 21-22, 2013).

Brief Synopsis:

Although affordable housing is an important discussion issue facing many BC municipalities including Fort St. John, I do not believe this is the best conference to attend regularly as the topics of discussions were far more relevant to housing managers and operators and less related to policy direction. However, this conference was an eye-opener to the struggles throughout our province.

Respectfully Submitted by: Councillor Byron Stewart, December 27, 2013

Administration Report No. Page 83 of 211 0294/13

REQUEST FOR DECISION

File # 0390-20, 1840-01 Report To: Mayor and Council From: Director of Community Services Presenter: Director of Community Services Subject: Administration Report No. 0280/13 2013 BC Energy Conference Report Meeting: Regular Council Meeting Date: 09 Dec 2013

RECOMMENDATION:

"THAT, Council approves the BC Energy Conference Host Committee's recommendation to offer the www.bcenergyconference.ca URL and Conference App to our partner host communities as part of the 2013 legacy of the event; AND THAT, staff be authorized to bring forward revisions to Council Policy 115/09 Budget Stabilization Policy to establish a Energy Literacy Reserve for Council review and approval."

CITY MANAGER'S COMMENTS:

Support recommendation.

KEY ISSUES(S)/ CONCEPTS DEFINED:

The City of Fort St. John hosted the 2013 BC Energy Conference October 1 – 3, 2013 at the Pomeroy Hotel. This year’s theme, "Energy Literacy", was a call to action to those involved with or affected by the discovery, production, shipping and delivery of energy sources. This annual event, shared between the Fort St. John, Dawson Creek, and the Northern Rockies Regional Municipality, attracts politicians, regulators and industry leaders to share valuable information pertaining to the energy sector.

This year's event showcased Fort St. John as a leader in Energy Literacy, reaffirming our reputation as BC’s Energy Capital. Feedback from delegates was very positive, noting the energy literacy tour, the high caliber keynote speakers, and the engaging and relevant

Administration Report No. Page 84 of 211 0280/13 sessions. Overall, it was reported to be a very professional, well rounded event with opportunities to learn, have fun, and network.

Total revenue generated for the event, including this allocation was $168,000. Expenses totalled $214,843. (See the attached Special Event Report, including an attached event itinerary and budget with projected and actual numbers.)

In the past, Council has used the net surplus generated at this event for various legacies throughout the community. The Energy Conference Planning Committee has strategized multiple innovative legacies designed to benefit our partner host communities, the delegates of the event, as well as the residents and community groups located in Fort St. John. Therefore, the Host Committee recommends Council consider approving the following 3 legacies of the 2013 BC Energy Conference in Fort St. John:

1. Conference Webpage: The URL www.bcenergyconference.ca was purchased and hosted the 2013 event details. This URL and the backend controls can be passed to our partner host communities to sustain continuity for the event from year to year regardless of where the host committee is located.

2. Conference App: The 2013 Host Committee in Fort St. John developed an App compatible with Android, Apple and Blackberry 10 platforms that can be reused from year to year, allowing up to the minute dynamic changes and notifications for all App subscribers/delegates.

3. Energy Literacy Reserve: Fort St. John is the “Energy Capital of BC”, and acted in a leadership role through this conference in increasing the overall Energy Literacy of others that are being affected in some way by the discovery, production, shipping and delivery of energy sources. Fort St. John is committed to continuing to be a leader in British Columbia and to help to advance the interests of all communities and partners in a positive way through continuing the Energy Literacy program for years to come. Staff would develop guiding principles for accessing the funds through revisions to Budget Stabilization Policy 115/09 for review and approval.

Administration Report No. Page 85 of 211 0280/13

RELEVANT POLICY: Budget Stabilization Policy 115/09

ALTERNATIVE RECOMMENDATION: "THAT, This report be received for information."

"THAT, Council approve the BC Energy Conference Host Committee's recommendation to offer the www.bcenergyconference.ca URL and Conference App to our partner host communities as part of the 2013 legacy of the event; AND THAT, Council decline the creation of a Energy Literacy Reserve fund."

IMPLICATIONS OF RECOMMENDATION

COMPLIANCE WITH STRATEGIC GOALS: A vibrant and diversified economy where local businesses are retained and business opportunities are expanded; Citizens' interests aÍe represented and promoted efficiently through political and economic spheres; and the vitality of downtown is maintained and enhanced as a commercial and cultural destination.

A safe, healthy, active and family-friendly community.

A planned and sustainable community where community infrastructure is well maintained to meet the needs of both current and future generations; the natural environment is preserved, protected and enhanced; and where municipal spending and sustainable over time.

COMPLIANCE WITH STRATEGIC PRIORITIES: The design and implementation of an Energy Literacy program has not been identified as a priority in the 2014 Strategic Priorities and is a new initiative of Council.

GENERAL:

ORGANIZATIONAL:

FINANCIAL: Total revenue generated for the event was $168,000. Expenses totalled $214,843.

FOLLOW UP ACTION: Staff would research best practices and present guiding principles for Council's review and approval.

Administration Report No. Page 86 of 211 0280/13 COMMUNITY CONSULTATION:

COMMUNICATION:

OTHER COMMENTS:

Attachments: Special Event Report Event Itinerary Council Policy 115/09 Event Budget

RESPECTFULLY SUBMITTED: Sarah Cockerill, Director of Community Services 13 Nov 2013

Administration Report No. Page 87 of 211 0280/13

Community Services Department Special Event Report PART A

Event: 2013 Energy Conference Event Date(s): October 1 – 3, 2013 Event Location: Pomeroy Hotel Coordinator: Tara O’Donnell

Event Summary:

The City of Fort St. John hosted the 2013 BC Energy Conference October 1 – 3, 2013 at the Pomeroy Hotel. This year’s theme, Energy Literacy, was a call to action to those involved with or affected by the discovery, production, shipping and delivery of energy sources. This annual event attracts politicians, regulators and industry leaders to share valuable information pertaining to the energy sector.

Goals:

 Enhance the City’s reputation as “Energy Capital” (locally, regionally, provincially) and as a key contributor/player on energy issues.  Well attended event, with around 200 delegates  Relevant session topics that connect with delegates  Well rounded event – opportunities to learn, have fun, and network  Attract a good mix of delegates (from government, business, academic, and non-profit sectors)  Sell all available sponsorships  Present a polished looking conference

Detailed Event Overview:

 See attached itinerary

Departmental or Inter-Departmental implications:

 Director of Community Services – On planning committee  Community Development Coordinator – Book speakers, sell sponsorship opportunities, create and execute marketing plan, and coordinate logistics related to venue  Community Services Clerk – connect with speakers to arrange accommodations and liaise with Accounts Payable Clerk to reimburse. Connect with sponsors; communicate invoicing needs to Accounts Receivable Clerk.  Graphic Designer – Create printed material for conference, develop and maintain Energy Conference website (www.bcenergyconference.ca), liaise with software company to create the FSJ Energy app for smartphones, order delegate items (name tags and notebooks).

Administration Report No. Page 88 of 211 0280/13  Recreation Programmers – Assist at the registration table when needed, assemble name tags  Finance – Accounts Payable/Receivable; sponsorship invoicing and processing some registration payments

Target Market:  Local government officials from BC  Corporate sponsors

Marketing Strategy:  Marketing o Campaign aimed at bringing both the business and local government sectors together o Majority of advertising concentrated in online ads o Email ads sent to key contacts (mayor’s) noticeably impacted registration o The bulk of the advertising was run in August and September; could consider adding a bit more beginning in May

 See the attached marketing budget spreadsheet.

Budget:  See the attached spreadsheet with projected and actual numbers.

PART B:

Evaluation:

Showcased Fort St. John as a leader in Energy Literacy, reaffirming our reputation as BC’s “Energy Capital”:

 Presented a polished looking conference: o Was a worthwhile investment to hire a professional A/V team (Clarks AV) - Contributed to a seamless and polished event o Hotel was accommodating. Helpful staff, food was good, banquet/meeting rooms looked nice o Gobos were a great way to add ambiance to a room and recognize our top sponsors o Conference app for smartphones an asset. Delegates liked it for accessing session, speaker, sponsorship information, and receiving push notifications o Emcee, Joel McKay from NDIT, was a great fit for this event

 Provided relevant activities and sessions that resonated with delegates o Feedback from delegates was very positive; enjoyed the energy literacy tour; found the key note speakers to be of a high caliber, commented that the sessions were engaging and relevant o Banquet event was well received – band was excellent, Richard Florida a good choice for keynote and the book signing went over even better than expected o Well rounded event – opportunities to learn, have fun, and network

Administration Report No. Page 89 of 211 0280/13  Attracted a diverse mix of delegates (from government, business, academic, and non-profit sectors) o Approximately 200 delegates; met our goal for numbers o Good mix of delegates, many from the government sector as we had hoped

 100% of sponsorships sold o Exceeded sponsorship goal; sold all sponsorships and added additional break sponsorship opportunities o Could add more sponsorship opportunities next time

Recommendations for 2016:

 Speakers / Conference Agenda: o Delegates wanted more information from CEPA speaker, Philippe Reicher o Unfortunate did not have more provincial representation - Ministers or Premier . Send a follow up note to Provincial Ministers, Premier and MP’s – reminding them to ensure Energy Conference in Calendar for future o Work with Treaty 8 to ensure proper First Nations protocol is followed; want to engage both delegates and speakers from local First Nations . A formal invite must go out well in advance (even when requesting delegates to attend)

 Welcome Reception – would like to try a “fun” night rather than speaker next time

 Pre-conference tour received excellent feedback and was well attended (approximately 100 people) o consider doing something like this again

 Sponsorship: o In future have more high level sponsor categories – exclusivity of sponsorship offered great exposure o Timeline worked well –begin approaching sponsors in June

 Marketing: o Focus on online marketing and use Mayor’s “black book” of contacts (very helpful) o Utilize Twitter account more next time

 Delegate Registration: o Civic Info (approximate fee for service $3,500) – several on-line glitches with payment processing . If using Civic Info in future be more specific on contract expectations  No clear expectation of who responsible for collection outstanding fees . Need to shut off registration 48 hours in advance of conference start for logistics of delegate lists, name tags and confirmation of payment

 Venue & Logistics: o Smart phone app was brilliant and received outstanding comments – use again o Hire a professional Audio / visual company . Takes strain off conference organizers to address the needs of speakers /presenters with their presentations

Administration Report No. Page 90 of 211 0280/13 o Expand the lunch time buffet (was not sufficient time – too rushed) o Need lower centerpieces for banquet event

Staff Commitment:

Prep-work 350 Set-up 2 Event Time 35 Clean-up 1 Review & Report 2 TOTAL 390 hours

Background/History:

The City of Fort St. John worked with the BC government to spearhead and host the first Oil & Gas Symposium, over 16 years ago. At the time, the Conference was designed to allow local government an opportunity to recognize the industry and its importance to our communities in the Northeast in conjunction with the annual celebration of Energy Week in British Columbia. The City’s contributions to the event served as a thank you and acknowledgement of the significant role this industry has on our local economy.

At the close of the inaugural Conference, held in Fort St John, a joint protocol agreement was signed between Fort St John, Fort Nelson, and Dawson Creek to allow the Conference and Energy Week celebration activities rotate between our three communities.

In 2006 the event was officially renamed the Energy Conference, recognizing the multiple types of industries related to energy in the Northeast. This annual event attracts politicians, regulators, and industry leaders to our communities to share valuable information.

Completed by: Tara O’Donnell Saved at: Z:\dept\commserv\CSD Admin\Staff\Community Development Coordinator\Special Event Reports

Administration Report No. Page 91 of 211 0280/13

October 1 Registration: 7:30 am – 9:00 am 4:00 pm – 8:00 pm 8:00 am – 6:00 pm Pre-Conference Energy Literacy Get a first-hand view of an operational camp in Northeast BC, showcasing Tour* (Optional) extraction methods, transportation methods, safety of extraction and

transportation, mobile worker housing, and regulatory information. Includes Bus transportation. Led by Talisman transportation, lunch and a stop at the end of the tour to showcase Northern Energy with guests from Spectra Light College’s simulated well site training facility in Fort St. John. Complimentary Energy, the BC Oil and Gas BBQ to follow at Northern Lights College. Commission and Northern Lights College. Tour participants will tour the field of Talisman Energy’s Farrell Creek Camp. Personal Protective Equipment is not necessary for this tour.

8:00 am – 8:45 am Breakfast and Introductory Session for Tour Participants at Pomeroy Hotel (Scotty Room) 9:00 am

Buses Depart Pomeroy Hotel for Camp 12:45 pm – 2:00 pm

Lunch Served at Camp

3:00 pm

Buses Depart Camp for Fort St. John

4:30 pm

Visit to Simulated Well Site, Northern Lights College 5:15 pm

Complimentary BBQ at Northern 6:00 pm Lights College

Buses depart for Pomeroy Hotel Sponsored by Talisman Energy 7:00 pm – 9:00 pm Hospitality Event: Welcome Guaranteed not to be one of the same old boring receptions of yesteryears! Join Reception - Pomeroy Ballroom the City of Fort St. John and special guest, the Honourable Preston Manning, in Pomeroy Ballroom kicking off this year’s exciting conference. Councillor Trevor Bolin, Conference

Chair

Administration Report No. Page 92 of 211 0280/13

People and Petroleum: Earning 7:15 pm Public Support for Responsible Preston Manning tirelessly championed the cause of democratic and political Petroleum Development reform throughout his impressive career as one of Canada’s great visionaries. His

presentations provide a dynamic and substantive discussion of both current issues and an outlook for the future, all imbued with a surprising dose of humour The Honourable Preston Manning, that you might not expect from a politician. A reformer at heart, Manning is right Founder of the Reform Party of at home challenging the status quo and conventional thinking. Canada

Live Musical Entertainment by Twin 8:00pm – 9:00pm Peaks Sponsored by The City of Fort St. John

October 2 Registration: 7:30 am – 2:30 pm 4:30 pm – 6:30pm 8:00 am Breakfast – Marie Room Welcome from Her Worship, Lori Ackerman, Mayor of the City of Fort St. John and an Aboriginal Prayer. 8:30am Conference Opening & Blessing Sponsored by Northern Mat and Bridge 9:00am Let’s Talk Site C – Scotty Room BC Hydro is proposing the Site C Clean Energy Project, a hydroelectric generating station on the Peace River. If approved, it will be located approximately 7 km Sponsored by the City Lori Ackerman, Mayor, Fort St. John from the city of Fort St. John. Discussion from a municipal standpoint on both the of Dawson Creek short and long-term impacts to the community should the project go ahead. 9:45am Refreshment Break – Marie Room This break is proudly sponsored by The District of Chetwynd. 10:00am Power Up – Scotty Room A Panel conversation updating delegates on the current state of affairs in different Canadian energy sectors. Sponsored by the Panel discussion led by Senator North Peace Richard Neufeld Economic Panelists: Development Commission Gary Weilinger, Vice President, Strategic Development and External Affairs, Canada West, Spectra Energy Charles Reid, President & CEO, BC Hydro John Dunn, Vice President, Prince Rupert Gas Transmission Ltd. Tim Wall, President, Apache Kitimat Upstream 12:00 pm LUNCH – Marie Room As the gap widens between the number of skilled jobs in the north and the people available and willing to fill them, Industry will need to continue to be Sponsored by Meyers Temporary Foreign Workers innovative to address human resource issues. Norris Penny Queenie Choo, CEO of S.U.C.C.E.S.S. 1:00 pm Refreshment Break This break is proudly sponsored by Canadian Natural Resources Ltd. 1:15pm Concurrent Camps in British Columbia – Scotty Why are mobile workforces beneficial and what issues might they create? A Sessions: Room panel discussion on the benefits and issues of a ‘camp’ structures and the impact they have on communities and industry. Sponsored by Greg Halseth, Ph.D, University of Progress Energy Northern British Columbia Dianne Hunter, City Manager, Fort

Administration Report No. Page 93 of 211 0280/13

St. John Sean Crockett, Vice President, Business Development, PTI Group

Inc PTI Group

1:15pm Concurrent The Future of Natural Gas – Tim The opportunities arising from the substantial natural gas supply in B.C. go far Sessions: Room beyond liquefied natural gas (LNG) exports. A discussion of the benefits and types of new applications and the importance of effective transportation options in the Marion Burnyeat, Vice President, future. Sponsored by Pacific Field Services, Spectra Energy Northern Gas F.R. Zweep, President, Vedder

Transportation Group Peter Schriber, Manager of Financial Planning and Business Development, Pacific Northern Gas Breanne Pappin, Stewart World Port 2:15pm Refreshment Break – Marie Room This refreshment break is proudly sponsored by the Northern Rockies Regional Municipality. 2:30pm Concurrent Community Energy - Scotty Room The City of Fort St. John has committed to addressing the challenge of climate Sessions: change through various innovative strategies. Marty Paradine, Corporate Sponsored by the Sustainability Manager, City of Fort Peace River Regional St. John District Site C Clean Energy Project – Tim Site C is a proposed third dam and hydroelectric generating station on the Peace Room River in northeast B.C. This session will provide relevant and timely information on the project’s status. Sponsored by the Dave Conway, Community Relations Rural Discovery Manager, Site C Clean Energy Destination Project at BC Hydro Marketing Fund 3:30pm Business Break – Marie Room This break is proudly sponsored by Apache. Banquet & Entertainment Event – Dr. Richard Florida is one of the world’s leading authorities on economic Pomeroy Ballroom competitiveness, cultural and technological innovation, and demographic trends, 5:30 pm and was recently named among the “World’s Most Influential Thinkers” by a Cocktails 6:00 pm study published in the MIT Technology Review. He has written several national Dinner and international best-selling books including The Rise of the Creative Class, 6:30pm which received The Washington Monthly's Political Book Award and was cited as Keynote Address by Dr. Richard a major breakthrough philosophy by the Harvard Business Review. Florida, Professor University of Toronto and NYU; Senior Editor, The Florida’s ideas are being employed globally to change the way regions, nations, Atlantic and companies compete. He is founder of the Creative Class Group, an advisory 7:30pm services firm, charting new trends in business and community. Book signing with Dr. Florida 8:00pm The Evening Banquet Live Musical Entertainment by The and Keynote Address Dog and Pony Show is proudly sponsored by Shell Canada

October 3 Registration: 7:30 am – 1:00 pm 8:00 am Breakfast – Marie Room Discussion on the need for co-operation to access new energy markets that will be essential for the economic benefit of Canada. 8:15 am Regional Partnerships The Honorable Bill Bennett,

Administration Report No. Page 94 of 211 0280/13

Sponsored by Suncor Minister of Energy and Mines The Honourable Judith Guichon, Lieutenant Governor of British Columbia 9:15 am Key Issues for Pipelines – Marie Addressing key issues: environment, regulation and land access. The future of Room sustainable pipeline developments. Sponsored by TransCanada Phillipe Reicher, Vice President of External Relations, Canadian Energy Pipelines Association 10:30am Refreshment Break – Marie Room This refreshment break is proudly sponsored by the Northern Rockies Regional Municipality. 10:45am Concurrent Energy Leadership: Lessons Discussion on the social and municipal impacts due to unprecedented community Sessions: Learned - Scotty Room economic growth. Lessons learned from the effects on the framework and lifestyles of a community. Sponsored by North Tracey Wolsey, Senior Advisor Peace Savings and Stakeholder Relations, Suncor Credit Union Energy

Natural Gas Demand for Transportation has tremendous potential as a new market for natural gas. Within Transportation – Tim Room the transportation sector, high fuel use applications including highway tractors, Sponsored by Tervita ships, and rail are particularly attractive given the opportunity for fuel savings and Corporation Alicia Milner, President, Canadian emission reductions. This presentation will provide an outlook on the prospects Natural Gas Vehicle Alliance for natural gas vehicles in Canada and will outline work that is under way to help end users transition to natural gas. 12:00 pm LUNCH – Marie Room Communities and industry can work together to build regional energy growth. 12:25 pm Regional Energy Growth Sponsored by Spectra Mike Harcourt Energy Former Premier of British Columbia, Sustainable Cities and Communities 1:15pm Refreshment Break – Marie Room This refreshment break is proudly sponsored by Golder Associates Ltd. 1:30pm Concurrent Aboriginal Energy Opportunities – The Treaty 8 Tribal Association as a collective of five nations, has established their Sessions: Scotty Room first joint Economic Development Corporation, Kihew-Sas Ltd. This session will showcase the strategic template of its Board and Shareholders, the strengths and Sponsored by Alta Anna Barley, Community and barriers around participation in the energy sector and the future vision for Treaty Gas Economic Development Officer, 8 First Nations to engage in development opportunities in the northeast. Treaty 8 Tribal Association

Sponsored by the Regulatory Reform – Tim Room Canada's regulations surrounding energy development are both stringent and Peace River Regional complicated-- creating overlaps and unnecessary delays leading to increased District Paul Jeakins, Commissioner and costs and reduced benefits. A discussion on the critical importance of regulatory CEO, BC Oil and Gas Commission reform in Canada and regulations that are major barriers for industry in BC. 2:45pm Refreshment Break – Marie Room This refreshment break is proudly sponsored by Canadian Natural Resources Ltd. 3:15pm Connecting British Columbia: The The Northern Development Initiative Trust has created the Supply Chain Supply Chain Connector – Marie Connector. Learn about this search tool for industrial service and supply business Sponsored by Encana Room in central and northern BC and how it can help connect local businesses with Corp. major project procurement opportunities. Renata King, Director, Business

Development, Northern Development Initiative Trust

*To participate in the optional pre-conference Energy Literacy Tour, you must register for the ‘Full conference with Tour’. As additional speakers are confirmed they will be added to the schedule. All sessions and events will take place at the Pomeroy Hotel unless otherwise indicated.

Administration Report No. Page 95 of 211 0280/13

Special thanks to the ‘Friends’ of our conference: The District of Taylor, Community Futures of Peace Liard, Triton Environmental Consultants Ltd., Enform, TOG Systems Ltd.,PennWest Exploration, and BC Hydro.

Administration Report No. Page 96 of 211 0280/13

BUDGET STABILIZATION POLICY Council Policy No. 115/09

File No. 0340-50 Administration

Objectives:

The Stabilization Policy is intended to provide guidelines during the preparation of and deliberations on the annual budget on sizing the Stabilization Fund to ensure that sufficient funds are maintained: 1) for unanticipated expenditures or revenue shortfalls; 2) to ensure adequate funding for future capital projects and 3) to stabilize the tax rates from significant changes in expenditures. The objective is for the City to be in a strong fiscal position that will ensure that it will be able to adequate fund large capital projects; to weather any negative economic trends and protect taxpayers from sharp fluctuations in the annual property tax rate. Factors for maintaining sufficient funds include the ability to: 1. Mitigate Provincial/Federal Budget actions that may reduce City revenue; 2. Mitigate economic downturns that the City may face in the future; 3. Absorb escalating operating costs; 4. Make contingency provision for unplanned events that do not occur on an annual event such as elections, heavy snowfall season and employee retirement or termination settlements; 5. Fund the City’s operating expenditures during the first six months to ensure that the City does not require to entering into any short term borrowing arrangement; 6. Absorb large assessment adjustments or potential liability settlements; 7. Purchase capital assets without the need to fully finance the purchase of those assets; 8. Make substantial contribution to any new public facility or infrastructure; and 9. Front-end or completely fund, if necessary disaster costs associated with any unforeseen event.

Background:

All municipalities face both emergency events as well as one-time large capital expenditure outlays that if not adequately planned for may place a fiscal hardship on its residents. The City of Fort St. John recognizes the importance of establishing funds to ensure that the City has adequate resources to meet its future needs. In addition, the City is committed to sound financial management and fiscal integrity by establishing policies that will improve the City’s fiscal stability by helping City officials plan its fiscal strategy with a consistent approach.

Stabilizations Accounts:

The Government Finance Officers Association indicates that all municipalities should establish Stabilization Accounts that provides it with available resources in the event of unforeseeable occurrences as well as funds that distribute costs for foreseen but unplanned events (such as heavy snowfalls, elections). The GFOA recommends that Cities should establish Contingency and Emergency Accounts of no less than 5% of its revenues as a prudent level to allow for a reasonable degree of error in budget forecasting as well to mitigate for emergency situations or unforeseen changes in the economy.

This financial cushion gives local government greater flexibility in dealing with unforeseen events such as an unexpected shortfall in revenues or a rise in expenditures.

In addition, it is important that the City provide sufficient resources so that it can reasonably respond to significant unplanned but probable events without creating drastic changes in the tax rate. These funds will provide minimize the negative impact of drastic changes in the tax rate that would otherwise be required to offset these expenses. Finally, it is important that the City recognize the lifecycle of its capital assets and plan to spread the cost of replacing those assets over an extended period of time. Currently the City has $6,763,373 in unallocated surplus.

Council Resolution Number: 171/09 Effective: March 23, 2009 Supersedes Council Resolution Number: N/A Page: 1 of 4

Administration Report No. Page 97 of 211 0280/13

BUDGET STABILIZATION POLICY Council Policy No. 115/09

File No. 0340-50 Administration

The City’s Stabilizations Policy shall include the following funds:

1. Contingency Account:

In the event that during the year there are unanticipated expenses or revenue shortfalls impacting programs already approved in conjunction with the current year budget, the Contingency Account will be the source of any additional funding for those programs. The Contingency Account shall not be used to fund new programs or positions added outside of the current year budget.

The Contingency Account shall be sized at approximately three (3%) percent of the General Fund budget less revenues collected for other agencies. Establishing and maintaining the overall Contingency Account balance to three (3%) percent may need to be phased in over a period of several years. The 2009 budget recommends that 2% or $550,850 be set aside from the City’s unallocated surplus with a further 1% or $275,425, if available to be taken from 2009available unallocated surpluses.

In years where it becomes necessary for the City to utilize monies in the Contingency Account on an interim basis or to offset a significant negative economic event wherein the Contingency Account balance drops below the three (3) percent level, the City will initiate action in the subsequent year to replenish the Stabilization Fund to the level of three (3) percent of General Revenues. If utilization of Contingency Account monies is less than one (1) percent of General Revenues, the City shall attempt to replenish the three (3) percent balance in the subsequent fiscal year. If utilization of Contingency Account monies is more than one (1) percent of General Revenue, the City shall attempt to replenish the three (3) percent balance by one (1) percent over a period of years as necessary to restore the Contingency Fund balance to the level of three (3) percent of General Revenues.

2. Emergency Account:

To utilize funds from the Emergency Account, a finding by the Mayor, with confirmation by the Council, of “urgent economic necessity” will be required, as well as a determination that no other viable sources of funds are available. A finding of urgent economic necessity would be based on a significant economic downturn after the budget is completed or a natural disaster.

The Emergency Account shall be set at a minimum of two (2) percent of the General Fund budget. Establishing and maintaining the overall Emergency Account balance to two (2%) percent may need to be phased in over a period of several years. The 2009 budget recommends that 1% or $275,425 set aside from the City’s existing unallocated surplus with a further 1% or $275,425 from any unallocated surplus from the 2009 budget.

In years where it becomes necessary for the City to utilize monies in the Emergency Account on an interim basis or to offset a significant negative economic event wherein the Emergency Account balance drops below the two (2) percent level, the City will initiate action in the subsequent year to replenish the Emergency Account to the level of two (2) percent of General Revenues. If utilization of Emergency Account monies is less than one (1) percent of General Revenues, the City shall attempt to replenish the two (2) percent balance in the subsequent fiscal year. If utilization of Emergency Account monies is more than one (1) percent of General Revenue, the City shall attempt to replenish the two (2) percent balance by one (1) percent per year to restore the Emergency Account balance to the level of two (2) percent of General Revenues.

Council Resolution Number: 171/09 Effective: March 23, 2009 Supersedes Council Resolution Number: N/A Page: 2 of 4

Administration Report No. Page 98 of 211 0280/13

BUDGET STABILIZATION POLICY Council Policy No. 115/09

File No. 0340-50 Administration

3. Assessment Appeals Account:

The City Manager will periodically recommend to the City Council that the City set funds aside for assessment appeals that the City is aware of. The Assessment Appeals Account shall be budgeted in an amount reasonably expected to be impacting the City for the ensuring fiscal year. Currently the City is aware the Peace Valley OSB Plant is appealing its 2007 assessments which may result in a decrease in assessments and a repayment of property taxes paid in 2007. As the appeal has not be decided, administration feels that it is prudent to put 25% or $312,00 of the 2007 taxes by PVOSB into a Assessment Appeal Stabilization account.

4. Water and Sewer Account:

The Water and Sewer Account will offset any over-expenditure in the City’s utility account attributable to unforeseen operating expenses.

The Water and Sewer Utilities shall maintain a minimum of three months cash or $941,672 each to provide for variability of revenues. These revenues will be raised through the water and sewer rates as established for 2010 and 2011.

5. Heavy Snowfall/Ice Event Account:

The Heavy Snowfall/Ice Event fund will offset any over-expenditure in the City’s snow and ice management budget attributable to variations in normal winter weather conditions, thereby stabilizing the effect of weather variations on the tax rate.

The Heavy Snowfall/Ice Event fund shall maintain a fund balance of $500,000 per year. Currently there is $550,313 in the account. The 2009 budget recommends that the interest of $50,313 be transferred into general revenue.

6. Election Account:

The Election Account will ensure that adequate funds are maintained to offset the cost of general elections, by-elections and referendums and to distribute these costs over several years.

The Election Account shall maintain a fund balance of $50,000 per year. The 2009 budget recommends that $50,000 be set aside from the City’s unallocated surplus.

7. RCMP Personnel Account:

The City, through the Province of BC, contracts for police services with the Royal Canadian Mounted Police and is one of the City’s largest cost centers. Under these contractual obligations, the City is responsible for 90% of costs of each RCMP member and associated costs. However due to difficulties in maintaining its force at 100% of its compliment throughout the year the City has historically only paid anywhere from 82% to 93.5% with the average being approximately 90% of its contractual obligations. It creates undue hardship on the taxpayer for funds to be raised however not utilized.

Council Resolution Number: 171/09 Effective: March 23, 2009 Supersedes Council Resolution Number: N/A Page: 3 of 4

Administration Report No. Page 99 of 211 0280/13

BUDGET STABILIZATION POLICY Council Policy No. 115/09

File No. 0340-50 Administration

7. RCMP Personnel Account: (continued)

The RCMP Account shall maintain 10% of the annual contractual obligations while the Operating budget is established at 90% of the annual contractual obligation. The 2009 budget recommends that $400,000 be set aside from the City’s unallocated surplus.

8. Human Resources Account:

The Human Resources Account will ensure that adequate funds are maintained to offset the cost of one employee termination settlement, one early retirement payout and one dealt benefit (sick leave) based on the City’s most expensive employee as the highest costs associated with each of these events.

The Human Resources Account shall maintain a fund balance of $300,000 per year. The 2009 budget recommends that $300,000 be set aside from the City’s unallocated surplus.

9. Tax Rate Stabilization Account:

In order to ensure that the taxpayers are not impacted by significant increases in their tax rates due to increased assessments or increase in tax levies, the City would establish a Tax Rate Stabilization Account that would act as the City’s truly “rainy day fund” and would protect the taxpayers from sharp fluctuations in the annual property tax rate. The creation of a tax stabilization fund during our current economic downturn would provide a strong signal that the City is committed to keeping its tax levy in check without impacting on the services levels that the community has grown to expect.

It is recommended that, as part of the budget process, where the City total tax rate is projected to increase by more than 5% in the current year, that funds be transferred from the Tax Rate Stabilization Account to the General Revenue account to offset the need to raise the tax rate higher. This would allow the City as additional year to adjust its expenditures to try to ensure that the tax rates did not increase further. The 2009 budget recommends that $2 million in placed into the Tax Rate Stabilization Account.

10. Facility Expansion and Upgrade Account:

The construction of a new facility makes a significant impact on both the capital and operating budget. In order to minimize the impact by spreading its impact over a number of years, it is recommended that the City establish a Facility Expansion and Upgrade Account to ensure that a portion of the resources required to fund new facilities is available. The remaining funds would come through grants and borrowing. The 2009 budget recommends that $2 million be placed in this account.

Use of Funds: Use of these funds would require a majority vote of all members of Council. In the event that these funds are used, they would be replenished on an annual basis from either unallocated surpluses or through the budget process. Council will determine over what period of time these funds would be replenished.

Interest Accrued: Interest accrued on these funds would be transferred in to the operating revenues.

Council Resolution Number: 171/09 Effective: March 23, 2009 Supersedes Council Resolution Number: N/A Page: 4 of 4

Administration Report No. Page 100 of 211 0280/13 0280/13 Administration Report No.

2013 Energy Conference Budget

October 1-3, 2013 Projected Actual

REVENUES: Registrations $75,000 $51,094.00 Sponsorships $100,000 $117,500.00

TOTAL REVENUES $175,000 $168,594.00

EXPENSES:

Speakers: Speaker fees & Travel $30,000 $26,440.00 Comp. Rooms $10,000 $6,974.00 Gifts $1,500 $2,050.00 Key Note speaker $15,000 $40,000.00 Key note speaker travel & incidentials $4,000 $17,233.00 Books for Key note book signing $0 $1,180.00

Marketing & Communications Delegate Packages $10,000 $6,663.00 Signage $10,000 $964.00 Advertising $30,000 $9,763.00 Smart Phone App $0 $8,640.00

Venues & Logistics Sound/AV Requirements $1,500.00 $15,250.00 Decorations $3,500.00 $3,745.00 Page 101 of211 Emcee $0.00 $0.00

Meals & Venues $50,000 $68,986.00

Entertainment Tue. Entertainment $3,000 $400.00 Wed. Entertainment $3,000 $2,500.00 0280/13 Administration Report No.

Other Meetings $0 $115.00

Safe Ride Home Program $0 $0.00 CivicInfo BC Registration Services $3,500 $3,360.00 Honorarium - First Nations $0 $250.00 Thank you flowers - Talisman, hotel, NLC $0 $193.00 Misc. Supplies $0 $137.00

TOTAL EXPENSES $175,000 $214,843.00 TOTAL REVENUES $175,000 $168,594.00 TOTAL NET $0 -$46,249.00 Page 102 of211

REQUEST FOR DECISION

File # 0390-01 Report To: Mayor and Council From: Executive Assistant Presenter: Executive Assistant Subject: Administration Report No. 0292/13 Mayor's Travel: Cumulative Environmental, Community and Health Effects of Multiple Natural Resource Developments in Northern BC Workshop Meeting: Regular Council Meeting Date: 09 Dec 2013

RECOMMENDATION:

"THAT, Mayor Ackerman be authorized to attend the Cumulative Environmental, Community and Health Effects of Multiple Natural Resource Developments in Northern BC Workshop in Prince George, BC from January 10 to 11, 2014." CITY MANAGER'S COMMENTS:

For Council's direction.

KEY ISSUES(S)/ CONCEPTS DEFINED: Mayor Ackerman will give a 15 minute presenation, followed by a group discussion to reflect on points raised in the presentation, on challenges and opportunities that present themselves when natural resource dvelopment is undertaken across the region.

The travel cost (driving), 2 nights' hotel and 3 days' per diem costs for Mayor Ackerman to attend the Cumulative Environmental, Community and Health Effects of Multiple Natural Resource Developments in Northern BC Workshop in Prince George will be covered by the Conference.

RELEVANT POLICY: Council Travel Policy No. 33/11

ALTERNATIVE RECOMMENDATION:

Administration Report No. Page 103 of 211 0292/13

IMPLICATIONS OF RECOMMENDATION

COMPLIANCE WITH STRATEGIC GOALS:

COMPLIANCE WITH STRATEGIC PRIORITIES: Not Applicable

GENERAL: Not Applicable

ORGANIZATIONAL: Not Applicable

FINANCIAL: Travel (Drive): $495.72 Hotel (2 Nights): $227.70 Per Diem: $300.00

FOLLOW UP ACTION:

COMMUNITY CONSULTATION: Not Applicable

COMMUNICATION: Not Applicable

OTHER COMMENTS: Not Applicable

Attachments: Workshop Invitation

RESPECTFULLY SUBMITTED: Diana Waddington, Executive Assistant 21 Nov 2013

Administration Report No. Page 104 of 211 0292/13

November 20, 2013

Mayor Lori Ackerman City of Fort St. John 10631 - 100 Street Fort St. John, BC V1J 3Z5

Re: Invitation to attend and present at an event on Friday & Saturday January 10th & 11th at UNBC Dear Mayor Ackerman, On January 10-11, 2014 a workshop is to be held at the UNBC campus in Prince George, BC on Cumulative Environmental, Community and Health Effects of multiple Natural Resource Developments in Northern British Columbia with a focus on oil and gas. The workshop is being hosted jointly by three UNBC research institutes: Natural Resources and Environmental Studies Institute (NRESi), Health Research Institute (HRI) and Community Development Institute (CDI). The workshop represents the first explicit opportunity in our region for ideas, puzzles and struggles to be shared concurrently across sectors and among diverse research domains and disciplines. It is a unique opportunity for cross-disciplinary and cross-sectorial learning in a collegial, respectful and inquiring setting. New insights emerge when community, local government, research and policy representatives meet and learn together; insights that we anticipate will provide paths to solutions, not just litanies of problems. An ideal setting for sharing and learning, this Tri-Institute initiative will begin with a public panel discussion on the evening of Friday January 10th at 7pm. The panel will bring together representatives from the health, environment, and industry sectors to engage with community members, policy makers, and researchers around this regional concern with global importance. On Saturday January 11th we are hosting a full day workshop to reflect on the previous day’s panel presentations and discussion and, in the context of community and industrial aspirations in the region, to explore current research being undertaken by the Institutes. We are seeking key leaders who would be willing to share their perspectives and support dialogue about the challenges and opportunities that present themselves when natural resource development is undertaken across the region. We would be honoured if you would be willing to share your experiences as part of Saturday’s workshop. We invite you to give a short (15 minute) presentation, followed by a group discussion to reflect on the points raised in your presentation. The intention for Saturday’s workshop is to provide a venue for participants to work together to outline a framework for a better understanding of the integration of cumulative environmental, community, and health effects of natural resource developments. The workshop will challenge participants to seek solutions from such understanding combined with cross sectorial dialogue. Your perspective would enrich and provide balance to the conversation. If you are interested in participating in this event please contact Rachael Wells, HRI manager at [email protected] or 250.960.6409. Sincerely,

Bill McGill Margot Parkes Greg Halseth Director, NRESi Leadership Council, HRI Director, CDI

Administration Report No. Page 105 of 211 0292/13

REQUEST FOR DECISION

File # 7130-03 Report To: Mayor and Council From: Director of Corporate Affairs Presenter: Director of Corporate Affairs Subject: Administration Report No. 0293/13 Emergency Response Program Status Report Meeting: Regular Council Meeting Date: 09 Dec 2013

RECOMMENDATION:

"That, Administration Report No. 0293/13 - Emergency Response Program Status Report be received for information." CITY MANAGER'S COMMENTS:

Support recommendation.

KEY ISSUES(S)/ CONCEPTS DEFINED: The City of Fort St. John is mandated to develop and maintain an emergency response program to mitigate the risks associated with emergencies that occur within municipal boundaries. This annual report is being provided to Council to provide an update on the Emergency Response Program status and to update the status of the goals identified in the 2012 report.

The Emergency Coordinator conducts an annual review of the program using the Community Ermergency Program Report (CEPR) provided by Emergency Management B.C. (EMBC) The Report evaluates various elements of a program, including administration, risk analysis, mitigation, preparedness, response, recovery and evaluation. The CEPR scores responses and provides a rating of essential (yellow), enhanced (orange) or comprehensive (green) in comparison with the possible score (blue) on a graph. Items requiring attention are identified in red.

The first CEPR was conducted in December 2010 and annually thereafter to assist the Emergency Operations Centre (EOC) Management Team to identify goals and strategies for improvement. Gradual improvements over the last three years have resulted in an enhanced

Administration Report No. Page 106 of 211 0293/13 or comprehensive score for 2013 in all areas except recovery.

Goals identified for 2013 were identified as follows:

1. Develop a 3 year strategic plan for mitigation strategies based on the results of the Hazard, Risk and Vulnerability Analysis (HRVA).

The EOC Management Team met and identified existing strategies that, while not part of the HRVA, mitigate the risks identified in the HRVA conducted in 2011. Strategies include the storm water management plan, the fire main looping project, water capacity master plan, and the upcoming transportation plan. These strategies are already included in the capital projects or works in progress lists with identified time lines. The Emergency Coordinator determined it was unnecessary to develop an additional tracking document for such projects. To ensure the need for mitigation remains relevant, a review of existing controls and discussion of possible additional mitigation based on new technologies will be included as part of the annual HRVA review.

2. Identify additional information and materials related to community preparedness for addition to the City of Fort St. John web site.

The Emergency Coordinator developed 17 new pages for the improved City of Fort St. John website that was launched in April 2013. Pages included information specific to the hazards of the community; preparing a plan for families, persons with special needs and pets; and developing emergency kits for home, work and vehicles. Some of the information is now available on the site while the remainder will be added as the site is completed. In addition to the pages, the web site allows for emergency alerts to be issued at the top of the main page should an event occur.

3. Finalize the Community Consultation and Communications Plan and the Evacuation Plan.

The Community Consultation and Communications Plan was completed in the spring of 2013 and exercised during the table top held in October 2013. Staff were provided Information Officer training that enhanced their understanding of their role in communication during an emergency.

The Evacuation Plan has been completed in draft and distributed to the EOC Team for review and comment. It is anticipated the Evacuation Plan will be exercised in a discussion based format early in the new year and incorporated into the next annual functional table-top exercise.

4. Identify a new ESS Director within the community and develop a comprehensive ESS plan that includes roles and responsibilities, training, exercises, identified reception centres and documentation.

Presently, the Emergency Coordinator acts as the ESS Director. Four additional persons have been identified in the community as trained ESS volunteers. The development of the comprehensive ESS plan has been postponed until such time as the Emergency Coordinator can meet with the trained ESS volunteers and identify an alternate director. In the interim,

Administration Report No. Page 107 of 211 0293/13 the requirements for ESS provision are included in the City Emergency Plan and the Evacuation Plan.

5. Continue to improve the knowledge base and skill of the EOC Management Team through the provision of courses by EMBC.

EMBC offered the following courses regionally for the 2013/2014 fiscal year and EOC Management Team members attended as required and based on their assigned roles within the EOC:

● EOC Essentials ● Information officer ● EOC Level 3 - Planning ● EOC Level 3 - Logistics

In addition, the City of Fort St. John also hosted an in-house session on Information Officer training specifically for City staff. A table top exercise was also held that tested the team's ability to set up and manage the emergency operations centre in response to a planned scenario. The exercise allowed the team to become more familiar with the facilities, plans, forms and processes to be used in the event of an actual emergency; to develop their skills within their assigned roles; and to identify areas for improvement.

6. Conduct two information sessions for the public with a focus on personal and neighborhood preparedness.

The City of Fort St. John declared May 5-11 as Emergency Preparedness Week in Fort St. John. The report to Council was the basis of an Alaska Highway news article and City staff used social media, including facebook and twitter, to disseminate information to the public with tips on preparing for emergencies. The Emergency Coordinator also presented a session on emergency preparedness to SUCCESS in September . The session included the identification of local hazards, how to prepare and how to build emergency kits. The Fire Department's community events during Fire Prevention Week October 6-12 also tied into the emergency program's focus on personal preparedness.

In addition to working on the identified goals, the EOC Management Team reviewed the existing plan for changes to the exercise schedule. Initially, a 3 year schedule was developed with a major or full-scale exercise to be conducted in the third year. Due to the costs and coordination required for such an exercise, it was decided to amend the schedule to 5 years with a major or full-scale exercise to be conducted in the fifth year. Table top and functional exercises would be conducted in years 1 to 4. The City is entering year 4 of the schedule with an anticipated major exercise for 2015.

Goals for 2014

Based on the results of the CEPR and discussions with both the EOC Management Team and the Emergency Preparedness Executive Committee, the following goals have been identified for 2014:

Administration Report No. Page 108 of 211 0293/13 1. Identify a new ESS Director within the community and develop a comprehensive ESS plan that includes roles and responsibilities, training, exercises, identified reception centres and documentation.

2. Complete a framework with a time line for the development of a business continuity plan for the City of Fort St. John. It is anticipated that the development of the plan will be a multi- year project.

3. Investigate the possibility of developing and coordinating hazard specific training in conjunction with School District 60.

4. Review and update the City of Fort St. John Emergency Measures Bylaw 1751, 2005.

5. Exercise the new Evacuation Plan to identify any gaps or necessary changes in coordination with local stakeholders by the fall of 2014.

6. Develop a framework and work plan for a full-scale exercise to be held in 2015 in coordination with local stakeholders.

RELEVANT POLICY: The Ermergency Reponse Program is founded on the requirements under the Emergency Measures Bylaw 1751.

ALTERNATIVE RECOMMENDATION:

IMPLICATIONS OF RECOMMENDATION

COMPLIANCE WITH STRATEGIC GOALS: The Emergency Response Program aligns with the goals of a safe, healthy, active and family-friendly community.

COMPLIANCE WITH STRATEGIC PRIORITIES:

GENERAL: The continued development and improvement of emergency plans and programs in coordination with local stakeholders serves to ensure a resilient community and effective response to local emergency events.

ORGANIZATIONAL: 15 excluded staff, including directors and senior managers, has been assigned roles within the Emergency Operations Centre. This team meets every two months for 1-1 1/2 hours to discuss program activities and needs, training, mitigation and response. The team members participate in one or two-day training sessions offered by EMBC as required and based on their assigned role. The team also participates in an annual

Administration Report No. Page 109 of 211 0293/13 full-day exercise to evaluate different elements of the program. In the event of an emergency, members of the team would be called in as required to address response and recovery. Additional departmental staff may also be called in to assist the team during activation of the EOC.

FINANCIAL: The 2014 budget for the program is $38360.00, including salary.

FOLLOW UP ACTION: A semi-annual report will be provided to Mayor and Council in June to provide an update on the program goals.

COMMUNITY CONSULTATION: Community consultation has been incorporated into the Community Consultation and Communications Plan. The Emergency Coordinator meets with local stakeholders to obtain input into the development of supplemental emergency plans. The City Plan is available for viewing by the community through the City website and the Emergency Coordinator is accessible to the community for questions, concerns, and education requirements.

COMMUNICATION: The Emergency Coordinator meets regularly with regional emergency coordinators to discuss common challenges, regional training requirements and cooperative assistance in the event of a region-wide emergency. The Emergency Coordinator also meets with local stakeholders at least twice annually to discuss common interests and coordinate activities in the event of an emergency. Local stakeholders are also asked to provide input into the development of supplemental plans, where required.

OTHER COMMENTS:

Attachments: 2010 Community Emergency Program Report (CEPR) 2011 Community Emergency Program Report 2012 Community Emergency Program Report 2013 Community Emerngecy Program Report

RESPECTFULLY SUBMITTED: Jeanne Walsh, Safety and Emergency Management Coordinator 24 Nov 2013

Administration Report No. Page 110 of 211 0293/13 Administration Report No. Page 111 of 211 0293/13 Administration Report No. Page 112 of 211 0293/13 Administration Report No. Page 113 of 211 0293/13 Administration Report No. Page 114 of 211 0293/13 Administration Report No. Page 115 of 211 0293/13 Community Emergency Program Report - Emergency Management - Emergency Manage... Page 1 of 2

Program Emersency Community Emergency ' Manaþmênrlìt Report

Save Return to Review

Save this Program Review Qrrr

Document completed City of Fort St. John Organization: by: Jeanne Walsh Date: November 28,2012

1. Summary Report (Prinringrip)

800

600

400

200

Administration HRVA Mitigation Preparedness Response Recovery Evaluation

Possible Score Comprehensiv€ Enhanced Essential lmprovement needed

For each section in the questionnaire, your posstöle score is indicated by the blue vertical bar. Your actual score is indicated by the green, yellow, orange or red vertical bar.

2. Areas for improvement

You have indicated some areas for improvement (Response of ttl)ontt Knowtt or ttNott)

POSSIBLE RESPONSE NUMBER CRITERIA SCORE

Does the bylaw allow for the allocation of financial support for

http://www.embc.gov.bc.calem/cepr/report.html?choices:O000000000020000001 10000000... lll29l12

Administration Report No. Page 116 of 211 0293/13 Page2 o12 Community Emergency Program Report - Emergency Management - Emergency Manage...

No 25 1-10 extraordinary expenses incurred during emergency conditions? No 20 2-4 9. Finalized action plans for inclusion in the Strategic Plan? Have the results of the llazard, RÍsk and vulnerability analysis been No 70 3-2 shared with the community to increase awareness and preparedness to help with risk reduction? No 10 5-3 2. Inctuding or liaison with neighbouring first nations communities. Were opportunities provided for the pubtic to be involved in the No b5 5-17 development of the emergency response plan? Has the communiQr developed a recovery plan, approved by the Executive No 150 6-1 committee and councilÆoard/Band, to deal with the immediate and short-term effects of an emergency/disaster? Does the recovery plan include a procedure to establish priorities for No 120 6-2 restoring essentiáliervices provided by the community as well as those services not provided by the community? No 265 6-4 Does the recovery plan consider public and private business continuity? plans Has the local emergency program successfully implemented action know 150 7-5 Don't and reduced risk in the communitY?

ln order to improve the on-l¡ne Community Emergency Program Rev¡ew, Emergency fVl"n"g"rent bC would like to rece¡ve your comments and your test report.

Select recip¡ent: EMBC Headquarters

httn://www.embc.sov.bc.calemlceprlreport.html?choices:0000000000020000001 10000000... lIl29l12

Administration Report No. Page 117 of 211 0293/13 Community Emergency Program Report - Emergency Management - Emergency Manage... Page I of 2

Enrerqency Community Emergency Program Manaþmênt Report

Save Changes & Return to Review

L save this Emergency Program Review ì qml

Document completed City of Fort St. John Organization: by: Jeanne Walsh Date: November 15,2013

1. Summary Report (Prinringrip)

800

600

400

200

Administration HRVA Mitigation Preparedness Response Recovery Evaluation

Possible Score Comprehens¡ve Enhanced Essential lmprovementneeded

For each section in the questionnaire, your posslble score is indicated by the blue vertical bar. Your actual score is indicated by the green, yellow, orange or red vertical bar.

2. Areas for improvement

You have indicated some areas for improvement t'Dontt t'No") @esponse of Knot[" or

POSSIBLE RESPONSE NUMBER CRITERIA SCORE

Does the bylaw allow for the allocation of financial support for

http://www.embc.gov.bc.calemlceprlreport.html?choices:000000000002000000000000000... lIlI5l13

Administration Report No. Page 118 of 211 0293/13 Community Emergency Program Report - Emergency Management - Emergency Manage... Page2 of 2

1-10 extraordinary expenses incurred during emergency conditions? No 25 5-3 2. Including or liaison with neighbouring first nations communities. No 10 Has the community developed a recovery plan, approved by the Executive 6-1 Committee and CounciUBoard/Band, to deal with the immediate and No 150 short-term effects of an emergency/disaster? Does the recovery plan include a procedure to establish priorities for 6-2 restoring essential services provided by the community as well as those No 120 services not provided by the community? 6-4 Does the recovery plan consider public and private business continuity? No 265

ln order to improve the on-l¡ne Community Emergency Program Rev¡ew, Emergency Management BC would like to rece¡ve your comments and your test report.

Select rec¡p¡ent: EMBC Headquarters v Send Report & Comments

http://www.embc.gov.bc.ca/emlceprlreport.html?choices:000000000002000000000000000... lllI5l13

Administration Report No. Page 119 of 211 0293/13

REQUEST FOR DECISION

File # 0230-20, 6300-01 Report To: Mayor and Council From: Director of Community Services Presenter: Director of Community Services Subject: Administration Report No. 0295/13 Girl Guides of Canada Tree Planting Grant Partnership Meeting: Regular Council Meeting Date: 09 Dec 2013

RECOMMENDATION:

"THAT, Council authorize staff to provide assistance to the Fort St. John Unit of the Girl Guides of Canada to plant up to 3 trees in a city park. CITY MANAGER'S COMMENTS:

Support recommendation.

KEY ISSUES(S)/ CONCEPTS DEFINED: The Fort St. John unit of the Girl Guides of Canada (GGC) have applied for a grant for up to $500 to plant trees in 2014. The GGC Tree Planting Grant Program requires the unit to connect with a local organization that can assist with the tree planting process. This program will help to create awareness about the environment and how trees positively affect the local ecology and enhance the community.

RELEVANT POLICY:

ALTERNATIVE RECOMMENDATION: "THAT, Council regretfully decline the request to assist the local unit of the Girl Guides of Canada to plant trees in a city park."

IMPLICATIONS OF RECOMMENDATION

Administration Report No. Page 120 of 211 0295/13 COMPLIANCE WITH STRATEGIC GOALS: A safe, healthy, active and family- friendly community.

A planned and sustainable community where community infrastructure is wellmaintained to meet the needs of both current and future generations; the natural environment is preserved, protected and enhanced; and where municipal spending and sustainable over time.

COMPLIANCE WITH STRATEGIC PRIORITIES:

GENERAL:

ORGANIZATIONAL: City staff would help to find a suitable location for planting in at least one city park, identify one or more native tree species for purchase, and assist with planting the trees.

FINANCIAL: Estimated to be $250 in-kind assistance to plant, plus $300 to establish the trees in the first year.

FOLLOW UP ACTION: Contact local unit of GGC to inform them of Council's decision.

COMMUNITY CONSULTATION:

COMMUNICATION:

OTHER COMMENTS:

Attachments: GGC Tree Planting Grant Program

RESPECTFULLY SUBMITTED: Craig Stanley, Grounds Manager 29 Nov 2013

Administration Report No. Page 121 of 211 0295/13 Administration Report No. Page 122 of 211 0295/13 Administration Report No. Page 123 of 211 0295/13

REQUEST FOR DECISION

File # 6700-20 Report To: Mayor and Council From: Director of Corporate Affairs Presenter: Director of Corporate Affairs Subject: Administration Report No. 0296/13 Passivhaus - Demonstration and Rental/Occupancy Meeting: Regular Council Meeting Date: 09 Dec 2013

RECOMMENDATION:

"THAT, the City Manager be given the authority to negotiate and approve a Residential Tenancy Agreement for the Passivhaus for a lease term not to exceed 6 months." CITY MANAGER'S COMMENTS:

Support recommendation.

KEY ISSUES(S)/ CONCEPTS DEFINED: Earlier this year Council discussed the Passivhaus and what would happen to the building upon completion with regards to occupancy.

The objectives for building the Passivhaus were as follows:

1. Build a home that consumes approximately 80-90% less energy than a typical code built house; 2. Demonstrate different building techniques and innovative technologies; 3. Build a net-zero energy ready building; 4. Do so at a net-zero cost to the City (i.e. sell upon completion to recover costs); 5. Assume the risk on behalf of local builders / developers in demonstrating energy efficient building; 6. Do so at a similar price per finished square foot as a typical standard newly built home in Fort St. John.

Administration Report No. Page 124 of 211 0296/13 As part of the discussion surrounding the Passivhaus and demonstrating it as a model for future construction of similar energy efficient homes, the City Manager suggested that an option for demonstrating the house would be to rent the house to an employee of the City. There would be an understanding that the rental would be for a maximum specified term and there would be terms and conditions regarding having the home available for tours. Doing so could assist with recruitment as well as provide real data (energy usage based on residential occupancy) to support the energy efficiency of the building. It was suggested that the rental rate for the home be set in consideration of the expectations the City would have with regards to public availability for touring the house etc.

Staff is presenting this report to Council in anticipation of completion of construction of the Passivhaus.

RELEVANT POLICY: There is currently no City policy in respect to employee housing and/or rental rate structures for residential units owned by the City.

ALTERNATIVE RECOMMENDATION: 1. "THAT, the City Manager be given the authority to negotiate and approve a Residential Tenancy Agreement for the Passivhaus with the following terms and conditions: ______."

2. "THAT, the report be received for information."

IMPLICATIONS OF RECOMMENDATION

COMPLIANCE WITH STRATEGIC GOALS: A planned and sustainable community where community infrastructure is well maintained to meet the needs of both current and future generations; the natural environment is preserved, protected and enhanced; and where municipal spending and sustainable over time.

COMPLIANCE WITH STRATEGIC PRIORITIES:

GENERAL: As one of the objectives of building the Passivhaus was to do so at a net-zero cost to the City (i.e. sell upon completion to recover costs) it is recommended by staff that any policy regarding the rental of the Passivhaus be developed separately from an organizational employee housing and rental rate structure policy. The information gathered in this process could still be used to help guide an employee housing policy in the future.

Administration Report No. Page 125 of 211 0296/13

In consideration of developing recommendations regarding rental of the Passivhaus, the following factors were considered: ● market rent values of similar sized/aged homes in Fort St. John ● value of the expectations of the "renter" in consideration of the Passivhaus remaining a demonstration home ● length and type of lease agreement ● landlord tenancy agreement considerations ● employee housing and rental rate structure policies in other communities - e.g. Banff

Market Rent Value:

Three local property management companies were contacted. The specifications of the Passivhaus were provided as guidelines (2 storey, 3 bedroom, 2000 sq. ft. two level home with 2 full bathrooms, 1 powder room on a .16 acre lot with a single attached garage) and the information gathered indicates rental rates of between $2,200 and $3,000 per month with an average of approximately $2,500 per month. There was further indication that a newer home would generate a higher rental rate than an older home. With that in mind, the market rent for the Passivhaus would likely be in the $2,750 to $3,000 range.

City's Assessment of Value/Expectations of Tenant/Landlord:

The value of having someone live in the home and "demonstrate" the home's features are key to the City's goals in relation to the Passivhaus. Being able to collect data regarding energy use based on the home being occupied, versus vacant, is an important factor in the demonstration aspect. Setting a value, however, on having someone available to tour the home, advocate the features of the home as well as be responsible for keeping the home in a certain state suitable for showings has proved to be complicated.

The Corporate Sustainability Manager has outlined some initial thoughts on terms that could/should be added to a residential tenancy agreement for the Passivhaus. Suggested additions include: ● "No Smoking" in the home ● Home available for public viewing a minimum of one day a week for pre- determined times (suggested 1 hour mid day, 1 hour early evening) as well as upon provision of notice (24 hours written - expectation of entry, 1 hour verbal - as mutually agreed) ● tenant expected to be available to be present for showings, and responsible for leading the "tours" of the home with or without the

Administration Report No. Page 126 of 211 0296/13 assistance of the "owner" (i.e. City) ● City to be responsible for professional cleaning of the home weekly ● City to be responsible for yard maintenance ● City to be responsible for energy costs ● Lease agreement in place - 6 months ● "Damage" deposit ● "Pet" deposit

Other Considerations:

Having an employee rent the home could have a positive impact on recruitment as well as result in more of an investment by the tenant in the project success. Whatever consideration is given for the value of the terms (i.e. reduction from market rent value) would be a taxable benefit to the employee concerned. In surveying other communities with regards to any incentives that are provided to employees through rental rates, the town of Banff indicated that housing owned by the town is rented to "non-employees" at a 30% premium - essentially the employees receive a 30% reduction in the market rental rate.

Due to the different factors involved it is recommended that the City Manager be given the authority to negotiate the terms and conditions for rental of the Passivhaus with prospective tenant(s).

ORGANIZATIONAL:

FINANCIAL: One of the goals for the Passivhaus is to build and demonstrate the home at a "net-zero" cost to the City. In determining the rental rate it will be necessary to assess the maintenance and utility costs for the building.

FOLLOW UP ACTION: If Council approves the recommendation, the City Manager will negotiate and approve a rental agreement for the Passivhaus as appropriate.

COMMUNITY CONSULTATION:

COMMUNICATION:

OTHER COMMENTS:

Administration Report No. Page 127 of 211 0296/13 Attachments:

RESPECTFULLY SUBMITTED: Grace Fika, Director of Corporate Affairs 28 Nov 2013

Administration Report No. Page 128 of 211 0296/13

REQUEST FOR DECISION

File # 0720-01 Report To: Mayor and Council From: Director of Infrastructure and Capital Works Presenter: Director of Infrastructure and Capital Works Subject: Administration Report No. 0298/13 Municipal Facilities Master Plan - Request for Proposals - Award Meeting: Regular Council Meeting Date: 09 Dec 2013

RECOMMENDATION:

"THAT, Council awards the City of Fort St. John's Municipal Facilities Master Plan project to the successful proponent of the Request for Proposals - Cornerstone Planning Group."

CITY MANAGER'S COMMENTS:

Support recommendation.

KEY ISSUES(S)/ CONCEPTS DEFINED: One of Council's strategic priorities was a review of the municipal facilities and a master plan regarding future use and capacity of these facilities. The community is growing, and staffing requirements and facility capacity to meet future organizational needs had to be studied. A Request for Proposals (RFP) was issued for a Municipal Facilities Master Plan. This RFP is different from the upcoming Recreation Master Plan which will concentrate on future requirements for recreation facilities for community requirements, their placement within the community, and a more detailed look at the future capacity of the current facilities and their life cycle costs and capacities. This RFP will concentrate more on the organizational needs in each facility. There were funds allocated in the 2013 Capital Budget to renovate the existing Fire Hall and then relocate some department to that facility. Council reallocated $50,000 of these funds to have a Facilities Master Plan completed for all Civic buildings to help guide future capital investments and to address staff placement issues.

The scope of the Request for Proposals is outlined below

Intent:

Administration Report No. Page 129 of 211 0298/13 The purpose of this Request for Proposal (RFP) is to solicit proposals from various candidate organizations, conduct a fair and extensive evaluation based on criteria listed herein, and select the candidate who best represents the direction the City of Fort St. John the wishes to proceed.

The City has been reviewing the workspace requirements for the future in view of the City’s new organizational structure. With the expected growth of the City and the demand for services increasing, the organization is finding that space is becoming increasingly limited. Before looking at options for new facilities or structures, or costly refurbishments of existing facilities that may not meet future needs, the City is proposing that a business and workspace facilities review be conducted and a long term facilities master plan developed. Methodology:

The City of Fort St. John is seeking a long term facilities master plan that will provide a framework for decision making related to facilities and land matters that will meet the requirements of the organization for the next 25 years.The plan should provide solutions achieved through a phased strategy that includes processes such as new construction, renovations to existing spaces and redevelopment/expansions.

It is important to note that the facilities master plan will not include facility planning directly related to new community recreation needs. This will be included in the master recreation planning process.Current recreation facilities will be included in the assessment of existing space.

A strategic priority for the organization is the implementation of the changes as outlined in the organizational review. Identifying staff placements and workspace requirements are an integral part of the planning process.

Developing a facilities master plan for the organization would have organizational-wide impacts. It will be important for the process to include input and feedback from all civic divisions/departments, particularly regarding current constraints and opportunities.

The process of developing a long term facilities master plan should include: • Inventory of current facilities and lands • Review of historic and current facilities including conditions, utilization and potential impact of additional growth on needs over the next 25 years • discussions with service and program providers and other stakeholders such as the RCMP to determine whether facilities currently meet functional requirements and what changes are required as the City continues to grow • review of the City's asset management data to confirm the adequacy of existing facilities • review of space standards to accommodate staffing as exists today and as growth occurs • review of trends related to facilities use • survey/feedback from all civic divisions/departments on utilization, workspace constraints and opportunities • review of statutory requirements • review of strategic planning directions • review of current and expected service and program requirements • Capital development/renewal timing and costing

Administration Report No. Page 130 of 211 0298/13

City administration and operations facilities are to be under review include: • Fort St. John City Hall • Fort St. John City Protective Services Office • City of Fort St. John RCMP Detachment • City of Fort St. John Public Works Operations • City of Fort St. John Fire Hall (New) • City of Fort St. John Fire Hall (current) • Pomeroy Sports Centre • North Peace Arena • North Peace Leisure Pool • Fort St. John Kids Arena Fieldhouse • Fort St. John Curling Rink • North Peace Cultural Centre • Water Treatment Plan • Passivhaus

Mandatory General Requirements: The consulting firm(s) shall: • examine current facilities for functional suitability and remaining life • examine historical demand for services and make projections based on population trends • examine current and projected staffing based on population trends and projected service changes • identify potential consolidations of functions • identify facilities that may be redundant or surplus (based on a number of factors, including building life, purpose) • develop strategy options and phasing strategies with order-of-magnitude costs • provide recommendations based on projected needs balancing factors including, but not limited to, cost, functionality, life cycle and staffing needs

Provide THREE (3) bound copies and a CD ROM containing a complete copy of the Report in all respects including colour content in one file, Adobe .pdf Version 6 or later of the final report to the City of Fort St. John .

Make presentation of the final report to the City within four (4) weeks of submission to the City.

Time line: • The submission of the final report shall be made to the City no later than March 31, 2014.

References: • The Proponent must state a minimum of one (or more) municipalities and/or organizations with whom they have performed similar work during the past three (3) years.State municipality name, contact person and valid phone number for this contact person.

EVALUATION

Each submission was evaluated by a team, the members of this team were 1) the Director of

Administration Report No. Page 131 of 211 0298/13 Finance, 2) the Director of Protective Services, #3) the Director of Infrastructure and Capital Works, the Director of Community Works also reviewed the proposals but was not involved in the scoring.

Each submission was evaluated using the following score sheet

# Description Points

a Understanding of the Project 25 Organizational Chart and b 10 Project Team Experience c Vendor Profile / Experience 10 d Workload Capacity of The Firm10 e Fees 30 f Added Value 15 Total Points Available 100

The results of the evaluation and the fee structure from each proposal is listed below

COMPANY AVERAGEQuoted SCORE Price ContingencyReimbursementsSubtotal Taxes Cornerstone Planning Group 79 $46,250 $0 $3,700 $49,950 extra

(Vancouver, BC) MHPM Projects Managers $48,400 Inc. 67 $48,400 $0 extra extra + extra

(Vancouver, BC) LMNTS Project Services Inc. 64 $112,000 $38,000 $8,000 $158,000extra

(Victoria, BC) IBI Group

Administration Report No. Page 132 of 211 0298/13 (Edmonton, 61 $144,381 $0 $49,950 $194,331extra AB) IRC Building Sciences 51 $67,000 $0 $23,000 $90,000 extra Group BC Inc. IRC Building Sciences Group BC Inc. (with $112,100 $0 $23,000 $135,100extra detailed assessment)

(Richmond, BC) Cascade Facilities Management Consultants 50 $77,412 $0 $8,960 $86,372 extra Ltd. (Langley, BC) Bradbury Architecture 33 $14,750 $0 $7,000 $21,750 extra (Vancouver, BC)

There is $50,000 in the 2014 Capital Budget for this project, the funding is carried over from the 2013 Capital Budget and comes from the operational reserves. There were only three companies that submitted a proposal that was under the budgeted amount.

-Bradbury Architecture had the lowest price but provided almost no other information, therefore they received almost no scores for other aspects of the RFP.

-Cornerstone Planning Group had the next lowest price, plus they provided a well rounded proposal, have experience conducting similar facility assessments and they have experience with Fort St. John.

-MHMP Project Managers Inc. quoted price was under the budgeted amount but they did not include an amount for reimbursements, which include travel and accommodations, this amount would put them over the budget. MHMP also has experience with our facilities and is also known by the City.

Based on the proposal, the evaluation, their experience, and their knowledge of Fort St. John

Administration Report No. Page 133 of 211 0298/13 it is recommended that Cornerstone Planning Group be awarded the Municipal Facilities Master Plan Project.

RELEVANT POLICY:

ALTERNATIVE RECOMMENDATION: 1. "THAT, Council awards the City of Fort St. John's Municipal Facilities Master Plan project to XXXX (Council to assign).

2. "THAT, Council receives the report for information at this time."

IMPLICATIONS OF RECOMMENDATION

COMPLIANCE WITH STRATEGIC PRIORITIES: This is one of Council's Strategic Priorities.

GENERAL:

ORGANIZATIONAL: Results of this master plan could have impacts throughout the organization. It will provide the baseline for future facility requirements and development for the next 25 years.

FINANCIAL: There were funds approved in the 2013 Capital Budget to renovate the existing Fire Hall, Council approved reallocating $50,000 of these funds to complete a Municipal Facilities Master Plan to look at all facilities and their capacity. These funds are carried forward into the 2014 Capital Budget to complete this project. The timeline in the RFP to complete this project is March 31, 2014.

If Cornerstone Planning Group is awarded the project, then this project will be completed with the budgeted amount. This project is an assessment only and any recommendations for changes, modifications, or additions to any facility would be an additional cost that would have to be approved in future budgets.

Administration Report No. Page 134 of 211 0298/13

FOLLOW UP ACTION: Award the project to the successful proponent and initiate the master planning project.

COMMUNITY CONSULTATION: Community Consultation for this project happens through the budget approval process. Any works recommended through this project would have to be approved through future budget processes. No other specific consultation is required for this project.

COMMUNICATION:

OTHER COMMENTS:

Attachments: Request for Proposals - City of Fort St. John Municipal Facilities Master Plan

RESPECTFULLY SUBMITTED: Victor Shopland, Director of Infrastructure and Capital Works 29 Nov 2013

Administration Report No. Page 135 of 211 0298/13

REQUEST FOR PROPOSAL

CITY OF FORT ST JOHN MUNICIPAL FACILITES MASTER PLAN

CLOSING DATE AND TIME: THURSDAY, NOVEMBER 28, 2013 2:00 PM Local Time

I. QUESTIONS REGARDING THIS RFP

Questions regarding this Request for Proposal (RFP) must be submitted in writing only to Mr. Victor Shopland, Director of Infrastructure and Capital Works.

email: [email protected]

Questions must be received no later than 1:00pm, November 25, 2013. Questions received later than this stated time and date may not be acknowledged or answered.

II. SUBMISSION LOCATION

Sealed proposals in a package or envelope, or via email, with the following information on the front or top: o Proponents Company Name o Proponents Address o RFP Title and Number

Submissions may be delivered by courier or mail, or revisions by e-mail to Victor Shopland, Director of Infrastructure and Capital Works:

City of Fort St. John 10631 – 100 Street Fort St. John, BC V1J 3Z5 [email protected]

Proposals delivered to any other City facility, location or person may result in the non-receipt and rejection of the Proposal.

Fort St. John - Municipal Facilities Master Plan

Administration Report No. Page 136 of 211 0298/13

CITY OF FORT ST JOHN MUNICIPAL FACILITES MASTER PLAN

CONTENTS

SECTION 1: INSTRUCTION TO BIDDERS

1. Definitions 2. RFP Closing Date and Time 3. Delivery of Proposal Submission 4. Questions Regarding this RFP 5. Requirements and Specifications General Statement 6. Bidders Submission 7. Rights of the City 8. Addenda and Written Communications 9. Clarification 10. Withdrawal of Proposals 11. Taxes 12. Evaluation 13. RFP Requirements and Selection of Vendor or Vendors 14. Error & Correction 15. Notification to Bidders 16. Adherence to Requirements 17. Freedom of Information 18. Proposal Submissions Irrevocable 19. Canadian Funds and Firm Prices 20. Time is of the Essence 21. Omission & Misstatements 22. Contract 23. Rejection Due to Any Restrictions Contained in the Bidders Proposal Submission 24. Agreement in Writing Only 25. Standards and Legislation - Failure to Comply 26. Failure to Comply with all RFP Terms 27. Goods and Materials Suitable for Use 28. Completion of Contract Terms and Conditions 29. Patents, Intellectual Property Rights, Copyright, Trademarks, Technology Rights 30. Payment 31. Proposal Preparation Costs 32. Origin of Goods and Materials 33. Erasures and Alterations 34. Extension of Purchase Order 35. Additional Requirements 36. Delivery Information 37. Indemnification 38. Insurance and W.C.B. Requirements 39. Notification of Potential Bidders Not Guaranteed 40. Removal from Bidders List 41. Bidders Expenses 42. Limitation and Waiver of Damages

PAGE 2 Fort St. John - Municipal Facilities Master Plan

Administration Report No. Page 137 of 211 0298/13

43. Order of Precedence 44. Failure to Supply 45. Rights to Proposal Submission 46. Anti-Lobbying Restrictions and Required Disclosure 47. Proposal Submission and Correspondence in English 48. Liability for Errors 49. Agreement with Terms 50. Modification of Terms and Addenda 51. Litigation with the City 52. Decision by City 53. Choice of Vendors 54. Adjustments to Proposal Submissions After Closing Date 55. Collusion and Fraud 56. Suspension of Activity by the City 57. Negotiations

SECTION 2: INTENT, SCOPE, METHODOLOGY AND REQUIREMENTS

1. Introduction 2. Intent 3. Methodology 4. Mandatory General Requirements:

SECTION 3: SUBMISSION REQUIREMENTS

1. No Obligation: 2. Selection: 3. Evaluation Criteria Grid: 4. Evaluation of Proposals: 5. Agreement:

SECTION 4: EVALUATION OF SUBMISSIONS

1. Submission Envelope and Location of Submission: 2. Proposals to be Delivered Prior to Closing Date and Time: 3. Contents of Proposals:

PAGE 3 Fort St. John - Municipal Facilities Master Plan

Administration Report No. Page 138 of 211 0298/13

CITY OF FORT ST JOHN MUNICIPAL FACILITES MASTER PLAN

SECTION 1: INSTRUCTIONS TO BIDDERS

1. Definitions:

“Bidder” means the company or person submitting a Proposal in response to this RFP.

“City” shall be understood to mean The Corporation of the City of Fort St. John.

“Contract” means the supply of products, equipment, goods or services by the “Vendor” per this RFP as stated in the City’s Purchase Order and shall include the Bidder’s Proposal submission and the RFP as issued by the City.

“Purchase Order” means the official order as issued by the City to procure the goods as described in this RFP and shall include the Bidder’s Proposal Submission and the RFP as issued by the City.

“Proposal” means the Bidder’s Proposal submission.

“RFP” shall refer to this Request for Proposal.

“Vendor” means the company to whom the City has issued a Purchase Order.

2. RFP Closing Date and Time:

The closing date and time for this Request for Proposal is Thursday, November 28, 2013 at 2:00 pm local time. Proposals submitted later than this stated date and time may not be received or accepted.

3. Delivery of Proposal Submission:

This RFP may be submitted in paper or revisions by e-mail ( fax submissions will not be accepted) by delivering to the attention of Victor Shopland, City of Fort St. John, 10631 – 100 Street, Fort St. John, BC V1J 3Z5 or [email protected]. Bidders must instruct couriers and any who may be delivering their Proposal submission that the package or envelope must be delivered only to the front reception area at The City of Fort St. John, City Hall. Proposals delivered to any other facility or other area of The City of Fort St. John may be rejected.

4. Questions Regarding this RFP:

Questions regarding this Request for Proposal (RFP) must be submitted only to Victor Shopland, Director of Infrastructure and Capital Work, e-mail: Victor Shopland [email protected] no later than 1:00pm, November 25, 2013. Questions received later than this stated time and date may not be acknowledged or answered.

PAGE 4 Fort St. John - Municipal Facilities Master Plan

Administration Report No. Page 139 of 211 0298/13

5. Requirements and Specifications General Statement:

Requirements and Specifications are stated in this RFP. The City retains the right not to accept nor consider a Proposal from any Bidder who is not compliant with the Requirements or Specifications stated in this RFP.

6. Bidders Submission:

Bidders must submit the following documents with their Proposal Submission:

 All Requirements for submission as stated in this RFP  The first page, completed and signed of any Addenda posted on the City’s Bid Opportunities Web Page  All requirements as stated in any Addenda issued to this RFP  Full specifications including brochures, and full warranty details if requested in this RFP

7. Rights of the City:

a) The City reserves the right, in its absolute discretion to accept a Proposal which it deems most advantageous to itself and the right to reject any or all Proposals, in each case without giving any notice. The lowest or any Proposal will not necessarily be accepted. In no event will the City be responsible for the costs of the preparation of the submission of a Proposal from any Bidder.

b) Proposals which contain conditions or otherwise fail to conform to the Instructions to Bidders may be disqualified or rejected. The City may, however, in its sole discretion, reject or retain for its consideration Proposals, which are non-conforming because they do not contain the content or form required by the Instructions to Bidders or for failure to comply with the process for submission set out in the Instructions to Bidders.

c) Except as expressly and specifically permitted in the Instructions to Bidders, no Bidder shall have any claim for any compensation of any kind whatsoever, as a result of participating in this Request for Proposal, and by submitting a Proposal each Bidder shall be deemed to have agreed that it has no claim.

d) The City reserves the right to exercise complete and unfettered discretion in all aspects of the conduct of this RFP and any subsequent procurement process, the assessment and evaluation of Proposal submissions, including the determination of criteria and choice of a Vendor, without incurring any liability whatsoever to any Bidder, including any liability costs, expenses, losses or damages, and without giving any reason therefore.

e) The City reserves the right to reject any Proposal submission which is restricted by any wording, sentences, clauses, copies or agreements or contract samples included by the Bidder in their Proposal submission. The City shall make the sole determination of which the above constitutes a restriction. Also, Proposal submissions which are incomplete, conditional or obscure, or which contain additives not called for, erasures, alterations or irregularities of any kind, will be rejected.

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f) The City in its sole and unfettered discretion, reserves the right to change the dates, schedules and deadlines set out in this RFP or to change the scope of the project, or to cancel the RFP or the project without stating any reasons therefor.

g) The City reserves the right to accept or to reject any or all of the Proposal submissions and the City reserves the right to proceed, in its sole and unfettered discretion, following receipt of the Proposal submissions, to issue a modified Request for Proposal for the project or to cancel the RFP process and any subsequent procurement process including the Purchase Order issued to a Vendor.

h) The City reserves the right to negotiate any terms or conditions whatsoever with any Bidder following receipt of Proposal submission in response to this RFP.

i) The Bidder agrees that by submitting a Proposal in response to the RFP that the City has no obligation to reveal any information regarding any Proposal submitted to the City, including the results of the RFP process or any reasons for its decisions in the choice of a Vendor or Vendors.

j) The City reserves the right to waive informalities in its sole discretion.

8. Addenda and Written Communications:

The City will not be responsible for any verbal (spoken) information from any City staff or staff from any or consultant retained by the City or from any other person or persons who may have an interest in this RFP. Adjustments or changes to this RFP prior to the closing date and time stated herein will only be by written addenda only and said addenda will be posed electronically on the City’s Bid Opportunity Website. It is the Bidder’s sole responsibility to view this site often prior to the closing date and time stated herein to make themselves aware of any or all addenda which can be downloaded from this site. Any Proposal submitted to the City that does not include the first page (completed and signed) of all addenda issued may be rejected.

The City’s Bid Opportunity Web Site is: www.fortstjohn.ca

9. Clarification:

It will be the Bidder’s responsibility to clarify any details in question before submitting a Proposal. Unless otherwise stated, all official correspondence regarding this RFP should be directed in writing to and will be issued by the Director of Capital Works and Infrastructure for The City of Fort St. John. The City will assume no responsibility for oral instruction or suggestion.

10. Withdrawal of Proposals:

Companies will be permitted to withdraw their Proposal submission, unopened after it has been deposited, if such a request is received by the Director of Capital Works and Infrastructure in writing, prior to the time specified for the closing of this RFP.

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11. Taxes:

Details regarding any taxes (if required to be included or not) will be stated on the Price Schedule.

12. Evaluation:

Proposal submissions will be evaluated per the criteria stated in Evaluation Section of this RFP and per all requirements stated in this RFP and not necessarily price alone.

13. RFP Requirements and Selection of Vendor or Vendors:

Notwithstanding any terms or conditions contained in this RFP, the City of Fort St. John reserves the right to add or delete requirements listed in this RFP at any time. Also the City may issue a Purchase Order to a selected Vendor whether that Vendor’s price be lowest or not, or to cancel this RFP for reasons that are in the best interest of and provide the best value for the City. The Bidder by submitting a Proposal in response to this RFP thereby acknowledges that the City has these rights and the rights stated in this Instructions to Bidders Section.

14. Error & Correction:

The City will make all necessary corrections to any Proposal submitted which is in error through addition or extension, the corrected value prevailing.

15. Notification to Bidders:

Any notice that the City may be required or desired to give to the Bidder shall for all purposes be deemed to have been sufficiently and properly given if posted on the City’s Bid Opportunities Web Page. It is the Bidder’s sole responsibility to check the Web Page to avail themselves of any posted RFP or any addenda.

16. Adherence to Requirements:

The Bidder is requested to adhere strictly to all requirements and complete all sections of this RFP including all appendices and addenda. Failure to do so may be sufficient cause for rejection of the Bidder’s Proposal.

17. Freedom of Information:

Any information including the requirements as described in this RFP, and including service or product details, prices, statements, and any other information provided by the Bidder shall be kept strictly confidential and release of same, except for any details regarding this RFP stated in a report to the

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Council of the City, shall only be granted in accordance with the Municipal Freedom of Information and Protection of Privacy Act R.S.O. 1990 C.M.56 as amended.

18. Proposal Submissions Irrevocable:

The Proposals received from Bidders are to be irrevocable and open for acceptance for a period of not less than ninety (90) days after the stated RFP closing date.

19. Canadian Funds and Firm Prices:

The prices quoted are to be in Canadian Funds and firm until delivery, acceptance and payment by the City for the work and services stated in this RFP.

20. Time is of the Essence:

The City shall have the right to cancel at any time any contract or any part of any contract resulting from this RFP in respect to the goods, materials, articles, equipment, work or services, covered thereby, not delivered or performed by the specified time in the RFP, without incurring any liability whatsoever in respect hereto.

21. Omission & Misstatements:

a) The several parts of the RFP shall be taken together to explain each other, and to make the whole consistent; and if it be found that anything has been omitted or misstated, which is necessary for the proper performance and completion of any or the requirements of the RFP contemplated, the Vendor shall, at the Vendor’s own expense, and without making any extra claim, therefore, execute the same as if has been properly described, and the correction of any such omission or misstatement shall not be deemed to be an addition, to, or deviation from the requirements hereby contracted for; nor shall such decision or correction entitle the Vendor to any extension of time for the delivery of the items stated herein.

b) It is to be understood that all terms and conditions, specifications, drawings, plans, all RFP clauses, and the complete RFP as originally issued by the Director of Capital Works and Infrastructure of the City of Fort St. John shall constitute the RFP. Any Proposals received that have clauses or any wording or figures, statistics, numbers, quantities or any other items that have been changed or altered in any way shall be rejected and not accepted by the City of Fort St. John.

22. Contract:

Prior to an award, this RFP and the Proposal submitted by the Bidder becomes part of the Contract. The Bidder must accept the City’s Purchase Order which will supersede all other contracts.

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23. Rejection Due to Any Restrictions Contained in the Bidders Proposal Submission:

The City reserves the right to reject any Proposal submitted which is determined solely by the City to contain restrictive words, clauses or phrases or any words, clauses or phases or any wording not called for in this RFP or by the inclusion of any contracts or agreements from the Bidder’s company or parent company. The decision by the City to reject any Proposal submission for reasons stated in this section shall be final.

24. Agreement in Writing Only:

No verbal arrangement or agreement, relating to the goods, materials, articles, equipment, work or services, specified or called for under this RFP, will be considered binding, and every notice, advice or other communication pertaining thereto, must be in writing and signed by a duly authorized person.

25. Standards and Legislation - Failure to Comply:

The Vendor may be required to provide written documentation that all materials proposed meet Municipal, Provincial and Federal Government standards, legislation and laws. Also, the Vendor must comply with all laws, legislation, regulations, and provisions of the Federal, provincial, Municipal Government or any governmental agency as they pertain to the specifications described herein. This will apply to any required industry standard or regulations. Failure by the Vendor to comply with these laws, legislation, regulations, standards, and provisions shall be just cause for the City, as its sole and unfettered discretion, to cancel the award and issue an award to any other Vendor or may re-issue the RFP. The City may assess against the vendor any damages whatsoever as a result of failure to comply.

26. Failure to Comply with all RFP Terms:

Failure to comply with all terms, specifications, requirements and conditions of this RFP including delivery, to the satisfaction of the City, shall be just cause for the cancellation of the contract award. The City shall then have the right to award this contract to any other Vendor or Vendors or to re-issue the RFP. The City shall assess against the Vendor any damages whatsoever as a result of failure to comply with the said terms specifications, requirements, conditions and delivery.

27. Goods and Materials Suitable for Use:

The Bidder warrants that any goods, materials, articles or equipment to be supplied under or pursuant to any official order or contract based on this RFP, that is or are to be made or used for a particular purpose, will be fit and suitable for that purpose.

28. Completion of Contract Terms and Conditions:

The goods, materials, articles, equipment, work or services, specified or called for in or under this RFP shall be delivered or completely performed, as the case may be, by the Vendor as soon as possible and in any event within the period set out herein as the guaranteed period of delivery or completion. The

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Bidder agrees to furnish to the City, in conformity with the conditions set out herein and with any specifications, plans, price schedules, samples, instructions, addenda or other details provided in connection therewith or referred to therein, the goods, materials, articles, equipment, work or services so specified or called for in this RFP at the prices quoted herein and upon receipt of an official order therefor.

29. Patents, Intellectual Property Rights, Copyright, Trademarks, Technology Rights:

By submitting a Proposal, the Bidder warrants that the information contained in its Proposal submission does not infringe any Patents, Intellectual Property Rights, Copyright, Trademarks, Technology Rights of any Third Party and agrees to agrees to defend the City at the Bidder’s own expense, including all legal and court fees, in all suits, actions or proceedings in which the City is made a defendant for actual or alleged infringement of any Canadian or foreign letters patent, intellectual property rights, copyright trademarks, technology rights or any other related rights to the above resulting from the City’s contractual relationship with the Vendor and the Vendor’s use of any or all technologies, methodologies, strategies in providing the services required herein. The Bidder further agrees to pay and discharge any and all judgements or decrees which may be rendered in any such suit, action or proceeding against the City. The Bidder agrees to indemnify and hold harmless the City from any and all license, royalty and proprietary fees or costs, including legal and court costs, which may arise out of the City’s contractual relationship with the Bidder and the Bidder’s use of any or all technologies, methodologies, strategies in providing the services required herein. It is expressly agreed by Bidder that these covenants are irrevocable and perpetual.

30. Payment:

The normal payment terms offered by The City of Fort St. John is net 30 days. Payment terms shall be only modified at the sole discretion of the City to take advantage of discounts for prompt payment or for other terms that shall be deemed to be in the best interests of the City. The Bidder agrees that the City shall be entitled to the discount stated herein if payment of invoices for the goods, materials, articles or equipment, work or services, specified or called for in or under this RFP, is made within the period herein after acceptance or satisfactory completion thereof, as the case may be, and the receipt by the City of the invoice therefor.

31. Proposal Preparation Costs:

The City shall not be responsible for the costs incurred by any Bidder to prepare and submit a Proposal or any subsequent documents relating to their Proposal submission.

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32. Origin of Goods and Materials:

Wherever possible, the goods, materials, articles or equipment, specified or called for in or under this RFP shall be of Canadian origin and manufacture.

33. Erasures and Alterations:

Any erasures, alterations or cross-outs must be initialed in ink by the Bidder. Failure to do so may result in the rejection of the bidder’s Proposal submission by the City.

34. Extension of Purchase Order:

The time period duration of any Purchase Order issued as a result of this RFP may be extended for a specific period provided that both the City and the Vendor agree to such extension. The City may notify the Vendor at any time to seek an extension.

35. Additional Requirements:

The City of Fort St. John reserves the right to add or delete items listed herein following award of any contract(s) or purchase order(s) resulting from this RFP. The unit prices stated by the Bidder shall apply.

36. Delivery Information:

a) The prices stated in this RFP cover the goods, materials, work, services, articles or equipment, referred to herein, being delivered F.O.B. destination, freight, express, duty and all other charges prepaid, unless otherwise indicated herein. A detailed delivery ticket or piece tally, showing the exact quantity of goods, materials, articles or equipment, shall accompany each delivery thereof. A storekeeper’s or other receiver’s receipt shall not bind the City to accept the goods, materials, articles or equipment covered thereby, or the particulars of the delivery ticket or piece tally therefor.

b) In the event that goods, materials, articles or equipment, specified or called for herein, are to be furnished from a point outside Canada at a price which is expressly not to include importation charges into Canada or delivery in the Fort St. John area, the Canada Customs Invoice in quadruplicate, with Bill of Lading, Export Entry form, Express receipt of advice or shipment by Parcel Post, shall be delivered to the Finance Department, 10631 – 100 Street, Fort St. John, BC V1J 3Z5.

c) Should an additional tax or duty or any variation in any tax or duty, become directly applicable to goods, materials, articles or equipment, specified or called for in this RFP, subsequent to its submission by the Bidder and before the delivery of the goods, materials, articles or equipment, or the completion of the work or services covered thereby, pursuant to an official order issued by the City the appropriate increase or decrease in the price of such goods, material, articles or equipment, shall be made to compensate for such changes as of the effective date thereof.

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d) Unless otherwise stated, all goods, materials, articles or equipment supplied, and all work or services, performed, pursuant to this condition shall be subject to inspection by the City at the point of unloading or the site of the work or services. No extra charge shall be made by the Vendor for packing, packing or containers, unless otherwise indicated herein.

e) The Bidder agrees that the goods, materials, articles, equipment, work or services, specified or called for in or under this RFP, will be delivered or completed within the period set out herein as the guaranteed period of delivery or completion after receipt of an official order therefor.

37. Indemnification:

a) The Vendor shall indemnify and save harmless the City from and against all claims, actions, losses, expenses, costs, demands, suits and other proceedings or damages of every nature and kind whatsoever which the City, its employees, officers or agents may suffer as a result of the negligence of the Vendor, its employees, officers or agents in performance of the Contract.

b) The Vendor shall indemnify and save harmless the City from and against all claims, actins, losses, expenses, costs or damages of every nature and kind whatsoever which the City, its employees, officers or agents may suffer as a result of misuse, misappropriation or alleged misuse or misappropriation by the Vendor, its employees, officers or agents of intellectual property in the performance of the Contract; and

c) The City agrees to indemnify and save harmless the Vendor form and against any and all claims, losses, damages, liability and costs arising out of or any in any way connected with the presence, discharge, release or escape of contaminants of any kind, excluding only such liability as may arise out of negligence of the Vendor in the performance of supplying goods to the City.

38. Insurance and W.C.B. Requirements:

If requested by the City, Insurance requirements in strict compliance with the City’s standard requirements for insurance shall be required to be held by the selected Vendor. Such insurance may include but not limited to: Comprehensive General Liability, Automotive Liability for owned and non- owned automobiles, professional errors and omissions liability and any other requested insurance. The request for provision of insurance shall be provided by the Vendor at no additional cost to the City. The same shall apply to WorkSafe Safety and Insurance Board requirements.

39. Notification of Potential Bidders Not Guaranteed:

The City posts notification of all RFP’s on its Web Page. Bidders are to review the City’s Web Site to inform themselves of any RFP’s. The City shall not guarantee that any previous Bidders shall be notified by any means electronic or otherwise of any RFP. It is the responsibility of any potential Bidder to make inquiries with the Supply and Services Section of the City regarding any current or upcoming RFP.

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40. Removal from Bidders List:

The City reserves the right to remove from its list of Bidders, for an indeterminate period, the name of any Bidder who fails to accept a Purchase Order issued by the City or for unsatisfactory performance on any previous or current contract held with the City or if the Bidder is currently involved in or responsible for litigation of any kind against the City.

41. Bidders Expenses:

Bidders are solely responsible for their own expenses in preparing a Proposal and for subsequent negotiations with the City, if any. If the City elects to reject all Proposals received, the City will not be liable to any Bidder, for any claims, whether for costs or damages incurred by any Bidder in Preparing their Proposal, loss of anticipated profit in connection with any final contract, or any other matter whatsoever.

42. Limitation and Waiver of Damages:

The Bidder, by submitting a Proposal, agrees that it will not claim damages, for whatever reason, relating to the contract or in respect of the competitive process. The Bidder, by submitting a proposal, also waives any claim for loss of profits if no agreement is made between the Bidder and the City.

43. Order of Precedence:

In the event of any consistency or conflict in the contents of the following which shall take precedence and govern in the following descending order:

 Purchase Order issued by the City of Fort St. John  Addenda (if any) as issued  RFP as issued by the City  Proposal submission received from the Bidder

44. Failure to Supply:

In the event that the City issues a Purchase Order to a Vendor and the said Vendor does not supply the equipment, products, or services as offered by the Vendor and as ordered by the City, the City shall take whatever action it deems necessary against the Vendor, including but not limited to, removal of the Vendor from the City’s Bidder’s List for a minimum period of three (3) years. The City will not accept nor receive any bid offer of any kind from the Vendor nor undertake business of any kind with the Vendor for the minimum three (3) year period.

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45. Rights to Proposal Submission:

Upon receipt of the Bidder’s Proposal submission, the City shall retain the right to determine the use of the said submission for its own purposes. Bidder’s shall not use their Proposal submission for any other purposes whatsoever, including revealing any content of their Proposal submission or making copies for other agencies, firms or companies not being a legal part or division of the Bidder’s company, unless permission for any such use is receiving in writing by the Bidder from the Corporation of the City of Fort St. John. Bidders must make a request in writing to the City for the intended use of their Proposal submission for any other purposes than as stated herein.

46. Anti-Lobbying Restrictions and Required Disclosure:

Bidders, their company staff members, or anyone involved in preparing their Proposal submission must not engage in any form of political or other lobbying whatsoever with respect to this project or seek to influence the outcome of the RFP and subsequent procurement process. This anti-lobbying restriction extends to all City staff and elected Council members of the City.

In the event of any such lobbying, the City may reject any Proposal submission by that Bidder without further consideration and terminate that Bidder’s right to continue in the RFP and any subsequent procurement process. All correspondence or contact by interested parties with the City must be directly and only with the City contract person identified in this RFP. It should be duly noted by all Bidders that this anti-lobbying restriction extends from the release date of this RFP through to the date and time when the City formally awards the contract by purchase order or other means. Any lobbying undertaken during this time frame by any Bidder or the Bidder’s company staff members, or anyone involved with their Proposal submission may result in immediate disqualification from the process. This anti-lobbying restriction is not meant to affect the day-to-day operations of the City, its staff and the elected Council of the City that may necessarily include contact with potential Bidders to this RFP regarding other business.

This section shall not be intended to disallow any meetings, interviews or clarifications requested or authorized by the City, its authorized staff, the City’s representative for the requirements of this RFP or their authorized designates.

47. Proposal Submission and Correspondence in English:

Proposal submissions and any subsequent correspondence, reports, invoices, or documents of any kind issued by the Bidder and or Vendor must be prepared in English and Bidders and Vendors must be able to converse and correspond fluently in English directly or through an interpreter supplied by and at the total cost to the Bidder or Vendor.

48. Liability for Errors:

While the City has used considerable efforts to ensure an accurate representation of information in this RFP, the information contained in this RFP is supplied solely as a guideline for Bidders. The information is not guaranteed or warranted to be accurate by the City, nor is it necessarily comprehensive or exhaustive. Nothing in this RFP is intended to relieve Bidders from forming their own opinions and conclusions with respect to the matters addressed in this RFP. PAGE 14 Fort St. John - Municipal Facilities Master Plan

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49. Agreement with Terms:

By submitting a Proposal the Bidder thereby acknowledges and agrees to all the terms and conditions of this RFP. Bidders who have obtained this RFP and any addenda electronically must not alter any portion of this RFP or addenda. To do so will result in the rejection of the Bidder’s delivered Proposal submission.

50. Modification of Terms and Addenda:

The City reserves the right to modify the terms, of the RFP. Any modifications or changes to the RFP will be issued in the form of an addendum or addenda. The RFP and any addenda will be posted on the City’s Bid Opportunities Web Site. It is the sole responsibility of any potential Bidder to check this Web Page often to inform themselves of any posted addenda. www.fortstjohn.ca

51. Litigation with the City:

No Proposal submission will be accepted from any Bidder or any related company who has a claim or has instituted a legal proceeding against the City or against whom the City has a claim or has instituted a legal proceeding, without the prior approval of City Council. This applies whether the legal proceeding is related or unrelated to the subject matter of this RFP.

52. Decision by City:

The Bidder agrees that submitting a Proposal in response to this RFP that the City has no obligation to reveal any information regarding any Proposal submitted to the City including the results of the RFP process or any reasons for its decision in the choice of a Vendor or Vendors.

53. Choice of Vendors:

The City reserves the right to issue Purchase Orders to one or more Vendors, for all or individual items stated on the Price Schedule pages. The selection of the items to be ordered (if any) by the City shall remain the sole determination by the City.

54. Adjustments to Proposal Submissions After Closing Date:

No adjustments by any Bidders to their Proposal submissions will be permitted after the stated closing date for this RFP, except as otherwise provided herein.

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55. Collusion and Fraud:

The City will reject any Proposal submission from any Bidder or Bidders where the City determine that activities of collusion or fraud have taken place by any Bidder or Bidders to affect the outcome of the bidding process including the selection of a successful Vendor by the City.

56. Suspension of Activity by the City:

a) All Bidders are advised and put on notice that notwithstanding anything else contained in this RFP that all Bidders are forewarned and advised that if the City chooses not to proceed with this RFP process or any subsequent procurement process or any stage including, without limitation, the completion of the RFP process, the commencement, implementation or completion of any RRP process or other procurement process and/or the award, negotiation or the finalization of any agreement or contract and that accordingly, all Bidders acknowledge and agree that if any such processes are suspended, terminated or cancelled at any time or times during any stage of the RFP or subsequent procurement process (f any) by the City, then the Bidders shall have no claim against the City for any costs, expenses, losses including loss of profits, liabilities or damages whatsoever.

b) The City reserves the right to exercise complete and unfettered discretion in all aspects of the conduct of the RFP and any subsequent procurement process, the assessment and evaluation of Proposal submissions, including the determination of criteria and the choice, if any, of a Vendor or Vendors without incurring any liability whatsoever to any Bidder, including any liability for costs, expenses, losses or damages, and without giving any reason therefore.

c) Without limited the generality of the foregoing, the City, in its sole and unfettered discretion, reserves the right to change the dates, schedules and deadlines set out in this RFP, or to change the scope of the project, or to cancel the RFP or the Project, without stating reasons therefore and accordingly the City also reserves the right to accept or to reject any or all of the Proposal submissions and the City reserves the right to proceed as, in its sole and unfettered discretion, following receipt of the Proposal submissions, including, without limitation, issuing a second or more, or a modified RFP for the project or entering into contract negotiations with any Bidder.

d) The issuance of this RFP and the receipt of any Proposal submission by any Bidder does not commit the City to award a Purchase Order or to pay any costs incurred in the predation of any Proposal by any Bidder, or in any Bidder’s attendance at any meetings with the City.

57. Negotiations:

Notwithstanding any terms, conditions, or any wording or statement contained in this RFP, the City reserves the right to negotiate an award with any company who has submitted a Proposal in response to this RFP. Such negotiations may include products offered, pricing, delivery or any other matter the City solely determines appropriate to consider for negotiations.

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CITY OF FORT ST JOHN MUNICIPAL FACILITES MASTER PLAN

SECTION 2: INTENT, SCOPE, METHODOLOGY AND REQUIREMENTS

1. Introduction:

Fort St. John is the largest city in northeast BC and based along the world’s famous Alaska Highway. “The Energetic City” reflects not only our large resource base of oil and natural gas, but forestry and agriculture as well. The City of Fort St. John is a thriving ‘Energetic’ Canadian community with a population of 18,609 at the 2011 census. The municipality was incorporated on December 31, 1947.

The City of Fort St. John's Strategic Plan identifies one of the citizens' top priorities as managing growth with forward-thinking planning. Council's goals of a planned and sustainable community where community infrastructure is well-maintained to meet the needs of both current and future generations and where municipal spending and tax policies are affordable and sustainable over time are best met through long range planning.

2. Intent:

a) The purpose of this Request for Proposal (RFP) is to solicit proposals from various candidate organizations, conduct a fair and extensive evaluation based on criteria listed herein, and select the candidate who best represents the direction the City of Fort St. John the wishes to proceed.

b) The City has been reviewing the workspace requirements for the future in view of the City’s new organizational structure. With the expected growth of the city and the demand for services increasing, the organization is finding that space is becoming increasingly limited. Before looking at options for new facilities or structures, or costly refurbishments of existing facilities that may not meet future needs, the City is proposing that a business and workspace facilities review be conducted and a long term facilities master plan developed.

3. Methodology:

a) The City of Fort St. John is seeking a long term facilities master plan that will provide a framework for decision making related to facilities and land matters that will meet the requirements of the organization for the next 25 years. The plan should provide solutions achieved through a phased strategy that includes processes such as new construction, renovations to existing spaces and redevelopment/expansions.

b) It is important to note that the facilities master plan will not include facility planning directly related to new community recreation needs. This will be included in the master recreation planning process. Current recreation facilities will be included in the assessment of existing space.

c) A strategic priority for the organization is the implementation of the changes as outlined in the organizational review. Identifying staff placements and workspace requirements are an integral part of the planning process.

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d) Developing a facilities master plan for the organization would have organizational-wide impacts. It will be important for the process to include input and feedback from all civic divisions/departments, particularly regarding current constraints and opportunities.

e) The process of developing a long term facilities master plan should include:  Inventory of current facilities and lands  Review of historic and current facilities including conditions, utilization and potential impact of additional growth on needs over the next 25 years  discussions with service and program providers and other stakeholders such as the RCMP to determine whether facilities currently meet functional requirements and what changes are required as the City continues to grow  review of the City's asset management data to confirm the adequacy of existing facilities  review of space standards to accommodate staffing as exists today and as growth occurs  review of trends related to facilities use  survey/feedback from all civic divisions/departments on utilization, workspace constraints and opportunities  review of statutory requirements  review of strategic planning directions  review of current and expected service and program requirements  Capital development/renewal timing and costing

f) City administration and operations facilities are to be under review include:  Fort St. John City Hall  Fort St. John City Protective Services Office  City of Fort St. John RCMP Detachment  City of Fort St. John Public Works Operations  City of Fort St. John Fire Hall (New)  City of Fort St. John Fire Hall (current)  Pomeroy Sports Centre  North Peace Arena  North Peace Leisure Pool  Fort St. John Kids Arena Fieldhouse  Fort St. John Curling Rink  North Peace Cultural Centre  Water Treatment Plan  Passivhaus

4. Mandatory General Requirements:

a) The consulting firm(s) shall:  examine current facilities for functional suitability and remaining life  examine historical demand for services and make projections based on population trends  examine current and projected staffing based on population trends and projected service changes  identify potential consolidations of functions  identify facilities that may be redundant or surplus (based on a number of factors, including building life, purpose)

PAGE 18 Fort St. John - Municipal Facilities Master Plan

Administration Report No. Page 153 of 211 0298/13

 develop strategy options and phasing strategies with order-of-magnitude costs  provide recommendations based on projected needs balancing factors including, but not limited to, cost, functionality, lifecycle and staffing needs

b) Provide THREE (3) bound copies and an electronic version containing a complete copy of the Report in all respects including colour content in one file, Adobe .pdf Version 6 or later of the final report to the City of Fort St. John.

c) Make presentation of the final report to the City within four (4) weeks of submission to the City.

d) Timeline:  The submission of the final report shall be made to the City no later than March 31, 2014.

e) References:  The Proponent must state a minimum of one (or more) municipalities and/or organizations with whom they have performed similar work during the past three (5) years. State municipality name, contact person and valid phone number for this contact person.

PAGE 19 Fort St. John - Municipal Facilities Master Plan

Administration Report No. Page 154 of 211 0298/13

CITY OF FORT ST JOHN MUNICIPAL FACILITES MASTER PLAN

SECTION 3: EVALUATION OF PROPOSALS SUBMITTED

1. No Obligation:

The City will not necessarily accept the lowest price or any Proposal. Any implication that the lowest price or any Proposal will be accepted is hereby expressly negated.

2. Selection:

The selected proposal submission will be chosen based upon evaluation criteria developed by the City which in its sole discretion will determine the manner in which each response to this Request for Proposal meets the evaluation criteria. The City, at its sole discretion, may clarify any aspect of the RFP of any proposal with any Proponent at any time. Without limiting the generality of the foregoing, the City may negotiate with one or more Proponents, at a time.

3. Evaluation Criteria Grid:

Rating Description and Points

# Description Points

a Understanding of the Project 25

b Organizational Chart and Project Team Experience 10

c Vendor Profile / Experience 10

d Workload Capacity of The Firm 10

e Fees 30

f Added Value 15

Total Points Available 100

4. Evaluation of Proposals:

The proposals will be evaluated by the City based on the following criteria: The numbers below describe each criteria stated in the Criteria Grid (3.3 Evaluation Criteria Grid):

a) Understanding of the Project  The submission shall indicate each proponent’s understanding of the project and how they will assess the objectives of the work.

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b) Organizational Chart and Project Team Experience  Provide an organization chart including the names of key personnel who will be assigned to the project, including a summary of experience for each of the individuals. The team members identified in the submission shall be assigned to the project for its duration. Removals and/or substitutions require prior approval from the City.

c) Vendor Profile / Experience  Provide a company history such as years of service, number of employees, technical support staff availability, office locations and experience in the providing similar assessments. Include references of existing clients.

d) Workload Capacity  Provide a detailed summary of the firm’s current workload complete with a list of current staff and manpower available for this project. List the availability of specific team members that will be assigned to this project.

e) Fees  The submission shall include the proposed fixed fee amount for the services detailed in this RFP. Submit this fee on the form provided in this RFP, signed by an authorized official of the firm to bind the firm to the fee and the statements made in the proposal.

f) Added Value  List or suggest any additional items or options that would provide the City of Fort St. John with a benefit to increase their operational needs through the use of the product not identified in the RFP.

5. Agreement:

After completion of the evaluation stage, the successful Bidder will be required to enter into an agreement per a Purchase Order issued by the City which will include a statement that the Bidder’s solution is fully compatible and functional with the City’s requirements.

PAGE 21 Fort St. John - Municipal Facilities Master Plan

Administration Report No. Page 156 of 211 0298/13

CITY OF FORT ST JOHN MUNICIPAL FACILITES MASTER PLAN

SECTION 4: PROPOSAL SUBMITSSION REQUIREMENTS

1. Submission Envelope and Location of Submission:

Proposals may be delivered via mail, courier or other personal delivery or via email. Proposals delivered via mail, courier or other personal delivery must be inserted into a sealed envelope or packing with the Proponent’s Company name and address and RFP - Municipal Facilities Master Plan clearly stated and addressed to:

City of Fort St. John, City Hall 10631 – 100 Street Fort St. John, BC V1J 3Z5 Attention: Victor Shopland, Director of Infrastructure and Capital Works

Proposals delivered via email must be delivered to [email protected]

2. Proposals to be Delivered Prior to Closing Date and Time:

Proposals must be delivered only to the above stated addresses no later than the closing date and time stated in this RFP. Proposals submitted later than this stated date and time may not be accepted. Proposals delivered to any other address, City facility or email may be cause for the non-receipt of the Proposals.

3. Contents of Proposals:

 Bidders to submit one (1) Original Proposal (marked Original) and two (2) copies complete in all respects including any color pages and details (marked Copy).

 Bidders must submit an electronic version containing a complete copy of the Proposal in all respects including colour content in one file, Adobe .pdf Version 6 or later.

 Bidders to structure their Proposal to respond to all requirements of this RFP including a structured and complete response to the Evaluation Criteria of this RFP.

 Bidders to state complete pricing details for all requirements of this RFP on a separate page or pages and this page must include the Bidder’s Company Name and address and must be signed by an authorized officer of the Bidder’s Company who has the authority to bind the Company.

Name of Bidder’s Company

Signature of Authorized

Officer

PAGE 22 Fort St. John - Municipal Facilities Master Plan

Administration Report No. Page 157 of 211 0298/13

REQUEST FOR DECISION

File # 5500-02 Report To: Mayor and Council From: Director of Legislative and Administrative Services Presenter: Director of Legislative and Administrative Services Subject: Administration Report No. 0299/13 Ratification of Council Survey Poll - Site C Joint Review Panel Submission Meeting: Regular Council Meeting Date: 09 Dec 2013

RECOMMENDATION:

"THAT, the following Council Survey Poll conducted via email on November 22, 2013 be ratified:

THAT, the document entitled "Direct Financial Impacts of Site C Construction on the City of Fort St. John" that was originally presented to Council at the Closed Council meeting of August 26, 2013 and subsequently amended for presentation to BC Hydro on September 24, 2013 be released as a public document and attached to the City's presentation material for the Site C Joint Review Panel's consideration." CITY MANAGER'S COMMENTS:

Not applicable.

KEY ISSUES(S)/ CONCEPTS DEFINED: As part of the City's submission to the Site C Joint Review Panel, staff needed to attach the direct financial impacts of Site C construction as part of the supporting documentation. This document was only presented in a closed meeting thus a resolution was required to allow the document to be released as a public document. Submissions to the Joint Review Panel were required to be made prior to the next regular Council meeting therefore a Council Survey Poll was conducted. The votes were as follows:

Administration Report No. Page 158 of 211 0299/13 YES NO N/A Lori Ackerman X Trevor Bolin X Bruce X Christensen Dan Davies X Larry Evans X Gord Klassen X Byron Stewart X

RELEVANT POLICY: N/A

ALTERNATIVE RECOMMENDATION: N/A

IMPLICATIONS OF RECOMMENDATION

COMPLIANCE WITH STRATEGIC GOALS:

COMPLIANCE WITH STRATEGIC PRIORITIES: N/A

GENERAL: N/A

ORGANIZATIONAL: N/A

FINANCIAL: N/A

FOLLOW UP ACTION: The City's presentation material was submitted to the Site C Joint Review Panel.

COMMUNITY CONSULTATION: N/A

COMMUNICATION: N/A

OTHER COMMENTS: N/A

Attachments:

Administration Report No. Page 159 of 211 0299/13 Financial Impacts of Construction Workforce

RESPECTFULLY SUBMITTED: Laura Howes, Deputy City Clerk 02 Dec 2013

Administration Report No. Page 160 of 211 0299/13

City of Fort St. John

Direct Financial Impacts of Site C Construction on the City of Fort St. John

CONFIDENTIAL

SUMMARY REPORT SEPTEMBER 2013

Administration Report No. Page 161 of 211 0299/13

Table of Contents

1. Part 1 – Approach ...... 1 2. Part 2 – Financial Impacts Analysis ...... 4 2.1. Objective of the Analysis ...... 4 2.2. Context of the Analysis ...... 4 2.3. Approach, Methodology and Assumptions ...... 5 2.4. More Detailed Methodology and Outcomes of the Analysis ...... 8 3. Summary ...... 21

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1. Part 1 – Approach

The City of Fort St. John and B.C. Hydro have reached tentative agreement on a number of principles which have direct bearing on this analysis of the financial impacts of Site C construction on the City. These principles are set out below.

1. The parties will take a collaborative, partnership approach to seeking overall solutions to impacts and opportunities for mutual benefit.

2. The parties will take a positive, proactive approach so that the Project can be undertaken in a manner that leaves the City better off.

3. The parties acknowledge that any agreement between the City and BC Hydro will not interfere with the autonomy of the City or BC Hydro’s Board of Directors to carry out their mandates consistent with the legal authority provided to each under relevant provincial legislation and to make decisions that are in the interests of, respectively, City residents and taxpayers, and BC Hydro ratepayers.

4. The parties agree that the City will not experience any new net cost on services, or reduced levels of service to the community as a result of the Project.

5. The parties will explore a continuum when seeking solutions to impacts, extending from avoidance to mitigation as well as the potential to offset impacts through other measures.

6. Tentative principle pending understanding of the City’s proposed funding framework: Alignment with the City’s vision and strategic plan as well as with BC Hydro’s values and corporate goals.

The City and B.C. Hydro acknowledge that projecting the financial impacts on the City of Fort St. John which would result from the construction of the Site C Clean Energy Project is a challenging exercise. Some of the key issues faced by both parties in this regard include:

 Developing accurate forecasts of population growth attributable to Site C within the City, surrounding rural area (Electoral Area C) and construction camps;

 Projecting population growth within the City and Electoral Area C linked to other economic activity in the region, including natural gas (exploration, production and conveyance) and mining developments;

 Identifying capital projects which are required to support growth, and which can be reasonably advanced from financial, constructability, political, approval process and other perspectives within the nine year Site C construction time frame; and

 Ensuring that the City has available the appropriate operations workforce to deal with the myriad service demands which will arise during Site C construction.

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Given these challenges and uncertainties, the City is advancing the following approach to addressing the financial impacts of Site C on the City of Fort St. John:

 The fundamental approach is cost-based, which reflects the manner in which both the City and B.C. Hydro operate under pertinent Provincial legislation;

 A ‘Base Line’ level of population growth and associated funding from B.C. Hydro to the City would be established to represent the minimum level of growth that the City believes would occur as a result of Site C, along with a capital program which includes the essential capital projects which the City anticipates would be required to support growth over the Site C construction period;

 A ‘Maximum Exposure’ level of population growth and associated funding from B.C. Hydro to the City would be established which captures a higher level of growth anticipated by the City. The ‘Maximum Exposure’ scenario proposes a capital program that includes the capital projects proposed under the Base Line scenario as well as additional projects that are in preliminary planning stages which the City may advance over the next decade to accommodate growth.

 B.C. Hydro would be required to fund City costs attributable to Site C growth which exceed those envisioned in the ‘Base Level’ scenario. The difference between ‘Base Line’ and ‘Maximum Exposure’ levels of funding would be set aside by B.C. Hydro in the form of an Impact Bond upon approval of Site C;

 An independent monitoring program is proposed that would protect both the City and B.C. Hydro in addressing unforeseen impacts. The program would provide for monitoring of indicators that are relevant to assessing the impact of the Site C construction workforce on the City’s servicing costs. These indicators include rate of growth, changes in the cost of providing services, changes in revenues and related considerations;

 Funds for City costs which exceed the ‘Base Line’ level of funding would be drawn from the Impact Bond by the independent monitor who would be autonomous from B.C. Hydro and the City.

 If the Impact Bond is drawn upon for the purpose described above, it would not diminish the ability to mitigate other impacts which may arise from Site C construction and that would need to be addressed by B.C. Hydro (such as transportation system improvements to address traffic, and water system improvements to address compromised quality or quantity of, or access to, the City’s water supply); and

 The process described above will be entrenched in a legal agreement (Mitigation Agreement) between B.C. Hydro and the City of Fort St. John.

Figure 1 provides a graphic depiction of the proposed approach for addressing Site C related financial impacts on the City during the construction phase of the project.

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Figure 1: Conceptual Depiction of Proposed Approach to Address Financial Impacts

Broad Concept for Addressing Financial Impacts on City During Construction Phase

Maximum Exposure Funding Amount of Bond

Base Line Funding

Bond reflects uncertainty:

- Population growth - Council decisions concerning capital projects - Success of referenda - Construction cost escalation - Inflation

2014 2015 2016 2017 2018 2019 2020 2021 2022

 The City would consider one of two methods for receiving Base Line funding from B.C. Hydro:

o Lump Sum - provided to the City upon approval of the Site C project and in advance of construction; the lump sum would include appropriate indexing to reflect anticipated inflation.

o Annual Payment – provided to the City on an annual basis, with each payment received a year in advance of the time when it is required by the City. Payments would begin on approval of the Site C project. The City and B.C. hydro would also agree on an annual basis to establish the adjustments required to reflect inflation and changes in construction cost indices to be used in the coming year.

In addition to the financial impacts on the City due to Site C construction, the City will continue its discussions with B.C. Hydro regarding the following dimensions of the project and its effects on the City:

 Staff costs for B.C. Hydro meetings, consultation, special studies and monitoring;

 Mitigation for potentially impacted City services (water supply, transportation network);

 Special services to construction camps (such as fire protection, water supply and transit) if such services are requested by B.C. Hydro and contract arrangements can be agreed to between the City and B.C. Hydro; and

 85th Avenue lands.

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2. Part 2 – Financial Impacts Analysis

2.1. Objective of the Analysis

The major impacts on the City of Fort St. John associated with the Site C project will occur during the construction phase of the project given:

 Its proximity of the project to the City (7 km from City centre);

 The duration of the construction period (9 years); and

 The size of the construction workforce.

While the majority of the construction workforce will be accommodated in the camps, it is anticipated that a portion of the construction workforce will locate within the North Peace region most notably in the City of Fort St. John and the rural areas surrounding it.

This analysis focuses on the population impacts on City services and facilities associated with the incoming direct construction workforce, as well as the indirect and induced workforce. The analysis projects financial impacts of expanding the capacity of these services and facilities to accommodate the increased population growth. The objective of the analysis therefore is to estimate the direct financial impacts on the City associated with Site C construction due to population growth associated with the in- migration of the Site C workforce to the community.

The analysis assumes that impacts on City services will be a result of three in-migrant groups:

 Workers and their families that choose to locate within the City of Fort St. John;

 Workers and their families that choose to locate within the rural areas surrounding the City of Fort St. John (Electoral Area C); and

 Workers located in the camps.

Not all groups will impact City services to the same extent. For example, workers residing within the City will impact City services to a greater extent than workers locating in the rural areas surrounding the City. Moreover, workers in rural areas will impact City services more than those located in the camps.

2.2. Context of the Analysis

The analysis to assess the impacts of the construction workforce on City services, facilities and finances is not the only measure being taken by the City to address potential impacts associated with the Site C project. Figure 2 indicates the core issues that the City is in the process of addressing with B.C. Hydro. Those in yellow text have already been addressed while the other issues remain to be addressed. The analysis advances the positions of the City set out in its Position Paper already submitted to B.C. Hydro and its submissions on the Environmental Impact Statement (submitted to the Canadian Environmental Assessment Agency and BC Environmental Assessment Office on March 29, 2013).

Administration Report No. Page 166 of 211 0299/13 Confidential

CORE ISSUES

Population Growth Community Services

Independent Monitoring Air Quality

Traffic & Roads City Contract Services to Camps

Reservoir Clearing Local Economic Development

Housing City Service and Financial Impacts

Noise & Vibration Effects 85th Avenue Lands

Water Supply Policing & Security Aggregate

City Staff Costs Regional Legacy

Payment in Lieu of Taxes

Figure 2: Potential impacts that the City is in the process of addressing with B.C. Hydro

2.3. Approach, Methodology and Assumptions

The overall approach taken in the analysis is shown in Figure 3. The analysis focused only on future growth and the costs associated with providing services and facilities to accommodate future growth within the nine year construction period for Site C. It did not address the City’s broader costs associated with providing services and facilities to the existing population. The analysis was carried out on the basis of the financial impacts on the City associated with population growth within the its boundaries, growth in Electoral Area C and the population in the camps. As indicated previously, population growth in both Electoral Area C and the camps will impact the City’s services and its costs but not to the same degree as population growth within its boundaries. The impact on population growth in the rural areas surrounding the City and in the camps is acknowledged by B.C. Hydro in its Environmental Impact Statement (EIS) for the Site C project. Page 16-11 of the EIS document notes ‘It is anticipated that workers settling in communities and those living in camp would place increased demand on local services, but in different ways.

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Figure 3: Overview of Financial Analysis

Step #1: Population projections: • In City • Electoral Area – C • Camps

Step #2: Projection of growth Step #3: Projection of growth related capital and debt services related operating costs costs

Step #4: Projection of total annual operating costs: • In City • Electoral Area – C • Camps

Step #5: Projection of total annual City revenues: • In City • Electoral Area – C • Camps

Step #6: Projection of net annual City costs: • In City • Electoral Area – C • Camps

Step #7: Determination of Site C related costs: • In City • Electoral Area – C • Camps

The analysis was carried out using a spreadsheet-based financial simulation model and involved the following steps.

Step 1 – Population projections using various assumptions concerning:

 the extent of indirect/induced employment that would occur within the North Peace region;

 the percentage of the incoming construction workforce (direct and indirect/induced) that would locate in the communities of the North Peace region as opposed to the camps; and

 the percentage of the direct construction workforce and indirect/induced workforce that would locate within the City of Fort St. John.

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Step 2 – Projection of annual capital and debt-servicing costs including infrastructure and community facilities that would be required to accommodate increased population growth.

Step 3 – Projection of annual operating costs including staffing and other operating costs.

Step 4 – Projection of total annual costs (capital, debt service and operating) attributable to population growth.

Step 5 – Projection of annual revenues attributable to growth.

Step 6 – Projection of annual net costs attributable to growth.

Step 7 – Calculation of total annual net costs attributable to Site C - related population growth.

The following assumptions were made in the analysis.

 The City of Fort St. John, along with other communities in the Peace Region, receives funds from the Province under an agreement referred to as Fair Share which runs to 2020. This agreement provides grants to communities in the region that accommodate the workforces of the oil and gas industry in the region yet have no direct access to the rural oil and gas industrial tax base. The Province has indicated its intention to extend the agreement beyond 2020 with some adjustments. It is anticipated that the extension of the agreement may also reflect the potential development of LNG facilities and the need to accommodate the growth associated with LNG development. Fair Share funds have not been considered to help offset Site C related costs, but may be used to offset future infrastructure needs related to population growth attributable to oil and gas industry development.

 Only growth-related capital projects (or the growth component of multiple benefit projects) were used in the analysis.

 The proposed replacement and expansion of the North Peace Leisure Pool would be funded on a regional basis with rural areas contributing to both capital and operating costs.

 Alternate capital programs were assumed which sought to differentiate between capital projects that were planned and deemed essential to accommodate growth and projects that are in the preliminary planning stages that may be considered for implementation during the nine year construction phase of the project to accommodate growth.

 Capital programs were developed on the basis of existing plans and by-laws (e.g. Development Cost Charge By-law), existing capital plans and discussions with senior City staff and Council.

 The source of funding for all major capital projects was debenture borrowing assuming a twenty year amortization period and prevailing Municipal Finance Authority interest rates. Whenever possible, the City would apply for grants and seek partnerships for funding of capital projects to reduce the amount of funding to be borrowed.

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 Operating costs were generally projected on an average cost basis (per capita) although adjustments were made to provide for the staffing and operating cost implications associated with the development of major new facilities such as the satellite fire hall, and the City’s ongoing staff restructuring program which is intended to provide more efficient and effective services to the needs of a growing community.

 Impacts on the City’s operating costs associated with growth in Electoral Area C and in the camps were adjusted to reflect reduced impacts from that associated with population growth in the City itself.

 Projections of future assessment values and property tax revenues was based on current average values for residential properties of varying types as well as the current tax rates. Business assessments were projected on the basis of the current relationship between residential and business assessment.

The analysis was carried out in constant 2013 dollars.

2.4. More Detailed Methodology and Outcomes of the Analysis

The following section describes the methodology used in the various steps of the analysis, as well as the outcomes. As described in Part 1 of this document, two alternative futures are envisioned. The first is the ‘Base Line’ scenario which represents the minimum level of growth that the City believes would occur as a result of Site C construction , along with a capital program which includes only the projects which have been planned by the City and identified as essential to accommodating future growth. The second scenario is entitled ‘Maximum Exposure’, captures a higher level of growth anticipated by the City, along with a capital program that includes both the essential projects identified in the `Base Line` scenario and capital projects which are in the preliminary stages of planning that may proceed in the next ten year period.

Step 1 – Population Projections

Population growth within the City and the rural areas surrounding the City (Electoral Area C) attributable to both background growth and Site C-related growth was projected for the nine year construction period. Given the uncertainty surrounding future population growth within the City and rural areas, two scenarios were developed and analyzed. The scenarios differed on the basis of the following:

 The number of workers that would reside in-community (North Peace ) versus the number that would reside in the camps;

 The percentage of the workers residing in-community that would reside within the City of Fort St. John; and

 The number of indirect and induced jobs that would be created within the Northeast Development Region versus elsewhere in the Province.

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The two scenarios developed based on the assumptions shown in Table 1 are the Base Line and Maximum Exposure scenarios.

Background population growth without Site C was derived directly from B.C. Hydro’s Environmental Impact Statement (p. 28-14, Figure 28.9).

Table 1: Summary of Scenarios Developed

Maximum Variable Base Line Exposure Direct construction 20% 20% workers reside in-camp or in-community in-community in-community?

If in-community, which one? 67% FSJ 90% FSJ

Number of indirect/induced 20% in region 20% in region jobs in the Peace Region?

The population projections for the City based on these two scenarios are shown in Table 2 for the nine year construction period. The table identifies the growth that would occur without Site C and then adds the incremental growth that would occur with Site C based on the assumptions made under the two scenarios above. The population projections for Electoral Area C are shown in Table 3 while the population in the two camps is totalled and shown in Table 4.

Table 2: Population Projections for the City of Fort St. John

Population City of Fort St. John Population with Site C Year Without Base Line Maximum Exposure Site C Site C # Total Site C # Total 2014 21,923 228 22,151 306 22,229 2015 22,438 602 23,040 809 23,247 2016 22,688 778 23,466 1,045 23,733 2017 22,928 832 23,760 1,117 24,045 2018 23,161 1,072 24,233 1,440 24,601 2019 23,365 1,217 24,582 1,634 24,999 2020 23,701 1,141 24,842 1,533 25,234 2021 24,047 854 24,901 1,147 25,194 2022 24,390 370 24,760 497 24,887

Administration Report No. Page 171 of 211 0299/13 Confidential

Table 3: Population Projections for Electoral Area C

Population Electoral Area C Population with Site C Year Without Base Line Maximum Exposure Site C Site C # Total Site C # Total 2014 6,814 78 6,892 24 6,838 2015 6,950 208 7,158 63 7,013 2016 7,089 268 7,357 81 7,170 2017 7,231 286 7,517 87 7,318 2018 7,296 370 7,666 112 7,408 2019 7,362 419 7,781 127 7,489 2020 7,421 393 7,814 119 7,540 2021 7,473 294 7,767 89 7,562 2022 7,555 127 7,682 39 7,594

Table 4: Population Projections for the Two Camps

Camp Population Year Base Line and Maximum Exposure Total 2014 137 2015 474 2016 646 2017 624 2018 749 2019 1,294 2020 1,158 2021 726 2022 220

The share of total growth attributable to the incoming Site C construction workforce was calculated for each of the scenarios for the City and Electoral Area C. This percentage is important as it is used in the allocation of net costs to Site C and background growth by the financial simulation model. The share of the population growth attributable to Site C is shown in Table 5.

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Table 5: Share of population growth attributable to Site C (based on Site C growth as a percentage of total City growth)

Year Share of Population Growth Attributable to Site C (in percent %)

Base Line Maximum Exposure

2013 - - 2014 39.91 47.13 2015 41.23 48.52 2016 41.25 48.53 2017 38.16 45.31 2018 40.40 47.66 2019 40.54 47.79 2020 34.98 41.95 2021 25.71 31.74 2022 11.63 15.03 Average 34.87 41.52

Step 2 – Projection of Annual Capital and Debt Service Costs

Future growth will require the City to expand its infrastructure services as well as its facilities. A capital program was developed based on the following:

 The analysis carried out in support of the Development Cost Charge By-law for water and sanitary sewer. This analysis was based on engineering assessments and identified specific infrastructure projects that are required to provide the necessary capacity in the City’s water and sanitary sewer systems to accommodate future growth;

 An engineering analysis carried out for the City to identify road and storm water upgrading requirements including capacity increases;

 Meetings with senior City staff and Council to identify capital facility requirements over the next nine year period; and

 City’s 2013 adopted annual budget.

The timing of capital projects was based on the population thresholds identified in the engineering analysis or the required timing to expand existing facilities such as the police building. As some projects involved both an increase in capacity (growth-related) as well as an increase in standards or level of service (non-growth-related) appropriate adjustments were made so that only growth-related costs were included in the analysis.

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It was assumed that the funding for major projects would be through debenture borrowing. This required the capital costs to be amortized over a twenty year period using the prevailing MFA rate. Application would be made for grant funding for all eligible projects to reduce the amount of funds to be borrowed. It is also proposed that future growth should also contribute to existing debt service costs as this growth would benefit from the facilities and infrastructure already constructed.

While the capital plan is reasonably complete, the traffic impact assessment currently being undertaken by B.C. Hydro and the City may identify additional road upgrading projects which should be added to the capital plan. In addition, B.C. Hydro would be required to fulfill the direction set out in the Environmental Impact Statement to fund mitigation measures to address impacts with respect to quality, quantity and access of/to the City’s water supply should any of these effects occur.

The proposed capital program is shown in Table 6 (see following page). Projects that have not been highlighted are planned projects deemed essential to accommodate growth and are included in the Base Line scenario. Projects that are highlighted are projects that are in the preliminary planning stages and may proceed in the next ten year period to address future growth. Projected future debt service costs are shown in Table 7.

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Confidential - Draft

Table 6: Assumed Capital Program

2014 2015 2016 2017 2018 2019 2020 2021 2022 2023 2024

Indoor Pool (regional facility) - 8,445,000 FSJ Share 33% Multiplex Facility / Fieldhouse / 25,000,000 Indoor Playspace 33% Library 5,000,000 5,000,000 33% Neighbourhood Parks 500,000 500,000 500,000 500,000 100% New Police Building 10,000,000 30,000,000 33% Public Works Building for 3,000,000 Parks 33% Second Fire Hall and 2,000,000 8,000,000 Equipment 100% Water 2 @ 50% - 750,000 - 500,000 4,500,000 5,600,000 9,500,000 - - - - 2 @ 100% Sanitary Sewer 5 @ 33% - 1,252,000 - 870,000 7,500,000 - - 4,440,000 6,390,000 - 3,825,000 5 @ 100% Roads 3 @ 50% 7,575,000 12,480,000 9,060,000 - 3,000,000 4,890,000 - - - 6,120,000 3,690,000 1 @ 75% 10 @ 100% Storm Drainage ------3,750,000 2 @ 33%

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Table 7: Projected Future Debt Service Costs

2014 2015 2016 2017 2018 2019 2020 2021 2022 BASE LINE - Debt Service Costs Total Cumulative Debt 605,625 2,057,031 2,667,343 4,132,626 5,043,876 5,459,751 6,231,501 6,602,964 6,602,964 Service Costs Transfers to 52,204 133,540 172,382 199,251 242,478 274,373 298,135 303,527 334,874 Reserves Total Debt Service and 657,829 2,190,481 2,839,725 4,331,876 5,286,354 5,734,124 6,529,635 6,906,491 6,937,838 Capital Costs

2014 2015 2016 2017 2018 2019 2020 2021 2022 MAXIMUM EXPOSURE - Debt Service Costs Total Cumulative Debt 605,625 2,619,531 4,057,607 4,780,389 6,373,389 7,619,728 8,137,228 8,137,228 8,137,228 Service Costs Transfers to 59,333 152,368 196,783 225,297 276,110 312,483 333,960 365,581 396,927 Reserves Total Debt Service and 664,958 2,771,898 4,254,390 5,005,686 6,649,499 7,932,211 8,471,188 8,502,809 8,534,156 Capital Costs

Step 3 – Projection of Annual Operating Costs

In addition to capital and debt service costs, future growth will also result in increased operating costs. Future operating costs were projected for all key areas of municipal service delivery as set out in the City’s Audited Financial Statements. The following information and approach was used to project the impact of future population growth on the City’s operating costs:

 In general, operating costs were projected on a per capita basis using the City’s 2013 Annual Budget as a base;

 In cases where additional facilities are proposed to be added (e.g. new satellite fire hall) the per capita approach was modified to reflect the need to add additional staff; and

Administration Report No. Page 176 of 211 0299/13 Confidential - Draft

 The City’s staffing restructure plan was also reflected in future operating costs given that the existing and projected future expansion in the number of staff has resulted in the need to restructure the organization of the staff in order to effectively and efficiency address the needs of the growing community.

While growth in Electoral Area C and the camp population will impact City operating costs, it is projected that not all City services will be impacted. Also, it is projected that in cases where City services are impacted, they will not be impacted to the same degree as would be the case if the population growth had occurred within the City itself. Table 8 below identifies the City services that would be impacted by population growth in the City, Electoral Area C and the camps and also identifies the relative difference in the per capita costs.

Table 8: Projected Impacts on Operating Costs by Worker Place-of-Residence

Pool

Other

Water

Sewer

Transit

General

Services Services

Protective

Recreation

Government

Amortization

Public Health Public

NorthLeisure

Environmental Transportation

Workers Residing 100% 100% 100% 100% 100% 100% 100% 100% 100% 100% 100% 100% in City Workers Residing 25% 60% 15% 10% 10% 50% 33% 10% in Rural Areas Workers 5% 20% 20% 20% 20% in Camps

Table 9 projects the impacts on the City’s operating costs attributable to population growth within the City, Electoral Area C and the two camps under the Base Line and Maximum Exposure scenarios.

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Table 9: Total Growth-Related Operating Costs

Total Growth Related 2014 2015 2016 2017 2018 2019 2020 2021 2022 Operating Costs BASE LINE - City of Fort St. John Growth Related Costs 1,450,068 3,169,230 4,136,506 4,773,299 6,512,108 7,128,031 7,696,104 7,783,697 7,804,814 Incurred by Year BASE LINE - Electoral Area C Growth Related Costs 164,029 329,554 453,387 552,951 645,670 717,232 737,767 737,767 737,767 Incurred by Year BASE LINE - Camp Growth Related Costs 33,095 114,503 156,053 156,053 186,249 317,903 317,903 317,903 317,903 Incurred by Year Total Growth Related Operating 1,647,192 3,613,287 4,745,946 5,482,303 7,344,026 8,163,166 8,751,774 8,839,367 8,860,484 Costs Incurred by Year

Total Growth Related 2014 2015 2016 2017 2018 2019 2020 2021 2022 Operating Costs MAXIMUM EXPOSURE - City of Fort St. John Growth Related Costs 1,587,278 3,525,421 4,585,426 5,248,002 7,141,485 7,841,925 8,358,064 8,366,877 8,356,246 Incurred by Year MAXIMUM EXPOSURE - Electoral Area C Growth Related Costs 130,426 239,324 337,022 429,118 485,123 535,528 567,264 580,954 600,866 Incurred by Year MAXIMUM EXPOSURE - Camp Growth Related Costs 33,095 114,503 156,053 156,053 186,249 317,903 317,903 317,903 317,903 Incurred by Year Total Growth Related Operating 1,750,799 3,879,248 5,078,500 5,833,173 7,812,856 8,695,355 9,243,230 9,265,734 9,275,015 Costs Incurred by Year

Administration Report No. Page 178 of 211 0299/13 Confidential - Draft

Step 4 – Projection of Total Annual Costs Attributable to Growth

The projection of future impacts on City operating costs as well as future capital and debt service costs provided the basis for projecting future total costs attributable to growth. As indicated earlier, the model only projects the costs of growth occurring within the nine year Site C construction period. Step 6 (below) provides additional detail in this regard.

Step 5 – Projection of Annual Revenues Attributable to Future Growth

While growth will impact the City’s capital and operating costs, it will also produce revenues to assist in off-setting these costs. The projected revenues differ based on where the population growth is occurring. For example, in the City revenues include property taxes from residential and commercial development, utility taxes, sale of services (from various types of user fees) and development cost charge revenues. Population growth in Electoral Area C and in the camps will not generate property tax revenues for the City (as they are outside of City boundaries) nor will it result in revenues from utility taxes or development cost charge revenues. There will be revenue from sale of services to people who live outside of City boundaries for services such recreation facilities. Table 10 describes the projected revenues over the nine year construction period that will be received from the City arising from the City proper, Electoral Area C and the camps.

Administration Report No. Page 179 of 211 0299/13 Confidential - Draft

Table 10: Growth-Related Revenue Projections

2014 2015 2016 2017 2018 2019 2020 2021 2022

BASE LINE - City Of Fort St. John Property Tax 789,368 1,457,596 1,777,804 1,998,793 1,994,329 2,256,659 2,452,091 2,496,439 2,496,439 Revenue Developer Contributions 406,867 633,211 343,884 237,329 381,825 281,727 209,882 47,627 - (DCCs) Sales of Services - 240,887 468,169 418,085 431,982 555,474 580,419 599,875 557,568 519,298 Other Total Revenues 1,437,122 2,558,976 2,539,773 2,668,103 2,931,627 3,118,805 3,261,849 3,101,635 3,015,737 BASE LINE - Electoral Area C Total Revenues from Sales of 19,754 32,847 40,857 47,682 54,696 59,447 58,935 54,556 49,406 Services BASE LINE - Camp Total Revenues from Sales of 6,711 23,220 31,646 30,568 36,691 63,389 56,727 35,564 10,777 Services

2014 2015 2016 2017 2018 2019 2020 2021 2022

MAXIMUM EXPOSURE - City Of Fort St. John Property Tax 847,997 1,613,190 1,978,498 2,213,016 2,270,941 2,570,102 2,746,743 2,746,743 2,746,743 Revenue Developer Contributions 462,425 725,094 392,319 251,859 448,826 321,282 189,701 - - (DCCs) Sales of Services - 273,780 535,306 477,188 483,171 637,013 661,173 657,424 590,166 540,036 Other Total Revenues 1,584,202 2,873,589 2,848,005 2,948,046 3,356,779 3,552,557 3,593,869 3,336,909 3,286,779 MAXIMUM EXPOSURE - Electoral Area C Total Revenues from Sales of 15,707 23,382 30,606 37,622 40,526 44,260 45,980 46,305 48,132 Services MAXIMUM EXPOSURE - Camp Total Revenues from Sales of 6,711 23,220 31,646 30,568 36,691 63,389 56,727 35,564 10,777 Services

Step 6 – Projection of Net Annual Costs Attributable to Growth

The net costs to the City were calculated on an annual basis over the nine year construction period by simply subtracting projected annual revenues from projected annual costs. These calculations, as shown in Table 11 below, were carried out for the City, Electoral Area C and the camps and then combined to project the total net costs for each year.

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Table 11: Net Costs

2014 2015 2016 2017 2018 2019 2020 2021 2022 BASE LINE - City of Fort St. John Total Costs 2,107,898 5,359,710 6,976,231 9,105,176 11,798,461 12,862,155 14,225,739 14,690,188 14,742,652 Total 1,437,122 2,558,976 2,539,773 2,668,103 2,931,627 3,118,805 3,261,849 3,101,635 3,015,737 Revenues City Total 670,775 2,800,735 4,436,458 6,437,073 8,866,834 9,743,350 10,963,890 11,588,554 11,726,915 Net Costs BASE LINE - Electoral Area C Total Costs 164,029 329,554 453,387 552,951 645,670 717,232 737,767 737,767 737,767 Total 19,754 32,847 40,857 47,682 54,696 59,447 58,935 54,556 49,406 Revenues Electoral Area C 144,275 296,707 412,530 505,269 590,974 657,785 678,832 683,211 688,361 Total Net Costs BASE LINE - Camp Total Costs 33,095 114,503 156,053 156,053 186,249 317,903 317,903 317,903 317,903 Total 6,711 23,220 31,646 30,568 36,691 63,389 56,727 35,564 10,777 Revenues Camp Total 26,384 91,283 124,407 125,485 149,557 254,514 261,176 282,338 307,126 Net Costs

2014 2015 2016 2017 2018 2019 2020 2021 2022 MAXIMUM EXPOSURE - City of Fort St. John Total Costs 2,252,236 6,297,319 8,839,816 10,253,689 13,790,984 15,774,136 16,829,252 16,869,686 16,890,401 Total 1,584,202 2,873,589 2,848,005 2,948,046 3,356,779 3,552,557 3,593,869 3,336,909 3,286,779 Revenues City Total 668,034 3,423,730 5,991,811 7,305,643 10,434,205 12,221,579 13,235,383 13,532,777 13,603,622 Net Costs MAXIMUM EXPOSURE - Electoral Area C Total Costs 130,426 239,324 337,022 429,118 485,123 535,528 567,264 580,954 600,866 Total 15,707 23,382 30,606 37,622 40,526 44,260 45,980 46,305 48,132 Revenues Electoral Area C 114,719 215,942 306,416 391,496 444,597 491,267 521,284 534,649 552,734 Total Net Costs MAXIMUM EXPOSURE - Camp Total Costs 33,095 114,503 156,053 156,053 186,249 317,903 317,903 317,903 317,903 Total 6,711 23,220 31,646 30,568 36,691 63,389 56,727 35,564 10,777 Revenues Camp Total 26,384 91,283 124,407 125,485 149,557 254,514 261,176 282,338 307,126 Net Costs

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Step 7 – Calculation of Net Annual Costs Attributable to Site C Construction Workforce

The net costs attributable to the incoming Site C construction workforce were determined on the basis of the ratio of the Site C-related population growth to the overall growth occurring during the nine year construction period. For example, if 35 % of the growth occurring in a given year was attributable to the Site C construction workforce, 35 % of the total net costs in that year were attributed to Site C.

There are a few exceptions to this approach. The exceptions occur in the years following the construction work force peak in 2019. As the City cannot reduce its costs quickly it will have to assume the same costs in the period 2020 to 2022 as assumed in 2019. This is due to the fact that debt service costs cannot be reduced, nor can the major operating costs such as staffing be reduced.

Given that the City must incur these higher costs, it is reasonable to assume that the contribution of B.C. Hydro should reflect the amount paid in the peak year (i.e. 2019). The net costs attributable to population growth associated with the Site C construction workforce is shown in Table 12 for both the Base Line and the Maximum Exposure scenarios.

Table 12: Net Costs Attributable to Site C

2014 2015 2016 2017 2018 2019 2020 2021 2022

BASE LINE - City of Fort St. John Projected Total Net 670,775 2,800,735 4,436,458 6,437,073 8,866,834 9,743,350 10,963,890 11,588,554 11,726,915 Costs % Site C 40% 41% 41% 38% 40% 41% 36% 34% 34% Related Net Costs Attributed 267,735 1,154,646 1,829,880 2,456,465 3,582,527 3,949,625 3,949,625 3,949,625 3,949,625 to Site C BASE LINE - Electoral Area C Projected Total Net 144,275 296,707 412,530 505,269 590,974 657,785 678,832 683,211 688,361 Costs % Site C 30% 39% 37% 32% 36% 36% 35% 35% 35% Related Net Costs Attributed 42,692 116,532 151,742 162,624 210,738 239,123 239,123 239,123 239,123 to Site C BASE LINE - Camp Projected Total Net 26,384 91,283 124,407 125,485 149,557 254,514 261,176 282,338 307,126 Costs % Site C 100% 100% 100% 100% 100% 100% 100% 100% 100% Related Net Costs Attributed 26,384 91,283 124,407 125,485 149,557 254,514 261,176 282,338 307,126 to Site C Total of all 3 Residency Areas Total Site C Related Net 336,811 1,362,462 2,106,029 2,744,574 3,942,822 4,443,261 4,449,924 4,471,086 4,495,873 Costs

Administration Report No. Page 182 of 211 0299/13 Confidential - Draft

2014 2015 2016 2017 2018 2019 2020 2021 2022

MAXIMUM EXPOSURE - City of Fort St. John Projected Total Net 668,034 3,423,730 5,991,811 7,305,643 10,434,205 12,221,579 13,235,383 13,532,777 13,603,622 Costs % Site C 47% 49% 49% 45% 48% 48% 44% 43% 43% Related Net Costs Attributed 314,866 1,661,323 2,907,938 3,310,207 4,973,234 5,840,524 5,840,524 5,840,524 5,840,524 to Site C MAXIMUM EXPOSURE - Electoral Area C Projected Total Net 114,719 215,942 306,416 391,496 444,597 491,267 521,284 534,649 552,734 Costs % Site C 11% 16% 15% 13% 14% 15% 14% 14% 13% Related Net Costs Attributed 13,136 35,373 45,827 49,391 63,873 72,497 72,497 72,497 72,497 to Site C MAXIMUM EXPOSURE - Camp Projected Total Net 26,384 91,283 124,407 125,485 149,557 254,514 261,176 282,338 307,126 Costs % Site C 100% 100% 100% 100% 100% 100% 100% 100% 100% Related Net Costs Attributed 26,384 91,283 124,407 125,485 149,557 254,514 261,176 282,338 307,126 to Site C Total of all 3 Residency Areas Total Site C Related Net 354,385 1,787,979 3,078,172 3,485,084 5,186,664 6,167,535 6,174,198 6,195,360 6,220,147 Costs

Note: % Site C related amounts for 2020-2022 for City and Electoral Area C recalculated based upon net costs attributable to Site C held constant over the period 2019-2022.

3. Summary

The analysis indicates that the average annual Base Line funding required by the City to address the financial impacts during the nine construction phase of Site C would be $3,150,316 or a total of $28,352,842 over the nine year period. As indicated, the City would be prepared to receive this payment either as a lump sum or as annual payments. The City also requests that an “Impact Bond” be established to be administered by an independent monitor. The value of the Impact Bond would be the difference between the costs described under the Base Line scenario and those described under the Maximum Exposure scenario which the City believes reflects the upper limit of potential growth associated with Site C construction and associated costs. The average annual funding required by the City over the nine year construction period under the Maximum Exposure scenario is $4,294,392. Over the nine year construction period, the total funding required under the Maximum Exposure scenario is $38,649,526.

The difference in funding between the Base Line scenario and the Maximum Exposure scenario is $10,296,684. This would be the amount of the bond requested by the City.

Administration Report No. Page 183 of 211 0299/13

REQUEST FOR DECISION

File # 4020-20 Report To: Mayor and Council From: Director of Protective Services Presenter: Director of Protective Services Subject: Administration Report No. 0300/13 Toys for Tickets Campaign Meeting: Regular Council Meeting Date: 09 Dec 2013

RECOMMENDATION:

"THAT, the Parking Ticket Exchange Program (Toys for Tickets) be approved from December 10, 2013 to December 20, 2013, whereby citizens can exchange meter violation tickets received since September 1, 2013, by providing a new, packaged and unwrapped toy, in lieu of the cash value of the ticket,

AND THAT, the items that are received be donated to the Salvation Army for distribution to those less fortunate,

AND FURTHER THAT, the revenue normally received from the exchanged meter violation tickets be transferred to the appropriate revenue account from the Council Contingency account." CITY MANAGER'S COMMENTS:

Support recommendation.

KEY ISSUES(S)/ CONCEPTS DEFINED: The Toys for Tickets program was launched in 2005 and it has received tremendous support from the community over the past nine years . It provides an opportunity for individuals to exchange meter violation tickets for toys that can be distributed throughout the community to those less fortunate. Residents of the City and surrounding areas have long been known for their overwhelming support of worthwhile causes and the City of Fort St. John is proud to play a small part by running this program.

RELEVANT POLICY: None

Administration Report No. Page 184 of 211 0300/13 ALTERNATIVE RECOMMENDATION: None

IMPLICATIONS OF RECOMMENDATION

COMPLIANCE WITH STRATEGIC GOALS: A safe, healthy, active and family- friendly community.

COMPLIANCE WITH STRATEGIC PRIORITIES: Not applicable

GENERAL: This has been a very popular program over the years, providing an opportunity for the community and City Council to help those less fortunate in the community.

ORGANIZATIONAL: Bylaw staff will attach a sticker to meter violation tickets starting December 10, 2013 running until noon on Friday December 20, 2013. Staff will then gather the toys that have been donated and deliver them to the Salvation Army. There is minimal staff time required to do this.

FINANCIAL: The budget impact of this program ranges between $1,500.00 and $2,000.00. There may be a slight decrease this year due to the cutoff date of September 1, 2013. This date was chosen to avoid conflict with tickets that are currently in or being placed into collections.

FOLLOW UP ACTION: Liaise with other City Departments and media outlets to promote the program.

COMMUNITY CONSULTATION: None required

COMMUNICATION: If the program is approved, the Protective Services Department will work with our external and internal partners to launch an advisory campaign to create community awareness of the program.

OTHER COMMENTS:

Attachments: None

RESPECTFULLY SUBMITTED:

Administration Report No. Page 185 of 211 0300/13 Jim Rogers, Protective Services 02 Dec 2013

Administration Report No. Page 186 of 211 0300/13

REQUEST FOR DECISION

File # 0530-20 Report To: Mayor and Council From: Deputy City Clerk Presenter: Deputy City Clerk Subject: Administration Report No. 0297/13 Works in Progress - December 9, 2013 Meeting: Regular Council Meeting Date: 09 Dec 2013

RECOMMENDATION:

"THAT, the following items be removed from the Works in Progress Schedule: ● Item 3 - Administration Report No. 222/10 - 2011 Permissive Property Tax Exemption Applications ● Item 6 - Jaandi Roemer - Super Park Presentation ● Item 9 - Long Term Capital Borrowing - South West Sewer ● Item 10 - Storm Water Master Plan - Phase 1 Report and Water System Capacity ● Item 13 - Administration Report No. 153/13 - Exempt Staff Compensation Review ● Item 18 - Administration Report No. 210/13 - Meeting with Area B and C." CITY MANAGER'S COMMENTS:

Support recommendation.

KEY ISSUES(S)/ CONCEPTS DEFINED: To update the Works in Progress Schedule to remove items that have been completed.

RELEVANT POLICY: N/A

ALTERNATIVE RECOMMENDATION: "THAT, Administration Report No. 0297/13 - Works in Progress - December 9, 2013 be received for information."

Works in Progress - December 9, Page 187 of 211 2013 IMPLICATIONS OF RECOMMENDATION

COMPLIANCE WITH STRATEGIC GOALS: N/A

COMPLIANCE WITH STRATEGIC PRIORITIES: N/A

GENERAL: N/A

ORGANIZATIONAL: Removal of completed item(s) from the Works in Progress Schedule.

FINANCIAL: N/A

FOLLOW UP ACTION: N/A

COMMUNITY CONSULTATION: N/A

COMMUNICATION: N/A

OTHER COMMENTS: The rationale for the removal of the highlighted item(s) is indicated within the attached WIP document.

Attachments: Works in Progress - December 9, 2013

RESPECTFULLY SUBMITTED: Laura Howes, Deputy City Clerk 29 Nov 2013

Works in Progress - December 9, Page 188 of 211 2013 2013 Works in Progress

SCHEDULE OF WORKS IN PROGRESS *Highlighted Items are for Removal -

December 9, MEETING SUBJECT ASSIGNED TO TO BE DONE ACTION TAKEN

1. 14/09/2009 Railway Crossings – Resolution No. 460/09 Director of Staff to investigate questions of Further information has been received regarding a joint initiative (Regular) “THAT, with safety being a key focus, the City of Fort St. John work with other local government Infrastructure and liability. between FCM and the Railway Association of Canada that involves all jurisdictions in the North Peace to investigate what has been done with community/local government Capital Works aspects of rail proximity issues in communities. This material is being agreements with CN Rail on the subject of the sounding of the train’s whistle in populated areas, reviewed and the administration report is pending. AND THAT, discussion with CN Rail take place to ensure that the safety and integrity of railway crossings are maintained and quality of life of the residents is ensured.” 2. 11/12/2006 Notice of Motion – Traffic Study Resolution No. 358/10 Director of Finance/ Dangerous Goods Route with This study was taken out of the draft 2012 operating budget as per (Regular) “THEREFORE BE IT RESOLVED that the City of Fort St. John include the allocation of funds to Director of signage and an awareness and Council’s request. The traffic study will be dealt with in subsequent 23/11/2009 undertake a traffic study as part of the 2011 budget deliberations which will include recommendations on Infrastructure and enforcement program and the years. Council has indicated that this project will be a priority for 2013; (Regular) how to slow traffic, particularly in residential areas and school zones, to ensure the safety of citizens in Capital Works/ parking feasibility study will be however during the 2013 budget deliberation process, a master 23/09/2010 the community.” Director of Facilities included in the Traffic Study. Transportation Plan was deferred to 2014. (Regular) Traffic bylaw revisions including Dangerous Goods Routes Accessible Parking provision. and Protective 26/04/2011 Notice of Motion – Parking Meter Pilot Project Services (Regular) Administration Report No. 182/11 – Parking Meter Removal Feasibility 27/06/2011 (Regular) 3. 13/09/2010 Administration Report No. 222/10 – 2011 Permissive Property Tax Exemption Applications Director of Staff to draft a detailed permissive A Committee of the Whole meeting was scheduled for February 24, (Regular) Resolution No. 390/10 Legislative and tax exemption policy for Council’s 2013 to discuss Permissive Property Tax Exemptions. “THAT, staff develop a comprehensive permissive tax exemption policy outlining criteria and submit to Administrative consideration. Council for their consideration.” Services This item is a duplicate of Item #7 therefore it is being recommended that it be removed from the schedule. 4. 26/04/2011 Administration Report No. 120/11 – Integrated Energy Conservation and District Energy Study of Energy Manager Staff to authorize AME Group to Design Development is in progress for district energy portion of the (Regular) the City’s Recreation Facility Cluster complete a comprehensive study project and is scheduled for completion in December 2013. Tendering Resolution No. 209/11 and analysis of the City’s for this project and a capital plan will be completed in 2013 with “THAT, in accordance with City Purchasing and Tendering Council Policy No. 22/09 Council authorizes recreational facilities to identify and tentative construction for 2014, all things being successful. The energy staff to sole source AME Group to carry out a comprehensive study and analysis of the City’s prioritize integrated district energy conservation measure portion of the design development will be recreational facilities (as an interconnected cluster) to identify and prioritize integrated district energy and energy conservation measures. conducted in 2013. and energy conservation measures, Staff to utilize funds from the 2009 AND FURTHER THAT, Council authorizes staff to utilize the 2009 and 2010 Carbon Action Revenue and 2010 Carbon Action Revenue Page 189 of 211 Incentive Program (CARIP) rebate funds for this project” Incentive Program rebate fund for this project. 5. 14/05/2012 Administration Report No. 133/12 – Council Travel Policy Director of Staff to research and provide (Regular) Resolution No. 199/12 Legislative and recommendations for the Council “THAT, staff investigate and recommend changes to the Council Travel Policy to account for Mayor’s Administrative Travel Policy in regards to the travel and budgeting for same.” Services Mayor’s travel budget. 6. 13/08/2012 Jaandi Roemer Super Park Presentation Director of Staff to prepare a report for Council Council will be meeting with PRRD Electoral Area Directors regarding (Regular) Resolution No. 341/12 Community Services detailing options including possible the funding and operations of this proposed park. “THAT, Council direct staff to provide a report outlining options and funding for a proposed Super Park.” funding sources for the proposed Super Park. Council directed staff This item is a duplicate of Item #18 therefore it is being to organize a meeting with the recommended that it be removed from the schedule. PRRD to discuss funding of the proposed Super Park. 7. 13/11/2012 Resolution No. 434/12 Director of Additional Report to come forward. A COW meeting was scheduled for February 25, 2013 to discuss a (Regular) “THAT, Council directs staff to schedule a Committee of the Whole meeting to discuss Permissive Tax Legislative and policy on permissive tax exemptions; however, the discussion was not 08/04/2013 Exemptions.” Administrative able to go forward because of concerns regarding conflicts of interest. (Regular) Resolution No. 125/13 Services/ Director of Staff will get a formalized legal opinion and this discussion will be “THAT, Council directs staff to schedule a Committee of the Whole meeting to discuss the following: Finance rescheduled for some time in April 2013. An additional report will be  Phased in plan for changes to the permissive tax exemption policy; coming forward.  Identifying inconsistencies that have been applied in the past;  Combining permissive tax exemptions and grants in aid;  The affect that these changes would have on each of the individual properties that currently receive tax exemptions; and  The results of BC Assessment’s audit.” Regular Agenda – December 9, 2013 Page 1 of 3

2013 Works in Progress

SCHEDULE OF WORKS IN PROGRESS *Highlighted Items are for Removal -

December 9, MEETING SUBJECT ASSIGNED TO TO BE DONE ACTION TAKEN

8. 12/02/2013 Affordable Housing Committee – Recommendations to Council Planning Action on these items is ongoing however the committee has not met (Regular) Resolution No. 46/13 Technologist since these recommendations were adopted. “THAT, Council directs staff to complete the tasks outlined in Administrative Report 289/12 and report (Jennifer Decker) the findings back to the Affordable Housing Committee with further recommendations to Council.” 9. 24/06/13 Long Term Capital Borrowing – South West Sewer Director of Finance This item is complete and the funds have been received therefore (Regular) Recommendations to Council Resolution No. 250/13 it is being recommended that it be removed from the schedule. “THAT, Council resolves to borrow from the Municipal Finance Authority of British Columbia a long term (twenty year) capital loan for the amount of $5,500,000 to fund capital projects as follows:  Description Bylaw Required – Sewer Fund  Alaska Highway and 108 Street Sewer Trunk Bylaw 2083 - $3,431,235  South West Sewer Local Area Service Bylaw No. 2087 – 2,068,765 Total Security Issue - $5,500,000 AND FURTHER THAT, the City will notify the Peace River Regional District of its intention to borrow the funds for twenty years under the security issue resolution.” 10. 24/06/2013 Storm Water Master Plan – Phase 1 Report and Water System Capacity Director of Finance This item has been addressed in the 2014 Capital Plan therefore it (Regular) Recommendations to Council Resolution No. 251/13 is being recommended that it be removed from the schedule. “THAT, Council receive the Storm Water Master Plan – Phase 1 Report and the Water System Capacity Report for information; AND FURTHER THAT, the recommendations from these reports be brought forward for consideration in the 2014 Capital Works Budget. 11. 8/7/2013 Recommendation from July 8, 2013 COW Meeting – Recreation Fees and Charges Bylaw Director of (Regular) Resolution No. 259/13 Community Services “THAT, staff provide an additional report outlining the following:  Phasing in of fees and charges over a five year period  The policy to reflect an incremental increase for those services indicated with asterisks at a suggested 10$ increase on an annual basis rounded up to the nearest $0.25  The policy to include recognition of those groups who represent the City

Page 190 of 211 both inside and outside the community as ambassadors by identifying and/or clarifying a ‘mixed benefit’.” 12. 8/7/2013 Recommendation from July 8, 2013 COW Meeting – Economic Development Function Director of (Regular) Resolution No. 260/13 Corporate Affairs “THAT, staff develop an Economic Development Officer job description that will be a City department that will function at a Director level reporting directly to the City Manager with the recruitment process to take place by January 2014 for a five year term, AND FURTHER THAT, a blue ribbon Council committee be considered for establishment once the Economic Development Officer is hired.” 13. 8/7/2013 Administration Report No. 153/13 - Exempt Staff Compensation Review Director of This item is complete therefore it is being recommended that it be Resolution No. 265/13 Corporate Affairs removed from the schedule. The report on exempt staff “THAT, Council authorizes staff to engage the services of Dugal Smith and Associates to perform a compensation has been received from Dugal Smith and market review for exempt staff compensation in accordance with the City of Fort St. John’s Exempt Staff Associates and was presented to Council at the November 25, Merit Salary Administration Policy 114/11.” 2013 Closed Council meeting. 14. 12/8/2013 Administration Report 155/13 – Feasibility Study – Facilities Master Plan Director of (Regular) Resolution No. 291/13 Corporate Affairs “THAT, Council direct staff to develop and issue a Request for Proposals to seek a qualified consulting firm to conduct a business and workspace facilities review and develop a long term (24 years) master facilities plan for the organization.” 15. 26/8/2013 Notice of Motion – Review of Noise Control Bylaw Director of (Regular) Resolution No. 328/13 Legislative and “THAT, staff be directed to review the Noise Control Bylaw and provide recommendations on updates Administrative and proposed wording changes with regard to construction hours on Sunday.” Services

Regular Agenda – December 9, 2013 Page 2 of 3

2013 Works in Progress

SCHEDULE OF WORKS IN PROGRESS *Highlighted Items are for Removal -

December 9, MEETING SUBJECT ASSIGNED TO TO BE DONE ACTION TAKEN

16. 26/08/2013 Administration Report No. 197/13 – Farm – Class 9 Tax Rate Ratio Director of Finance (Regular) Resolution No. 324/13 “THAT, the Farm – Class 9 tax rate ratio be 0.3:1 with the Class 1 tax rate that would be effective with the tax year beginning January 1, 2014.” 17. 15/10/2013 Administration Report No. 220/13 – CIP (Northern Health Item) Director of (Regular) Resolution No. 368/13 Development “THAT, staff provide a report with recommendations regarding a heliport at the site of the new Fort St. John Hospital.” 18. 15/10/2013 Administration Report No. 218/132 – Meeting with Area B & C Director of A meeting has been scheduled and letters of invitation were sent (Regular) Resolution No. 370/13 Community Services in mid-November therefore it is being recommended that it be “THAT, Council invite Area Directors from B & C and representatives from the District of Taylor to a removed from the schedule. meeting to discuss the North Peace Superpark project, the Soccer Club’s request for land for a new soccer complex, the swimming pool, the master recreation plan and the rodeo grounds.” 19. 28/10/2013 Administration Report No. 257/13 – Tourism Focused Urban Sign Strategy – Implementation Plan Director of (Regular) 2013 Community Services Resolution No. 419/13 “THAT, Council authorize staff to move forward with the Tourism Focused Urban Sign Strategy Implementation Phase 1 plan as presented.” 20. 28/10/2013 Administration Report No. 260/13 – Medical Marihuana Production Licenses & Lawful Non- Director of (Regular) Conformity with Zoning Bylaw Development Resolution No. 423/13 “THAT, Council direct staff to prepare an amendment to Zoning Bylaw No. 2080, 2012 to regulate the location of commercial marihuana producers and further to withhold Development Permits, Building Permits and Business Licenses in the interim.” 21. 25/11/2013 Administration Report No. 275/13 – Boundary Extension Council Policy No. 129/13 Director of (Regular) Resolution No. 488/13 Legislative and "THAT, Boundary Extension Council Policy No. 129/13 be adopted as amended to remove the Administrative stipulation of change in property ownership would trigger City tax rates, Services

Page 191 of 211 AND FURTHER THAT, this policy be sent to the affected property owners with a formal response form to receive their support/opposition for this boundary extension in consideration of the mitigation strategies presented."

22. 25/11/2013 Administration Report No. 283/13 – Shaw Go WiFi Director of Finance (Regular) Resolution No. 492/13 "THAT, Council authorize Administration to prepare a non-exclusive agreement with Shaw granting access to city infrastructure to provide their Shaw Go WiFi service to everyone with no access fees for use of city infrastructure, AND FURTHER THAT, once the agreement is prepared, the Mayor and Director of Legislative & Administrative Services are authorized to sign the agreement."

23. 25/11/2013 Administration Report No. 284/13 – Utilities on Property Transfer Director of Finance (Regular) Resolution No. 493/13 “THAT, a form be developed and sent to all local lawyers, notaries and real estate companies regarding utility billings upon property transfer.”

Regular Agenda – December 9, 2013 Page 3 of 3

REQUEST FOR DECISION

File # 1705-02 Report To: Mayor and Council From: Director of Finance Presenter: Director of Finance Subject: Administration Report No. 0281/13 Capital Five Year Financial Plan Bylaw No. 2174, 2013 Meeting: Regular Council Meeting Date: 25 Nov 2013

RECOMMENDATION:

"THAT, Capital Five Year Financial Plan Bylaw No. 2174, 2013 be introduced and read for the first three times by title only." CITY MANAGER'S COMMENTS:

Support recommendation.

KEY ISSUES(S)/ CONCEPTS DEFINED:

The adoption of the budget is required under Section 165 of the Community Charter. Since none of the City’s Capital Projects are funded by taxation, adopting the Capital Budget separate from the operating does not have an impact on tax revenue.

Early adoption will allow the City’s Capital Projects to be ready for a head start in preparing for the 2014 construction season and for the projects to be completed in a timely fashion.

RELEVANT POLICY:

ALTERNATIVE RECOMMENDATION: ● THAT, Capital Five Year Financial Plan Bylaw No. 2174, 2013 be introduced and read for the first three times by title only. ● THAT, staff include the Capital Five Year Financial Plan with the Operating Five Year Financial Plan.

Administration Report No. Page 192 of 211 0281/13

IMPLICATIONS OF RECOMMENDATION

A safe, healthy, active and family-friendly community.

A planned and sustainable community where community infrastructure is wellmaintained to meet the needs of both current and future generations; the natural environment is preserved, protected and enhanced; and where municipal spending and sustainable over time.

COMPLIANCE WITH STRATEGIC PRIORITIES: Financial plans are an annual requirement under the Community Charter and are not part of specific strategic priorities for the City.

GENERAL: The capital plan identifies the capital priorities that have been identified for the five year period of 2014-2018.

ORGANIZATIONAL:

FINANCIAL: Total capital program for 2014 is $31,405,000

FOLLOW UP ACTION:

COMMUNITY CONSULTATION: A Public Meeting on the capital plan was held on October 28, 2013.

COMMUNICATION:

OTHER COMMENTS:

Attachments: Capital Five Year Financial Plan Bylaw No. 2174, 2013

Administration Report No. Page 193 of 211 0281/13 RESPECTFULLY SUBMITTED: Mike Roy, Director of Finance 15 Nov 2013

Administration Report No. Page 194 of 211 0281/13

CITY OF FORT ST. JOHN

BYLAW NO. 2174, 2013

A BYLAW OF THE CITY OF FORT ST. JOHN TO PROVIDE A CAPITAL FIVE YEAR FINANCIAL PLAN PURSUANT TO THE PROVISIONS OF THE COMMUNITY CHARTER

WHEREAS, Section 165 of the Community Charter requires Council, before the fifteenth of May in each year to cause to be prepared and adopted annually by bylaw, a Five Year Financial Plan.

NOW THEREFORE, the Council of the City of Fort St. John in open meeting assembled, enacts as follows:

TITLE

1. This Bylaw may be cited for all purposes as “Capital Five Year Financial Plan Bylaw No. 2174, 2013”.

ENACTMENT

2. THAT, the Capital Five Year Financial Plan hereto annexed and marked as Schedule ‘A’’ is hereby approved and authorized and shall stand as the estimates of Revenue and Expenditure for the years 2014 to 2018 until altered or amended by Council.

READ A FIRST TIME THIS DAY OF 2013

READ A SECOND TIME THIS DAY OF 2013

READ A THIRD TIME THIS DAY OF 2013

ADOPTED THIS DAY OF 2013 BY 2/3 MAJORITY OF COUNCIL

LORI ACKERMAN JANET PRESTLEY, DIRECTOR OF MAYOR LEGISLATIVE AND ADMINISTRATIVE SERVICES

Administration Report No. Page 195 of 211 0281/13 0281/13 Administration Report No.

Capital Five Year Financial Plan Bylaw No. 2174, 2013 Schedule A 2014 2015 2016 2017 2018 Revenues

Conditional - Federal (2,835,000) (1,650,000) - - - Conditional - Regional & Other (25,000) - - - - Conditional Provincial - (750,000) (750,000) (750,000) (750,000) Debenture Proceeds (3,935,000) - - - - Developer Contributions (415,000) (127,150) - - - Donations/Sponsorships (100,000) - - - - Rentals (120,000) - - - - Transfer from Fair Share Reserve (19,750,000) (20,762,850) (23,800,000) (15,635,000)830,000) (7, Transfer from Gas Tax (1,400,000) (100,000) - (120,000) (120,000) Transfer from Sewer Capital Reserve (1,430,000) (130,000) (965,000) - - Transfer from Water Capital Reserve (1,395,000) (1,100,000) (1,100,000) (1,185,000) (1,110,000) (31,405,000) (24,620,000) (26,615,000) (17,690,000) (9,810,000) Expenditures Component 1 - Roads and Related Infrastructure C1 - 100 St 4-laning - 5,000,000 4,500,000 - - C1 - 108 St (102 Ave - 104 Ave) 850,000 - - - - C1 - 111 St (Alaska Highway Frontage to Tahltan Road) 800,000 - - - - C1 - 112 St (100 Ave - 102 Ave) 150,000 750,000 - - - C1 - 85 Ave (88 St - 91 St) - 1,700,000 - - - C1 - 93 St (Skateboard Park) Parking 120,000 - - - - C1 - 95 St ( 96 Ave - 98A Ave) 700,000 - - - - C1 - 96 St (108 Ave to Peace River Road) 900,000 - - - - C1 - 98 Ave (100 St - 102 St) - - - 980,000 - C1 - Bypass and Frontage Roads - Future - - - 1,000,000 1,000,000 C1 - future works - - 1,500,000 1,500,000 1,500,000 C1 - LAS - 102 Ave ( 108 St - 112 St) 1,800,000 - - - - C1 - LAS - 74 St 2,600,000 - - - - C1 - LAS - 97 Ave (93 St - 96 St) 1,150,000 - - - - C1 - LAS - 97 St (96 Ave to 99 Ave) 1,200,000 - - - - C1 - LAS - Beaver Road (100 St - 101 St) 800,000 - - - - C1 - LAS - Future - 1,500,000 1,500,000 1,500,000 1,500,000 C1 - Pedestrian Controlled Crosswalks 100,000 100,000 - 120,000 120,000 C1 - Pre-Engineering for future projects 175,000 175,000 175,000 175,000 175,000 C1 - Road Overlay - Major Maintenance 1,000,000 1,000,000 2,000,000 2,000,000 1,000,000 C1 - Road Upgrading - Local and Collector -Future - - 5,725,000 5,645,000 - C1 - Sidewalk and Streetlights - 115 Ave (89A St 93 - St) 500,000 - - - - C1 - Sidewalk and Streetlights - 93 St - 96 Ave -00 1 Ave 450,000 - - - - C1 - Sidewalks - 112 Ave ( 90 St - 93 St) 150,000 - - - - Page 196 of211 C1 - Sidewalks - 86 St ( 89 Ave - 92 Ave) 200,000 - - - - C1 - Storm Sewers - Alaska Highway Frontage (96 Stto discharge) 8,000,000 5,000,000 4,500,000 - - C1 - Street Lights - Conversion to LED - 100,000 300,000 300,000 - C1 - Traffic Signal Controller Upgrades 100,000 50,000 50,000 50,000 50,000 C1 - Traffic Signals - 100 St - 117 Ave - 350,000 - - - C2 - Storm Sewer - Future - - - 500,000 500,000 21,745,000 15,725,000 20,250,000 13,770,000 5,845,000 0281/13 Administration Report No.

Capital Five Year Financial Plan Bylaw No. 2174, 2013 Schedule A 2014 2015 2016 2017 2018 Component 2 - Facilities

C2 - 100 Ave Parking Lot - 50,000 750,000 - - C2 - Cemeteries - Fencing at Fort St. John Cemetery 30,000 - - - - C2 - Charlie Lake Boat Launch - 200,000 - - - C2 - Charlie Lake Rotary Washrooms - 100,000 - - - C2 - City Hall - Building Automation System Upgrade - 50,000 - - - C2 - City Hall - Future - 100,000 100,000 100,000 100,000 C2 - Community Forest Trails 25,000 25,000 25,000 25,000 25,000 C2 - Curling Club Exterior Upgrade - - 300,000 - - C2 - Curling Rink and North Peace Area - ECM - Brine Pump with VFD - 50,000 - - - C2 - Fire Hall - New Fire Hall 175,000 - - - - C2 - IT Rooms Fire Suppression 100,000 - - - - C2 - Kids Arena Upgrades - - 150,000 - - C2 - Kin Park - Tennis Courts - 450,000 - - - C2 - Mathews Park Washroom 150,000 - - - - C2 - Matthew's Park - Future - 100,000 100,000 100,000 100,000 C2 - Neighbourhood Parks - Future - 200,000 225,000 225,000 225,000 C2 - Neighbourhood Parks - Future Trails - 750,000 750,000 750,000 750,000 C2 - North Peace Arena - Bleacher Heaters 70,000 - - - - C2 - North Peace Arena - Future - - 150,000 150,000 150,000 C2 - North Peace Arena - HVAC Upgrades - - 90,000 - - C2 - NPA Exterior Upgrade - 430,000 - - - C2 - Pomeroy Sport Center - Future - 200,000 200,000 200,000 200,000 C2 - Pomeroy Sport Centre - Bleachers - 65,000 65,000 - - C2 - Pomeroy Sport Centre - Waste Heat Recovery - - 40,000 - - C2 - PSC - Snow Chute 20,000 - - - - C2 - Public Works Building - Future - 100,000 100,000 100,000 100,000 C2 - RCMP upgrades 300,000 - - - - C2 - Rec. area ECM & Distrtict Energy design development (continuation) 1,750,000 1,650,000 - - - C2 - Rotary Spray Park Refurbishment 320,000 - - - - C2 - Skateboard Park - Washrooms 150,000 - - - - C2 - Urban Tourism Sign Plan 100,000 100,000 100,000 100,000 - C2 - VIC and Business Resource Centre Demolition ,000 300 - - - - C2- PSC - Meeting Room/Staff Room Relocation - 250,000 - - - Public Snow Dump Security Fencing/Billing Software - 60,000 - - - 3,490,000 4,930,000 3,145,000 1,750,000 1,650,000 Component 3 - Water and Sewer Berm Rehabilitation 50,000 50,000 50,000 - - C3 - High Lift Pump Station - Well Rehabilitation 100,000 100,000 100,000 110,000 110,000 Page 197 of211 C3 - HLPS - Refurbish 500 HP Pump 70,000 - - 75,000 - C3 - S2 - Sewage Lift Station Upgrades - - 835,000 - - C3 - Sewage Lagoons - Fencing 20,000 80,000 80,000 - - C3 - Water Main Looping and Fire Hydrant Installations 1,000,000 1,000,000 1,000,000 1,000,000 1,000,000 HLPS HVAC Upgrade 45,000 - - - - Micro-Hydro construction (south lagoons) 1,085,000 - - - - Repair Water Main at Booster Station on Alaska Highway 100,000 - - - - South Lagoons desludging and Aeration Upgrades 1,300,000 - - - - Water and Sewer System Security Cameras Upgrade 140,000 - - - - 3,910,000 1,230,000 2,065,000 1,185,000 1,110,000 0281/13 Administration Report No.

Capital Five Year Financial Plan Bylaw No. 2174, 2013 Schedule A 2014 2015 2016 2017 2018 Component 4 - Equipment

PW - Sidewalk Machine with Attachments - - - - 290,000 Aggregate Screener 75,000 - - - - C4 - AD - Bylaw ticketing units and software 50,000 - - - - C4 - AD - Electronic Records Management System 55,000 - - - - C4 - AD - eTimesheet 25,000 - - - - C4 - AD - Server and Network Upgrades/Replacement 0,000 10 100,000 100,000 120,000 100,000 C4 - CS - Ice Resurfacer - 150,000 - - - C4 - FD - Bush Truck - 125,000 - - - C4 - FD - Pickup Truck - - 50,000 - - C4 - Photocopier - Replacements 40,000 - - 40,000 - C4 - PW - Asphalt Equipment 380,000 - - - - C4 - PW - Auxilliary Power Unit (APU) 250,000 - - - - C4 - PW - Excavator - 250,000 - - - C4 - PW - Grader - 310,000 - 285,000 - C4 - PW - Mowing Equipment 215,000 85,000 - 90,000 - C4 - PW - Pickup Trucks 45,000 50,000 80,000 50,000 50,000 C4 - PW - Snowblower - - 350,000 - 365,000 Fire Apparatus - Pumpers, Quints & Aerials Long Term Replacement 350,000 450,000 - - - Medium Duty Single Axle Truck 145,000 155,000 175,000 - - Purchase Zoom Boom 130,000 - - - - Self Contained Breathing Apparatus Upgrade - 60,000 - - - Software Development 400,000 400,000 400,000 400,000 400,000 Street Sweepers - 600,000 - - - 2,260,000 2,735,000 1,155,000 985,000 1,205,000 31,405,000 24,620,000 26,615,000 17,690,000 9,810,000 Page 198 of211

REQUEST FOR DECISION

File # 1715-02 Report To: Mayor and Council From: Director of Finance Presenter: Director of Finance Subject: Administration Report No. 0302/13 Operating Five Year Financial Plan Bylaw 2175, 2013 Meeting: Regular Council Meeting Date: 09 Dec 2013

RECOMMENDATION:

"THAT, Operating Five Year Financial Plan Bylaw No. 2175, 2013 be introduced and read for the first three times by title only." CITY MANAGER'S COMMENTS:

Support recommendation.

KEY ISSUES(S)/ CONCEPTS DEFINED:

The City is required by the Community Charter (Part 6, Section 165 (1)) to adopt a Financial Plan before the property tax bylaw is adopted. After discussion with Council the Financial Plan was presented at a Public Consultation session in Council Chambers at City Hall on November 18, 2013.

The City is only authorized under the Community Charter (Part 6, Section 173) to make expenditures that are included for that year in its financial plan. Adoption of this bylaw provides the City with authorization to incur costs to deliver services to the City.

The budget presented at the Public Consultation, including the North Peace Leisure Pool and collections for other governments is outlined in Schedule "A" of this Bylaw

RELEVANT POLICY:

The budget is one of the defining policy documents of Council.

Administration Report No. Page 199 of 211 0302/13

ALTERNATIVE RECOMMENDATION:

● "THAT, Operating Five Year Financial Plan Bylaw No. 2175, 2013 be introduced and read for the first three times by title only." ● "THAT, Operating Five Year Financial Plan Bylaw No. 2175, 2013 be received for information."

IMPLICATIONS OF RECOMMENDATION

A safe, healthy, active and family-friendly community.

COMPLIANCE WITH STRATEGIC PRIORITIES: The financial plan is an annual legislative requirement and therefore not considered a strategic priority.

GENERAL:

The financial plan establishes the service levels that will be provided to the community. The delivery of service levels are constrained by the financial plan adopted by Council.

ORGANIZATIONAL:

FINANCIAL:

The financial plan establishes the budget for the 2014 financial year.

FOLLOW UP ACTION:

Administration Report No. Page 200 of 211 0302/13

COMMUNITY CONSULTATION:

The Community Charter Part 6 Section 166 requires that the City undertake a public consultation regarding the proposed financial plan. This occurred at the public meeting held on November 18, 2013.

COMMUNICATION:

OTHER COMMENTS:

Attachments:

Operating Fund Five Year Operating Plan Bylaw No. 2175, 2013

RESPECTFULLY SUBMITTED: Mike Roy, Director of Finance 03 Dec 2013

Administration Report No. Page 201 of 211 0302/13

CITY OF FORT ST. JOHN

BYLAW NO. 2175, 2013

A BYLAW OF THE CITY OF FORT ST. JOHN TO PROVIDE AN OPERATING FUNDS FIVE YEAR FINANCIAL PLAN PURSUANT TO THE PROVISIONS OF THE COMMUNITY CHARTER

WHEREAS, Section 165 of the Community Charter requires Council, before the fifteenth of May in each year to cause to be prepared and adopted annually by bylaw, a Five Year Financial Plan.

NOW THEREFORE, the Council of the City of Fort St. John in open meeting assembled, enacts as follows:

TITLE

1. This Bylaw may be cited for all purposes as “Operating Five Year Financial Plan Bylaw No. 2175, 2013”.

ENACTMENT

2. THAT, the Five Year Financial Plan hereto annexed and marked as Schedule ‘A’’ and Schedule “B” is hereby approved and authorized and shall stand as the estimates of Revenue and Expenditure for the years 2014 to 2018 until altered or amended by Council.

READ A FIRST TIME THIS DAY OF

READ A SECOND TIME THIS DAY OF

READ A THIRD TIME THIS DAY OF

ADOPTED THIS DAY OF BY 2/3 MAJORITY OF COUNCIL

LORI ACKERMAN JANET PRESTLEY, DIRECTOR OF MAYOR LEGISLATIVE AND ADMINISTRATIVE SERVICES

Administration Report No. Page 202 of 211 0302/13 City of Fort St. John Operating Five Year Financial Plan Bylaw No. 2175, 2013 Schedule “A” 2014 2015 2016 2017 2018 GENERAL FUND REVENUE Taxation $ 24,904,928 $ 25,549,695 $ 26,139,485 $ 26,903,176 $ 27,327,926 Local Improvement & Frontage Charges 625,947 625,947 625,947 625,947 625,947 1% Taxes 338,609 341,996 345,416 348,870 352,358

Total Taxes 25,869,484 26,517,638 27,110,848 27,877,993 28,306,231 Grants in Lieu of Taxes 424,238 428,480 432,765 437,093 441,463 Services Provided to Other Governments 699,668 706,780 717,968 729,634 739,400 Sale of Services 760,900 770,600 778,600 788,600 798,600 Revenue - Other Sources 6,355,803 5,965,797 6,001,141 5,640,555 5,568,362 Grants - Other Government 23,160,520 23,433,618 22,953,949 23,208,744 23,471,648 Transfer from Own Reserves 2,243,674 1,528,789 1,320,600 1,174,100 1,160,600 Transfer from Accumulated Surplus 6,760,610 6,842,110 6,925,610 7,011,110 7,074,886 Collections for Other Governments 14,466,704 14,638,714 14,860,731 15,086,237 15,315,287

TOTAL REVENUE$ 80,741,601 $ 80,832,526 $ 81,102,212 $ 81,954,066 $ 82,876,477

EXPENDITURES General Government Services 25,068,387 24,555,469 24,044,745 24,330,690 24,501,451 Protective Services 13,032,448 13,170,074 13,496,582 13,812,920 14,004,830 Transit 2,392,791 2,619,956 2,748,945 2,879,155 3,015,826 Transportation 9,708,254 10,040,612 10,178,608 10,347,344 10,500,573 Public Health & Welfare 909,916 937,415 936,097 948,912 961,799 Environmental Development 1,463,089 1,093,919 983,949 994,301 990,402 Parks and Recreation 11,934,257 11,953,000 12,065,295 11,767,247 11,799,049 Debt Servicing 1,765,755 1,823,367 1,787,260 1,787,260 1,787,260 Collections for Other Governments 14,466,704 14,638,714 14,860,731 15,086,237 15,315,287 TOTAL EXPENDITURES$ 80,741,601 $ 80,832,526 $ 81,102,212 $ 81,954,066 $ 82,876,477

W ATER FUND REVENUE Local Improvement & Frontage Charges 372,100 372,100 372,100 372,100 Sale of Services 4,673,452 5,027,076 5,362,020 5,781,350 6,573,897 Transfer from Accumulated Surplus 1,042,321 1,058,821 1,076,821 1,094,571 1,114,571 TOTAL REVENUE$ 6,087,873 $ 6,457,997 $ 6,810,941 $ 7,248,021 $ 7,688,468 Expenditures Operations 3,665,939 3,713,947 3,706,710 3,764,193 3,835,464 Debt Servicing 467,565 467,565 467,565 467,565 232,237 Transfer to Own Funds 1,954,369 2,276,485 2,636,666 3,016,263 3,620,767 TOTAL EXPENDITURES$ 6,087,873 $ 6,457,997 $ 6,810,941 $ 7,248,021 $ 7,688,468 SEW ER FUND REVENUE Local Improvement & Frontage Charges 155,588 155,588 155,588 155,588 155,588 Sale of Services 3,961,561 4,255,061 4,659,978 5,112,175 5,540,762 Transfer from Accumulated Surplus 862,515 862,515 862,515 862,515 862,515 Total Revenue $ 4,979,664 $ 5,273,164 $ 5,678,081 $ 6,130,278 $ 6,558,865

EXPENDITURES Operations 2,168,957 2,143,795 2,172,306 2,230,011 2,243,155 Debt Servicing 1,613,054 1,893,980 1,893,980 1,893,980 1,893,980 Transfer to Own Funds 1,197,653 1,235,389 1,611,795 2,006,287 2,421,730 TOTAL EXPENDITURES$ 4,979,664 $ 5,273,164 $ 5,678,081 $ 6,130,278 $ 6,558,865

Administration Report No. Page 203 of 211 0302/13 City of Fort St. John Five Year Financial Plan Bylaw 2175, 2013 Schedule “B”

STATEMENT OF OBJECTIVES & POLICIES

In accordance with Section 165(3.1) of the Community Charter, the Municipal Council of the City of Fort St. John is required to include in the Five Year Financial Plan, objectives and policies regarding each of the following:

a) The proportion of total revenue that is proposed to come from each of the funding sources described in Section 165(7) of the Community Charter; b) The distribution of property taxes among the property classes; and c) The use of permissive tax exemptions. d) FUNDING SOURCES

Table 1 shows the proportion of total revenue proposed to be raised from each funding source in 2014. Property taxes generally form the greatest proportion of revenue. Property taxation is the primary revenue source for the City, with the five year financial plan showing this percentage as low as 28%, and as high as 29%.

User fees and charges form the second largest portion of planned revenue. This revenue source is for services that can be measured and charged on a user pay basis. These services are mainly for water, sewer and solid waste, but also include recreation user fees and items such as building permits, business licenses, and transit.

OBJECTIVES

• Sustainable service levels and funding

• Predictable property taxes and fees

• Maintain physical assets in good state of repair

POLICIES

• The City will review all user fees annually

• The City has implemented Development Cost Charges

• The City will continue to apply for grant funding to support projects and initiatives

• The City will initiate partnerships and other measures that will diversify revenues in order to provided services and opportunities to the community that may have not otherwise been possible

Administration Report No. Page 204 of 211 0302/13 Table 1: Sources of Revenue

Revenue Source % of Total Revenue Dollar Value Property taxes 28% $ 25,243,537 User fees & charges 10% 9,395,913 Frontage taxes 1% 1,153,635 Revenue from other sources 8% 7,055,471 Collections for other Gov'ts 16% 14,466,704 Grants/Donations 26% 23,584,758 Transfers from own Reserves 2% 2,243,674 Transfers from Accumulated Surplus 9% 8,665,446 100% $ 91,809,138

DISTRIBUTION OF PROPERTY TAX RATES

Table 2 outlines the distribution of property taxes among the property classes. The Business and other class (6) provide the largest proportion of property tax revenue.

OBJECTIVES

• To reduce the ratios for light industry to 3.0 times the residential ratio and reduce the business ratio to 2.7 times the residential ration over a five (5) year period.

• Consult with Major Industry with regards to the tax policy

POLICIES

• The City will monitor the shifts in assessments when setting the tax rates so as not to penalize a particular class

• The City will continue formulating a Tax Policy that is fair and equitable for all property classes

Table 2: Distribution of Property Taxes

Property Class % of Total Property Tax Dollar Value Residential (1) 46.3% 11,519,779 Utilities (2) 0.5% 118,252 Major industrial (4) 4.7% 1,178,109 Light industrial (5) 1.4% 358,147 Business and other (6) 47.0% 11,712,473 Recreation/Non-Profit (8) 0.1% 18,168 Farmland (9) 0.0% 0 100.0% 24,904,928

Administration Report No. Page 205 of 211 0302/13 PERMISSIVE TAX EXEMPTIONS

The City updated the permissive tax exemption bylaw in 2013 for the 2014 taxation year. This bylaw provides the approval of permissive tax exemptions.

OBJECTIVES

• To annually consider providing permissive tax exemptions on the criteria as outlined in the Community Charter

POLICIES

• Guidelines have been established to provide consistent and equal consideration for all applicants

• The City is under no obligation to grant a permissive tax exemption

Administration Report No. Page 206 of 211 0302/13

COUNCIL CALENDAR December 9 to January 27, 2014

CURRENT EVENTS UPCOMING EVENTS

TUESDAY, January 14, 2013 MONDAY December 9, 2013 7:00 pm – 8:00 pm 9:00 AM – 12:00 PM Save Our Northern Seniors (SONS) Site C Joint Review Panel – Opening Session Heritage One Building Pomeroy Hotel (Councillor Evans) (Council) THURSDAY January 23, 2014 MONDAY December 9, 2013 10:00 AM – 3:00 PM 9:00 AM – 9:15 AM PRRD Meeting Site C Joint Review Panel – Opening Session Dawson Creek Speech (Mayor Ackerman, Councillor Christensen) Pomeroy Hotel (Councillor Evans) SATURDAY January 18, 2013 9:00 AM – 12:00 PM & 1:30 PM – 5:30 PM WEDNESDAY December 11, 2013 Site C Joint Review Panel – Regional Development 1:00 PM – 5:00 PM Pomeroy Hotel Site C Joint Review Panel – General Session (Mayor & Council) Pomeroy Hotel (Council) MONDAY January 20, 2013 9:00 AM – 12:00 PM & 1:30 PM – 5:30 PM THURSDAY December 12, 2013 Site C Joint Review Panel – Local and Socio- 9:00 AM – 12:00 PM Economic Environment Site C Joint Review Panel – General Session Pomeroy Hotel Pomeroy Hotel (Mayor & Council) (Council) TUESDAY January 21, 2013 WEDNESDAY, January 8, 2014 9:00 AM – 12:00 PM & 1:30 PM – 5:30 PM 3:00 PM – 4:30 PM Site C Joint Review Panel – Local and Socio- Mayor’s Disability Advisory Committee (MDAC) Economic Environment Council Committee Room Pomeroy Hotel (Councillor Evans) (Mayor & Council)

THURSDAY January 9, 2014 10:00 AM – 3:00 PM ACTING MAYOR APPOINTMENTS PRRD Meeting Dawson Creek December/January/February Councillor Davies (Mayor Ackerman, Councillor March/April/May Councillor Evans Christensen) June/July/August Councillor Klassen September/October/November Councillor Stewart

*The Council Calendar has been updated with events/confirmations received by December 3, 2013.

Council Calendar Page 207 of 211 City of Fort St. John Council’s Strategic Priorities As of June 26, 2013

COUNCIL PRIORITIES PRIORITY CURRENT LEAD TARGET STATUS 1. Perimeter Service Policy Urgent/Important Dianne 2014 2. Boundary Extension Urgent Janet October 3. Fair Share Study Important Dianne October 4. Fort St. John Regional Sustainability Important Dianne September 5. Regional Recreation Master Plan MOU Important Dianne September  Downtown Revitalization Important Marty 2014  Long Term Financial Plan Important Mike/Victor 2014  Fair Share City Interest Important Mike August  Economic Development Officer Important Grace November  Regional Fire Services Agreement Important Jim 2014  Long Term Capital Plan Important Victor 2014  Impact Assessment Template Important Dianne 2014  Economic Development Strategy Important Dianne November  Curbside Recycling Program Important Victor 2014  Fort Hotel Site Important Victor/Marty November  2014 Capital Priorities Important Victor September

OPERATIONAL STRATEGIES

COMMUNITY SERVICES (Sarah) CORPORATE AFFAIRS (Grace)

1. Sport Celebration Project September 1. Organizational Structure December Review Implementation, Transition 2. Visitor Information Centre September 2. Economic September Relocation Development Officer Function 3. Recreation Fees & Charges 3. OH&S Compliance Audit November September 4. BCGEU/IAFF Union 2014 Negotiations 5. HR 2014 Transition/Succession 6. External COR Audit 2014  Regional Recreational Master Plan  UNBC Supervisor Training  Grants & Aid Agreements  Payroll Implementation  Spray Park Revitalization Rotary Club  2014 Union Bargaining

FACILITIES AND GROUNDS CITY MANAGER (Dianne)

1. Visitor entre Relocation Capital September 1. Perimeter Service Policy 2014 2. District Energy Plan Report To September 2. Fair Share Study October Council 3. Grounds Gap Analysis December 3. Economic Development 2014 Office and Function  Cultural Centre Facility Review Process  FSJ Regional Sustainability  Corporate Facilities Master Plan

Updated July 5, 2013

Strategic Priorities Chart Page 208 of 211 City of Fort St. John Council’s Strategic Priorities As of June 26, 2013

 Site C Negotiation  Impact Assessment Template

PROTECTIVE SERVICES (Jim) FIRE (Fred)

1. Fire Hall Completion September 1. Mutual Aid Agreement *Waiting on others 2. Acquisition RCMP Land September 2. Auxiliary Program September 3. Bylaw Ticketing August 3. Capital Needs Assessment September  Regional Fire Services Agreement  Deeper and advance look on assessment and  Animal Control Bylaw Update needs  Traffic Control Bylaw Update  Capital Needs assessment  Business Licence Bylaw Update

PLANNING AND ENGINEERING (Victor) PUBLIC WORKS (Don)

1. Curbside Recycling Review 2014 1. Waste Water Transfer Station August 2. Fort Hotel Site August 2. OSB Plant Acceptance September Agreement 3. Long Term Plan Capital October 3. Meter Replacement December Inventory  Downtown Revitalization Inventory  Public Works Shop Design (part of Corporate  Passivhaus Facilities Master Plan)  Future School Sites  Fleet Management Plan  2014 Capital Projects  FSJ Cemetery Fence LEGISLATIVE AND ADMINISTRATIVE SERVICES FINANCE (Mike) (Janet) 1. Purchasing Policy Review November 1. Boundary Extension October 2. Online Payment Options October 2. Grant in Aid and Permissive September Tax Report 3. City Hall Hours September 3. Council Report & FYI Format August  Long Term Financial Plan  Communication Workshop  Asset Management Plan  Action Tracking and Electronic Filing  Fair Share City Interest RCMP Infrastructure and Capital Works 1. Building Security Review October 1. Liquid Waste Management October Upgrades 2. Livescan Fee for Service October 2. Effluent Reuse December 3. Bylaw Enforcement Role within October 3. Long Term Capital Plan October the RCMP Inventory  Community Policing Office  2013 LAS Projects  Virtual City Hall  2013 Water Main Looping Project

Advocacy Box Spectra Pipeline TransCanada Pipeline Intervener Site C Future School Sites and Acquisition Hospital Site Disposal

Updated July 5, 2013

Strategic Priorities Chart Page 209 of 211 COUNCIL COMMITTEES PORTF'OLIO OF' RESPONSIBILITIES POLICY Council Policy No. 30/12

File No. 0340-50 Administration

2OII-20I4 BOARD APPOINTMENTS APPOINTED BY RESOLUTION

PEACE RIVER REGIONAL DISTRICT CITY OF F'ORT ST. JOHN/DOIG RIVER Mayor Ackerman - Director F'IRST NATIONS JOINT PLANNING Councillor Bolin (Altemate) COMMITTEE Councillor Christensen - Director Mayor Ackerman Councillor Klassen (Alternate) Councillor Christensen Councillor Evans

NORTHERN DEVELOPMENT NORTHERN MEDICAL PROGRAMS TRUST INITIATIVE NORTHEAST REGIONAL BOARD AND LOCAL COMMITTEE ADVISORY COMMITTEE Mayor Ackerman Mayor Ackerman Councillor Christensen (Alternate)

NORTH PEACE ECONOMIC NORTH PEACE AIRPORT SOCIETY DEVELOPMENT COMMISSION Mayor Ackerman Councillor Davies Councillor Bolin (Altemate)

NORTH PEACE LEISURE POOL CryIC UNBC NORTHEAST REGIONAL PROPERTIES COMMISSION ADVISORY COMMITTEE Councillor Christensen Councillor Davies Councillor Stewart Councillor Stewart

THE PEACE PROJECT COMMITTEE SITE C REGIONAL AND LOCAL Councillor Stewart GOVERNMENT LIAISON COMMITTEE Mayor Ackerman

Council Resolution Number: 233/13 Effective: June 10, 2013 Supersedes Council Resolution Number: 469112, 457112, 453/12, 447 /12,282/12,208112, 532111,335111,325lll, 296/ll, l85lll,176lll, 166lll,23/ll(c),80111,457 ll0,40ll}(c),383/10, 263/10, 429104,158/00, 407 198 Page: 4of4

2011 - 2014 Board Page 210 of 211 Appointments - Peace River COMMUNITY CHARTER PART 4: DIVISION 3 – OPEN MEETINGS

Section 90 – Meetings that may or must be closed to the public

1) A part of a council meeting may be closed to the public if the subject matter being considered relates to or is one or more of the following:

(d) The security of the property of the municipality;

(e) The acquisition, disposition or expropriation of land or improvements, if the council considers that disclosure could reasonably be expected to harm the interest of the municipality;

(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;

2) A part of a council meeting must be closed to the public if the subject matter being considered relates to one or more of the following:

(b) The consideration of information received and held in confidence relating to negotiations between the municipality and a provincial government or the federal government or both, or between a provincial government or the federal government or both and a third party.

Page 211 of 211