Governance and Operations Committee Meeting to Be Held Tuesday, October 15, 2019 Commencing at 3:00 P.M

AGENDA

FOR THE GOVERNANCE AND OPERATIONS COMMITTEE MEETING TO BE HELD TUESDAY, OCTOBER 15, 2019 COMMENCING AT 3:00 P.M. IN COMMITTEE ROOM #2 IN CITY HALL

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1. DELEGATIONS 4 - 21 1.1 Luigi DeRosa - Proposed Dedication of "Jason Bay Field" at Butler Park

2. OPERATIONAL REPORTS 22 - 25 2.1 Communications and Events Coordinator

26 - 27 2.2 Finance Department RECOMMENDATION: That the reports on Communications and Events and Finance be received.

3. PARKS AND RECREATION 28 - 34 3.1 Proposed Dedication of "Jason Bay Field" at Butler Park RECOMMENDATION: That City Council provide approval in principle of Mr. DeRosa's proposal to include "Jason Bay Field" at Butler Park, in recognition of Mr. Bay's considerable achievements in local Little League and Babe Ruth, university and minor leagues and Major League Baseball; and that Council assign Mr. DeRosa et al. to identify both a design concept for the inclusion of signage at Butler Park and a fundraising plan to achieve it for consideration by the City.

35 - 39 3.2 Trail Aquatic & Leisure Centre - Security Camera Upgrade RECOMMENDATION: That the 2019 Capital Budget be amended to include an expenditure in the amount of $50,000 for the purchase of video equipment at the TALC to deal with the front and more active parts of the facility; that Council authorize the purchase of the video equipment and associated labour to BV Communications Ltd. as the recognized supplier for the City of Trail for video equipment installed throughout the City; and that staff be authorized to proceed with Phase II of the project as part of advising BC Communications Ltd. of the City's intent to proceed and to order the necessary equipment on the understanding the purchase of equipment would not be invoiced or

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installed prior to the end of 2019 and where an expenditure in the amount of $31,400 be included and given pre-budget approval as part of the 2020 Capital Budget.

40 - 55 3.3 Columbia Basin Trust "Basin Plays" Grant Program RECOMMENDATION: That Council approve the submission of the Gyro Park playground replacement project for the November 3, 2019 intake of the Basin Plays Capital Improvement grant program in the amount of $25,000; that Council provide a letter of support for inclusion with the grant application as a means of strengthening the City's submission; and that Council approve staff to make application to other grant funding sources to support the Gyro Park playground replacement project as opportunities become available.

56 - 61 3.4 Shared Seniors Coordinator Position RECOMMENDATION: That Council approve staff to jointly submit a grant application to the Columbia Basin Trust Social Grant program for the development of a shared Seniors Coordinator position with the City of Rossland and the Village of Warfield as a one year pilot project; that as part of the grant application, Council agree to make a $6,000 cash commitment and a $2,000 in-kind contribution towards this pilot project and that the commitment be reflected in the 2020 Operating budget should a grant be received; that Council agree to enter into an agreement with the City of Rossland and the Village of Warfield for the hiring and management of a shared Seniors Coordinator position so long as grant funding is received; and that Council agree to provide a letter of support for inclusion with the Social Grant application that demonstrates Council's endorsement and financial commitment to the shared Seniors Coordinator position project.

4. PUBLIC WORKS 62 - 66 4.1 Cemetery Gateway Remediation - Contract Award RECOMMENDATION: That Council approve the award of the Cemetery Gateway Remediation project to Dynamic Landscaping in the amount of $83,373.55 exclusive of taxes.

67 - 70 4.2 Community Safety Task Force - Street Lighting Review RECOMMENDATION: That Council provide direction to staff with respect to whether or not to proceed with the retention of a firm to complete a review of downtown street lighting and if Council chooses to proceed that the 2019 Budget be increased to

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include funding of up to $20,000 to complete the work specified.

5. GENERAL GOVERNMENT/FINANCE 71 - 82 5.1 Review of Meal Expense and Cell Phone Reimbursement Policies RECOMMENDATION: That the report be received for information.

83 - 86 5.2 2019 Tax Sale Report RECOMMENDATION: That the report be received for information.

87 - 91 5.3 Property Tax Penalty Waiver Requests RECOMMENDATION: That Council consider the request to reverse the penalty charged against folio 3668.000 in the amount of $77 related to the 10% penalty charged for the homeowner grant that was not claimed by the due date.

6. GRANTS-IN-AID / SPONSORSHIPS 92 - 94 6.1 Report on Grants to Organizations dated September 18, 2019 RECOMMENDATION: That the report be received.

95 - 103 6.2 Colombo Lodge - Request for Cash Grant

104 - 6.3 Columbia Basin Alliance for Literacy - Request for Rental Waiver 114

7. ADJOURNMENT

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PROPOSAL TO CITY OF TRAIL Jason Bay Field

- Name Addition at Butler Park

2018

OCTOBER 2, 2019

COMPANY NAME Submitted by: Luigi (Lou) DeRosa

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Jason Bay Field

- Name Addition at Butler Park

PROPOSAL

On behalf of many residents of Trail as well as local groups and business persons, I, Luigi (Lou) DeRosa, would like to propose adding the name “Jason Bay Field” to the baseball field which is part of Butler Park.

BACKGROUND Jason Bay was born in Trail in 1978, completed 12 years of education in Trail. Jason’s love of baseball was nurtured by legendary Trail Little League coach, Andy Bilesky. Jason was a member of Bilesky’s Trail Little League Allstars in 1990 when they won their fifth Canadian championship and represented Canada in Pennsylvania. Then in 1995, when Trail hosted a very successful Senior Babe Ruth World Series, Jason was a member of the hometown Trail Jays. Jason continued his education in Coeur D’Alene, ID and Spokane, WA. He excelled in collegiate baseball while attending North Idaho College and Gonzaga University. In 2000, he was selected by the Montreal Expos to play professionally. Jason played three seasons of minor professional baseball before advancing in 2003 to the major league. The following season while playing with Pittsburgh Pirates he was selected Rookie of the Year - the first and only Canadian to ever achieve this distinction. Jason played 11 seasons of major league baseball and was selected to play in three annual major league all-star games. Earlier this year, he was inducted into the Canadian Baseball Hall of Fame in St Mary’s, Ontario. In 2005, Jason was inducted into the “Home of Champions” monument in Trail. In 2015, Jason was inducted into the West Coast Conference Hall of Fame.

Honouree’s Approval “I absolutely give permission to add my name to Butler Park. It would be a great honour. Please let me know if there’s anything I can do! Thank you very much.” Jason Bay

Find even more easy-to-use tools on the Insert tab, such as to add a hyperlink or insert a comment” 2

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RATIONALE

• The Vancouver Province is a reputable media outlet and is known for its objective and balanced sports coverage. In 2005, the newspaper ran a series on BC’s best “Sports Towns”. Trail was chosen BC’s Best Sports Town in the September 9th issue. This honour is no small feat and our city needs to continue to promote and celebrate what we are good at and known for.

• The baseball successes of Andy Bilesky, as well as other well-known athletes and coaches namely, Willie Krause, Joe Haley and Pat Haley have been acknowledged by naming local sport fields in their honour. Jason Bay is another notable baseball athlete from our area that deserves recognition.

Reg Stone Park (Parks and Recreation Manager) Pople Park (Ken Pople served with Trail Parks Commission for several years.) McIntyre Room (Pete McIntyre, Cominco executive) C. H. Wright Pool (Dr. C. H. Wright, Trail District Recreational Projects Society) C. H. Wright Grandstand (presented to the City of Trail on May 23, 1956) The Bailey (formerly Charles Bailey Theatre, patron of the arts) Muriel Griffiths Room (patron of the arts)

• While the baseball community is certainly active and successful in Trail, we can also take pride in our successes internationally on the hockey stage. The mural on the wall of the Memorial Centre depicting Trail’s hockey world-wide success garners the admiration of many locals while at the same time attracting the attention of many visitors.

• Continued recognition of notable local individuals in their chosen sport acknowledges Trail’s repeated successes with high performing athletes. The accomplishments of local persons that bring nationwide pride need to be recognized in order to continue to promote our city as a leader in amateur sport. We are ‘The City of Champions’ and need to continue to build that brand in public ways.

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HISTORICAL PERSPECTIVE

Trail’s first baseball diamond was located at the south end of Bay Avenue at Portland Street. In 1902, the Canadian Mining and Smelting Works (CM&S) and now Teck Metals, Ltd. cleared ground in East Trail at the present location for baseball and other sporting events.

In addition, the City of Trail Museum and Archives Manager, Sarah Benson-Lord researched more history on the naming of Butler Park.

“I've done extensive research in the papers and old city minutes and I'm able to determine only when the park went from Recreation Park/City Park to Butler Park. The change happened sometime in July 1927. The Dominion Day Celebrations (also the Diamond Jubilee of the Province of BC) on July 1 invited people to the Recreation Park in advertisements and on August 2, 1927, the mayor at the time referred to it as Butler Park. We know that Sydney Butler was visiting Trail that month from Kellogg, Idaho and staying with the Wilmes family, so something must have taken place. There were a few papers missing from the July 1927, which is common for the collection, so if something formal occurred it may have been in there.”

The City of Trail website states that Butler Park is part of a greater two square block sporting complex that is home to the Trail Aquatic & Leisure Centre and Butler Park Racquet Sport Facility. In 1997, the Trail Aquatic & Leisure Centre replaced the Dr. Charles Wright Memorial Pool which opened in 1961. This pool was built by Trail & District Recreation Projects Society, of which Dr. C.H. Wright was an active member.

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EVIDENCE OF LOCAL SUPPORT

I entirely agree with your proposal. Jason deserves the recognition. Bruce LeRose (Chairperson World Junior A Hockey Challenge 2007)

Lou, I am in full support of your idea to add Jason Bay Field to the field known as Butler Park. It is recognizing two individuals who are our history of the Home of Champions and an inspiration to all our youth. Wayne Florko (Chairperson Trail Orioles men’s baseball team)

Great idea...long overdue! Love to put my support on this! Ed Ferraro (former general manager Trail Jays American Legion youth baseball)

I totally support to have Jason Bay’s name added to Butler Park. He has done a lot to help baseball in this area and would the right thing to do. Brad Elliott (Long time umpire in chief Trail Little League and Trail Youth baseball)

I support what you propose. Mel Johnson (Terry Fox Run and Silver City Run committee)

Yes, Lou we support this proposal 100 %. Can't think of a more deserving person for this honour. Brian Onyschak (President USW Local 480)

The Trail Youth baseball executive is fully in favour of adding the name Jason Bay Field to the Butler Park Complex. The only question that came up (relevant or not) was whether Jason has or will contribute anything to the park but that is a separate issue. It seems to make sense to utilize his name moving forward. Let me know if you need anything else.

Jim Maniago (President, Trail Youth Baseball)

Agree 100% Kevin Oliver (Manager/Coach Trail Orioles Men’s Baseball Team)

Adding Jason's name to a local ballpark is a neat idea that I support. In part, to recognize Jason's career accomplishments. But also, adding his name to Butler makes sense for community sport recognition - and Butler is a good choice because it is a premier field centrally located and easily identified within the City."

Scott Wallace (volunteer past 7 years at Andy Bilesky Field as coach and building batting cage facility. Volunteer at Butler Park this year)

"I whole-heartedly support your idea." Glenn Wallace (volunteer extra-ordinaire youth baseball, youth hockey, Sanctuary after school program, Trail United Church and food bank). 5

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APPENDICES

I. PRESENTER’S CURRICULUM VITAE - Luigi (Lou) DeRosa

II. ARTICLE FROM https://www.trailtimes.ca>sports>bay-and-family… - June 25, 2019 , “Bay and family celebrate induction into Hall of Fame”

III. Photo from Induction Ceremony

IV. ARTICLE FROM https:/gozags.com/…/former-zag-jason-bay… - February 11, 2019

V. ARTICLE FROM THE SPOKESMAN-REVIEW - July 4, 2018 , “Gonzaga alum and MLB all-star Jason Bay enjoying retirement”

VI. ARTICLE FROM THE VANCOUVER PROVINCE – September 9, 2005, “TRAIL No. 1: Home of Champions”

VII. ARTICLE FROM THE VANCOUVER PROVINCE – September 9, 2005, “Bay’s status undiminished by All-Star snub” and “Downtown monument immortalizes athletes who’ve served town so well”

VIII. ARTICLE FROM THE VANCOUVER PROVINCE – September 5, 2005, “#1 TRAIL Unbeatable: The best darn sports town in BC”

IX. LETTER FROM PRESIDENT OF TRAIL MINOR BASEBALL

X. LETTER FROM KIDSPORT GREATER TRAIL

XI. LETTER FROM BOB ELLIOT – FORMER CANADIAN SPORTS COLUMNIST

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APPENDIX I

PRESENTER’S CURRICULUM VITAE Luigi (Lou) DeRosa

Lou is a long-time member of the Trail community and a very active supporter of local sport. Born in Trail BC, Lou received 12 years of schooling in Trail. After high school, he attended Trail Business College, followed by six years of general office duties for a lumber company in both Nakusp and Castlegar. Lou decided to continue with his education and completed a degree in science at UBC in Vancouver. The following year he continued at UBC and received teacher certification. His first two years of teaching were in Salmo, BC, followed by one year at Trail Junior Secondary, and finally 26 years at J L Crowe Secondary. He completed a Master’s Degree in Education from Eastern Washington State University in 1978. During his teaching career, he was very active in coaching school sport teams as well as local sport teams. Lou was privileged to assist Andy Bilesky during the summer of 1982 when our Trail Little League Team won the BC and the Canadian championships. This team next represented Canada in the Little League World Series in Pennsylvania. In 1983, Lou was involved in efforts that resulted in our local team joining the Spokane American Legion League. This initiative improved the baseball competition that our local baseball athletes would face and enhanced the calibre of the sport being played in our community.

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APPENDIX II

Bay and family celebrate induction into Hall of Fame

By Deryck Kissoondath: Special to the Times In the small town of St Mary’s, Ont., the newly renovated Canadian Baseball Hall of Fame welcomed Jason Bay into its eminent fold. On June 15, hundreds gathered outside its doors early, to get a peek at some of the rich history that it holds commemorating the highlights of players and events that make up Canada’s mark in professional baseball, which now includes the storied career of the Trail native. “It is humbling and has a greater magnitude being here, it is a great honour,” said Bay. Related read: Bay set to be inducted into baseball HoF

For the Bay family, this was a very proud day as they showed up in full support to watch the Induction. The Bay contingent included his wife, Kristen; children, Addison, Evelyn, and Garrett; parents Kelly and Dave; sister, Lauren and her family; his aunt, cousins, and nephews. They all got a chance to hear a sentimental and humorous speech after fellow inductee and Canadian, former Chicago Cub’s pitcher, Fergie Jenkins, helped him into his jacket. Over the past few years, Bay hasn’t really thought much of playing baseball but has focused on raising the kids, but when a fan asked him to sign his National Rookie of the Year card, “My emotions and memories came back.” Related read: Trail native headed to baseball Hall

For Bay, grinding and perseverance was a huge part of his career. “From Kindergarten to Grade 2, all I wanted to be was a baseball player, except for Grade 2 when I wanted to be a cab driver,” laughed Bay. “My highlight was getting to Major League Baseball. By all accounts I was a statistic that never should have happened. Looking at pure numbers, the game is about who makes it and who stays. I was a 22nd round pick who was traded a few times in the minors. I was scratching and clawing here and there, so to make it for 10 years is great.” Bay began his career playing Trail Little League, and kept advancing through Junior League, then Gonzaga, the minors and the majors, adding “I was going to keep playing until they tell me I can’t.” It was the even keel and motivation that kept Bay going as he remembered draft day in Trail. “So draft day comes and my modem drive is hooked up and I’m waiting. After 20 rounds, my name hasn’t been called so I decided to go down to the Columbia River and go fishing … thinking about it now I have to wonder about what my parents were thinking when I told them that I didn’t get drafted and I’m going to the river.” His desire to play baseball didn’t wane as he persevered through the minors. “All I wanted was a shot. If we can do it great, if not at least I had an opportunity. It wasn’t linear and it took some ups and downs in the minors but every opportunity, I got better.” It was his positive attitude and success that caught the eye of Tim Leiper, Bay’s first manager in rookie ball, while playing for the Montreal Expos organization. “I was a magnet below the bottom of the depth chart, and I know Leiper had direct orders from up top to play me the least amount of minutes, but every time he put me in I kept hitting and he kept putting me in, which gave me an opportunity a year after that.” Bay’s success and confidence in Pittsburgh led to his trade to the playoff-bound Boston Red Sox in 2008, and most thought that Bay was there to 8

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replace the popular Manny Ramirez.“I was the one who came in and replaced Manny, but I thought I was coming and playing, and I wasn’t replacing anyone. Boston helped because in Pittsburgh we struggled, but here it was worst to first. Every day was like being in the playoffs. It was the atmosphere every day; the intensity was the most stressful and fun at the same time.” Pressure did not seem to faze Bay as he showed great resilience and confidence while playing for his country in the Baseball World Classic in 2006 when the Canadians defeated the United States. “The first year we didn’t know what to expect and we beat the United States and I remember getting a call from Wayne Gretzky, and I thought that this was pretty cool. It was almost too intense for March. I remember in 2009 in Toronto, when we had 50,000 people at the game, but I was only used to playing in front of 4,000 people. It was a playoff atmosphere.

”Bay was very grateful for the support that he received from his wife of 20 years. He remembered clearly the night that he was traded from Pittsburgh to the contending Boston Red Sox. “I came home and said, ‘I was traded to Boston and I’m in the line up tomorrow night.’ She said, ‘You go and do what you got to do.’ We had a two year old at the time and she was eight months pregnant.” He was also quick to acknowledge his parents who, “Never missed a game, never criticized, and never faltered in their belief in me.”

As he acknowledged his family, Bay made a special announcement to his three kids and calmly and emotionally told them “I learn from all of you every day and I know that you wanted to be mentioned by name. Here is what I learned, from Addison tenacity, from Evelyn passion, and from Garrett kindness.” He quickly added “Let this be a reminder to you, I was once cool, and did have a job.”

Bay’s success, awards, and accolades in the majors are impressive, yet for the young man from a small smelter town in the Kootenays, character has marked his career from start to finish. “Strangers shape our path and what we become. I was a grinder who did a few things well but nothing great. I take a lot of pride in that, as it is inherently Canadian. “At the end of my career, I hope my roommates say, ‘I was a better person than a player.’ I always tried to be the same guy every day, whether I was 0-for-4 or 4-for-4.”

Trail coach Andy Bilesky (1984) and pitcher Chris Kissock (2012) were also inducted into the Canadian Baseball Hall of Fame. Joining Bay as 2019 inductees are pitcher and Gibson’s, BC native Ryan Dempster, Philadelphia Phillies bench coach Rob Thomson, and former Toronto Blue Jays GM Gord Ash.

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APPENDIX III

Rob Thompson Ryan Dempster Jason Bay Gord Ash

APPENDIX IV

SPOKANE, Wash.— Former Gonzaga baseball standout Jason Bay to be inducted into the Canadian Baseball Hall of Fame, the organization announced this week.

Bay will be inducted on June 15 in St. Marys, Ontario, at the Canadian Baseball Hall of Fame and Museum, along with pitcher Ryan Dempster, coach Rob Thomson and executive Gord Ash.

"It was a very pleasant and somewhat unexpected surprise to get that call from the Canadian Hall of Fame," said Bay. "I'm proud and honored to be recognized with great people who have helped build baseball in Canada in various ways, to the elite level it has become. I'm looking forward to it!"

The former Bulldog centerfielder had a strong 11-year MLB career with stops in San Diego, Pittsburgh, Boston, New York and Seattle. His best season came in 2004 with the Pittsburgh Pirates, where he hit 26 homeruns with a .282 batting average. This earned Bay the National League Rookie of the Year award, the only Canadian to earn the honor. Bay was named to the Major League All-Star game three times in his career, twice with the Pirates and once with the Boston Red Sox. Throughout his career, he collected 1,200 hits and 222 home runs, the most of any Gonzaga alum.

In his two years as a Zag from 1999-2000, Bay hit 35 career home runs, which ranks third-most in school history and remains seventh on the all-time batting average list with a mark of .374. Bay also ranks second

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all-time with 74 RBIs in the 1999 season, where he also hit 20 home runs and scored 65 runs. In 2015, Bay became the first Gonzaga baseball player to be inducted into the West Coast Conference Hall of Honor.

APPENDIX V

https://www.spokesman.com/stories/2018/jul/04/gonzaga-alum-and-mlb-all-star-jason- bay-enjoying-r/

APPENDIX VI

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APPENDIX VII

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APPENDIX VIII

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APPENDIX IX

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Appendix X

KidSport™ Greater Trail c/o Trail Aquatic & Leisure Centre 1875 Columbia Avenue Trail, BC V1R 4T8 250.368.0852 [email protected]

September 24, 2019

Mr. Lou DeRosa 50 Hazelwood Drive Trail, BC V1R 1G2 [email protected]

Dear Mr. DeRosa

KidSport Greater Trail is pleased to provide this letter supporting your initiative to honour Jason Bay with the naming of Jason Bay Field at Butler Park.

Jason Bay, along with his sister Lauren, has served as honourary Co-Chair of KidSport Greater Trail since our Chapter’s inception in 2011. We invited his participation in our work as a way to acknowledge his contributions to sport in our communities. Our members believe that the initiative to name the field after Jason further builds on his legacy and will enrich the future development of sport in Greater Trail.

Thank you for the opportunity to share our perspective and endorse your efforts in the naming of Jason Bay Field at Butler Park.

Sincerely

Betty Anne Marino Chair

Our KidSport Partners JASON BAY

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APPENDIX XI

From: Bob Elliott Subject: PROPOSAL for Jason Bay Date: September 27, 2019 at 10:49:16 PM PDT To: luigi derosa

If you are of certain generation and have spent a lot of time in hockey arenas ... well then the word Trail brings to mind images of the Smoke Eaters.

Now, if you are or another generation and hang around ball parks ... well the word Trail immediately brings to mind Jason Bay.

And people talked about Jason Bay and his performances no matter the ball park. It could have been Larry Walker Field in Maple Ridge, BC, Justin Morneau Field in New Westminster, B.C, the Terry Puhl batting cages in Melville, Sask., or Eric MacKenzie Park, Canada’s Moonlight Graham, in Courtright, Ont., Claude Raymond Parc in St-Jean, Que., Denis Boucher Parc in Lachine, Que., Ron Piché Parc in Verdun, Que. or Gary Carter in Ahuntsic.

Canadians have long named locales after executives too: Ray Carter Park in Tawassen, BC and Bernie Soulliere Field in Windsor, Ont.

The great thing about Jason Bay is that not only was he a success in his chosen field, not only did he overcome a number of obstacles but he inspired youngsters from Coquitlam, BC to Moncton, NB. He didn’t have the easier path first rounders have “You want some extra swings, some extra work in the cage?” we have heard the coach ask the first rounder. “Sure go ahead, I’ll throw batting practice.”

To take it from the top, Bay received one scholarship offer to a junior college out of high school, was drafted in the 22nd round by the Montreal Expos in 2000 and traded three times before he got his first extended big league opportunity.

Despite all that he went on to become the first Canadian to win the National League Rookie of the Year Award, a three-time major league all-star and a Canadian Baseball Hall of Fame inductee in St. Marys.

Bay said from kindergarten to probably through sixth or seventh grade, each year in that scrapbook was his picture and every year he checked baseball player, “Except for Grade 2 where I aspired to be a cab driver.”

At 11, Bay was part of the 1990 team, coached by fellow Canadian Baseball Hall of Fame inductee Andy Bilesky, that competed in the Little League World Series in Williamsport, Pa.

From Trail Little League he moved south to play in an American Legion league in Spokane and then Idaho. A coach who saw him play was an assistant at North Idaho offered him a scholarship. “Without another option, I said, ‘Sure, I’ll take that.’”

After impressing at North Idaho, Gonzaga University Bing Crosby’s school ... came calling. Bay earned first-team All-West Coast Conference honours in his junior and senior seasons.

Undrafted his junior year, he was selected by the Expos in the 22nd round of the 2000 draft after his senior season. There was not a large signing bonus waiting for him. He had zero bargaining power.

Bay finished his first year at class-A Vermont with a .304 batting average with two home runs and 17 stolen bases in 35 games, but he struggled mightily at class-A Jupiter. He contemplated quitting.

After two seasons in the Expos system, he and others were dealt to the New York Mets and then to the San Diego Padres in just over a four-month span in 2002 as Lou Collier, Jason Middlebrook and Steve Reed went the other 16

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way.

Bay took over left field duties for the Pirates on May 7, 2004, hitting .282 and belting 26 home runs in 120 games that season to become the first – and still only – Canadian to win the National League Rookie of the Year Award. He continued to excel for the Pirates over the next four seasons, registering back-to-back 30-home run, 100-RBI campaigns in 2005 and 2006 and earning all-star honours in each of those years.

After 22 home runs in 106 contests to begin the 2008 campaign, he was dealt to the Boston Red Sox at the July 31 deadline was part of a three-team deal. The Los Angeles Dodgers sent Andy LaRoche and Bryan Morris to the Pittsburgh Pirates, while the Red Sox sent Manny Ramirez to the Dodgers. Boston also sent Craig Hansen and Brandon Moss to the Pirates.

He was a power threat in Boston, belting nine home runs down the stretch to help the Red Sox to a playoff berth. In the American League Division Series against the Los Angeles Angels, he batted a team-best .412 (7-for-17) to help his club advance to the American League Championship Series. Bay returned to Fenway the next season to club a career-best 36 home runs and register 119 RBIs. For his efforts, he earned his third all-star nod, a Silver Slugger Award and a seventh-place finish in the MVP voting.

Following that season, he signed a four-year deal with the New York Mets and finished his 11-year major league career with the Seattle Mariners in 2013.

Bay was named the winner of the Canadian Baseball Hall of Fame’s Tip O’Neill Award, as top Canadian player, three times (2004, 2005, 2009) and suited up for the Canadian national team at the 2006 and 2009 World Baseball Classics. He was added to Baseball Canada’s Wall of Excellence in 2014. He was a rarity in Canadian baseball? A right- handed hitter.

That’s some kind of resume for a 22nd rounder traded three times before getting his first extended big league opportunity.

How did he achieve all of this? There’s no doubt his grit, determination and positive attitude helped.

“My career definitely hasn’t been linear. There have been a lot of ups and downs, but she’s been my biggest supporter,” said Bay.

His three children, Addison, Evelyn and Garrett, his parents and sister, always supported him.

Bay shared that one of the most important lessons his dad taught him was when he was a Little Leaguer and he lost his temper and violently tossed his helmet after he struck out. His dad took him aside and said to him, “When you do well, it looks good on you. When you do bad (like throw a helmet), it looks bad on me.”

“From that day on, I ran out every ground ball as hard as I could until I stopped playing in the big leagues,” said Bay, who wanted to make his family proud.

And he did make them proud. As a husband, dad, son and brother, he grinded it out to not only play in majors but become a three-time all-star and now a Hall of Famer.

Bay helped the B.C. initials made sense. One time at the nationals a group gathered around the board looking at results from other diamonds.

“Do you know what B.C. stands for?” Before anyone could answer he added: “Best in Canada.”

Jason Bay represented the city of Trail well no matter where he played. He spoke proudly of his hometown and its out-STAND-ing sporting tradition.

That’s why I heartily endorse Lou’s suggestion to name the field after Jason Bay.

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Biography: Wikipedia

Bob Elliott (born September 10, 1949) is a Canadian former sports columnist, who covered professional baseball in Canada. He began in 1978 as a reporter for the Ottawa Citizen, covering the Montreal Expos, before leaving in late 1986 to cover the Toronto Blue Jays for the Toronto Sun.

On June 1, 2016, Elliott announced his retirement.[1]

He has written three books, including Hard Ball about George Bell, in 1990; The Ultimate Blue Jays Trivia Book, in 1993; and The Northern Game: Baseball The Canadian Way, in 2005. Elliott is also the mind behind the Canadian Baseball Network website, which tracks all active Canadian baseball players.

Elliott was awarded the Canadian Baseball Hall of Fame's Jack Graney Award on December 17, 2010. His grandfather, Chaucer Elliott, is a member of the Hockey Hall of Fame. On December 6, 2011, he was named recipient of the 2012 J. G. Taylor Spink Award by the National Baseball Hall of

Fame and Museum.[2]On February 4, 2015, Elliott was elected to the Canadian Baseball Hall of

Fame.[3] In 2016, Elliot was named to the Ontario Sports Hall of Fame as the winner of the Brian

Williams Media Award.[4]

Luigi DeRosa - Proposed Dedication of "Jason Bay Field" at Butler Park Page 21 of 114 AGENDA ITEM #2.1

Governance and Operations Committee Meeting

Report on Communications and Events Presented on: October 15, 2019 Presented by: Andrea Jolly, Communications & Events Coordinator

This report provides a summary on some of the major areas of focus for the City of Trail’s Communication and Events Coordinator (CEC). SIGNAGE, MARKETING, PROJECTS

TRAIL RIVERFRONT CENTRE BANNERS, LIBRARY, MUSEUM AND VISITOR CENTRE BANNERS

Decorative and informational banners leading people to the Trail Riverfront Centre were installed along Bay Avenue and in front of the Trail Riverfront Centre to identity the three amenities inside the facility: the library, museum and visitor centre. The banners’ shape was originally intended be angular to reflect the unique architecture of the facility; however, the banner material available for such a shape was not available. Double-sided rectangular banners were installed. The material is durable enough to withstand all seasons in Trail’s climate. Because the banners were installed on every second decorative lamp post along Bay Avenue and will remain year-round, the Bay Avenue Christmas decorations will only be installed on the lamp posts that do not have banners.

FENCE PANELS AROUND EMPTY LOT ON VICTORIA STREET

New fence panels were installed on the fence surrounding the empty adjacent to McDonald’s. The design is neutral and simple for decorative purposes only. The short pieces along the bottom allow for motorist visibility as drivers approach the intersection from the hotel parking area.

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Governance and Operations Committee Meeting

Report on Communications and Events Presented on: October 15, 2019 Presented by: Andrea Jolly, Communications & Events Coordinator

DOWNTOWN WAYFINDING PROJECT FOR PILLARS ON PINE, CEDAR AND BAY AVENUE

Engineering continues to work on sourcing materials for the downtown wayfinding signs. In the meantime, a questionnaire/survey has been prepared and will be sent out to businesses on the downtown side of Victoria Street. The intent of the questionnaire is to gauge the interest and budget of eligible businesses who may be interested in purchasing a sign. Once the questionnaires are collected and analyzed, prices for signs can be established and included in the marketing material, which will be subsequently sent out to all businesses on the downtown side of Victoria Street. The questionnaire is set to go out the week of October 14, 2019.

TRAIL MINOR BASEBALL 2024 CANADIAN LITTLE LEAGUE CHAMPIONSHIP PROPOSAL

Trail Minor Baseball requested assistance with their 15-page proposal to Little League Canada for the 2024 Canadian Little League Championships. The document required editing and layout expertise into a professional-looking template. This document is not nearly as involved as the NJAC that was prepared earlier this year in conjunction with the Trail Smoke Eaters. It is a simple proposal to communicate that Trail Minor Baseball is interested in being considered as a host city for the event. The final document was submitted on Tuesday, October 8, 2019.

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Governance and Operations Committee Meeting

Report on Communications and Events Presented on: October 15, 2019 Presented by: Andrea Jolly, Communications & Events Coordinator

OTHER

Preparation of the 2019 Annual Report will begin before the end of the year. A theme and cover photo have yet to be determined; however, like in past years, the theme will reflect Council’s current strategic priorities.

Compilation of the Tourism Trail BC Visitor Guide, in conjunction with Black Press, will soon begin. Photos, content and overall layout will need to be reviewed and updated.

EVENTS

SPOOKTACULAR, OCTOBER 26, 2019 11 AM – 3 PM

The event is booked for Saturday, October 26, 2019. The multi-faceted family friendly event includes favourites, like the Hay Maze and downtown Trick or Treat, and some new activities such as the free circus show and workshop inside the Bailey Theatre and the Spook House inside the VISAC Gallery. Trail incrEDIBLE farmer’s market is coordinating the vendors and food trucks and the Trail Riverfront Centre will once again be hosting fun activities inside the facility.

SANTA’S CANDY PARADE, SATURDAY, DECEMBER 14, 2019 5 PM

This event is booked for Saturday, December 14, 2019 at 5 PM. Trail incrEDIBLE farmer’s market hopes to host an inside market on the same day. They are currently searching for a venue. The Trail Lion’s Club has expressed interest in cooking the hot dogs this year, and the Trail Riverfront Centre hopes to host Santa again this year. Their committees will confirm their participation in the coming weeks.

TRAIL MEMORIAL CENTRE 70TH ANNIVERSARY

The Communications and Events Coordinator, the Museum & Archives Manager, and the Deputy Director of Parks and Recreation are working together on some materials to commemorate the occasion, including a logo, a video and new TMC foyer décor – all to be revealed at the November 30th Trail Smokies Home Game.

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Governance and Operations Committee Meeting

Report on Communications and Events Presented on: October 15, 2019 Presented by: Andrea Jolly, Communications & Events Coordinator

ONGOING COMMUNICATIONS

www.trail.ca, www.trailairport.ca, www.silvercitydays.com, www.tourismtrailbc.ca, www.trailmuseum.ca and www.trailriverfrontcentre.com and any corresponding Facebook pages are all monitored for updated as required.

Media releases, public notices, and communication plans are prepared and disseminated as required.

TRAINING AND PRESENTATIONS

The first two modules of the Applied Leadership course at Selkirk College have been completed and modules 3 and 4 will be completed in 2020.

The Selkirk College Business Program is hosting a Project Management Panel on Thursday, November 11 at the Castlegar Campus with the goal of presenting careers and opportunities in Project Management to students. The Communications and Events Coordinator will present as a panelist along with representatives from Teck, SNC –Lavalin and Selkirk College.

Respectfully submitted,

______

Andrea Jolly Communications and Events Coordinator City of Trail

Cc: David Perehudoff, Chief Administrative Officer

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GOVERNANCE & OPERATIONS COMMITTEE FINANCE October 15, 2019

A. Administration 1. Staffing – the Finance Department is most fortunate that it does not have frequent staff turnover. 2. Training ‐ staff Accounting Clerk – Payroll is now a designated Payroll Compliance Practitioner (PCP). She will be attending the Canadian Payroll Association annual Year‐end & New Year requirement in Kelowna in early December 2019. Accounting Clerk – Tax and Utilities continues with her pursuit of the Chartered Public Accountant (CPA) designation. Anticipated graduation is the Fall of 2020. Accounting Clerk – Accounts Payable attended the Central Square conference in Vancouver for training and updates to VADIM software. Deputy Director of Finance (DDF) continues the pursuit of the Leadership/Administration Certificate through the Capilano University PADM Credentials and Pathways program. 3. Training: In‐House ‐ Finance to provide time card training to new Works Department Supervisors in late October or early November.

B. Projects 1. Annual Report – The City of Trail was awarded the Canadian Award for Financial Reporting from the GFOA for its 2016 and 2017 Annual Reports. The City has submitted, in late June, it’s 2018 Annual report to the GFOA CAnFR Program once again. We expect to hear from the GFOA in late October or early November.

C. Operations 1. Annual Tax Sale – The Finance department conducted the annual tax sale on September 30, 2019. Council received separate reporting with respect to the outcome from the sale. 2. CARIP (Climate Action Revenue Incentive Program) – CARIP survey completed and published June 1, 2019 for 2018 climate actions. The CARIP is a conditional grant that provides funding to eligible local government signatories to the Climate Action Charter, equivalent to 100% of the carbon taxes directly paid. The 2018 grant is $30,700. The grant for 2017 was $29,900.

D. Forward Looking 1. Interim Audit – the 2019 interim audit will take place the last week of November or the first week of December. 2. 2019 year end audit & financial statement presentation ‐ the 2019 year end audit is anticipated to take place during the second week of March 2020 and Grant Thornton presenting the financials to Council in the month of April 2020.

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GOVERNANCE & OPERATIONS COMMITTEE FINANCE – PAGE 2 October 15, 2019

D. Forward Looking – con’t 3. VADIM software replacement – Central Square will roll out in North America, new software called “Public Administration” effective 2021. This time frame is for early adopters. Other VADIM users will transition during 2022 – 2023. VADIM will be supported until 2024. Costs of new software unknown at present.

Finance Department Page 27 of 114 AGENDA ITEM #3.1

STAFF REPORT City of Trail

DATE: SEPTEMBER 19, 2019 FILE NUMBER: 5920-21

TO: MICHELLE McISAAC, CORPORATE ADMINISTRATOR

FROM: SARAH BENSON-LORD, MUSEUM AND ARCHIVES MANAGER

SUBJECT: PROPOSED DEDICATION OF ‘JASON BAY FIELD’ AT BUTLER PARK

1.0 PURPOSE

1.1. To provide council with information related to of Mr. Lou DeRosa’s recent suggestion to dedicate the baseball diamond at Butler Park to Jason Bay and offer background information on the City’s historic facility dedications.

2.0 RECOMMENDATION

2.1. THAT City Council approve Mr. DeRosa’s proposal in principle to include “Jason Bay Field” at Butler Park, in recognition of Mr. Bay’s considerable achievements in local Little League and Babe Ruth, university and minor leagues and Major League Baseball. 2.2. AND FURTHER THAT Council assign Mr. DeRosa et al. to identify both a design concept for the inclusion of signage at Butler Park and a fundraising plan to achieve it for consideration by the City.

3.0 BACKGROUND

3.1. In August 2019, Mr. DeRosa, leading a coalition of community members, submitted a request to the City of Trail seeking endorsement for the dedication of “Jason Bay Field” to Butler Park’s ball diamond. 3.2. Mr. DeRosa contacted museum staff in June, requesting information on the history and naming of Butler Park. Staff conducted extensive research into the history of the park, identifying a date on which the “Recreational/City Park” became known as Butler Park. The name change occurred between July and August 1927. Records lack a formal announcement and archival minutes fail to mention the dedication. Mr. Sydney Butler was an alderman in the early 1910s, serving as mayor of Trail from 1915 to mid-1917, at which time he resigned and departed for Kellogg, Idaho,

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Page 2 PROPOSED DEDICATION OF “JASON BAY FIELD” AT BUTLER PARK

presumably for employment purposes. Newspaper reports announce he arrived in Trail in early July 1927 for a visit, which leads staff to believe perhaps a transaction or donation of some sort occurred. A 1925 Fire Insurance Plan refers to land as “Butler Athletic Park”, however it appears revisions of that plan occurred in 1934. 3.3. Facility dedication is not a new trend within the City of Trail. Several city facilities are dedicated to members of the community who excelled at and/or contributed greatly to the development of the sport for which the facility was designed. 3.3.1 Haley Park was named for Joe Haley in September 1960 by the Trail Athletic Association for his feats in local and national track and field endeavours, including the British Empire Games and the Olympics. Mr. Haley also contributed greatly to developing the local track and field program. 3.3.2 The Willi Krause Fieldhouse was named in honour of Trail’s renowned track and field coach in March 1982. Mr. Krause coached and trained many national and international track stars and dedicated considerable time to erecting an indoor track for local athletes. 3.3.3 Andy Bilesky Little League Park was dedicated to the incomparable coach in 1976. Mr. Bilesky led five Trail Little League teams to national titles and participation in the World Series Little League Championships in Williamsport, PA. 3.3.4 Other dedications include: 3.3.4.1 C.H. Wright Pool, formerly on the site of the Trail Aquatic & Leisure Centre, named for Charles Wright, longtime chair of the Trail & District Recreational Projects Society. He passed away unexpectedly in 1960 just prior to the pool opening in 1961. 3.3.4.2 The McIntyre Room in the Trail Memorial Centre was dedicated to Mr. Peter McIntyre, longtime CM&S Executive, founder of the Trail & District Welfare Society (Community Chest) and the Trail-Tadanac Parks Board. Mr. McIntyre was also influential in recruiting hockey players to the community during the heydays of Trail senior hockey. 3.3.4.3 Reg Stone Park in Tadanac honours the former Trail Memorial Centre manager and Provincial curling champion. Reg was also a champion golfer. 3.3.4.4 Pople Park in Shaver’s Bench was dedicated to Ken Pople, an active volunteer of the Shaver’s Bench Improvement Association in the 1940s and 1950s and board member of the Trail-Tadanac Parks Board in subsequent years.

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Page 3 PROPOSED DEDICATION OF “JASON BAY FIELD” AT BUTLER PARK

4.0 ANALYSIS 4.1. Mr. Bay is a well-known, well-respected career baseball player, whose youth years were spent under the tutelage of Mr. Andy Bilesky. Mr. Bay was a member of the 1990 Canadian Little League team from Trail, traveling to Williamsport that year. He was also a member of the 1995 Trail Jays team, participating in the Senior Babe Ruth World Series held in Trail. During his final year at university, Mr. Bay was drafted by the Montreal Expos, playing three minor league seasons. In 2003, he advanced to the MLB and was awarded Rookie of the Year in 2004 as a member of the Pittsburg Pirates. He is the only Canadian ball player to achieve this status. He retired in 2013. 4.2. Trail honoured Mr. Bay during the 2005 Home of Champions induction ceremony. He was honoured with induction in the Canadian Baseball Hall of Fame in June 2019. 4.3. Given the City’s history of acknowledging both successful athletes and builders, recognition of excellence through facility dedication is in keeping with historic practice for extraordinary achievement and service. 4.4. Other Canadian and American communities honour baseball excellence in similar fashion to the dedication suggested by Mr. DeRosa et al.: 4.4.1 In February 2019, Durant, Oklahoma honoured coach Mike Metheny with the “Mike Metheny Field” dedication. 4.4.2 In July 2019, Muesnter, Sask., honoured longtime baseball association member and volunteer James Korte with the “James Korte Field” dedication. 4.4.3 In August 2019, Foothills Major Baseball Association in Calgary, AB, honoured 40-year association member Glen Hansen with the “Glen Hansen Field” dedication. 4.5 Mr. DeRosa et al. are seeking to dedicate the baseball diamond, not Butler Park in its entirety. The proposed “Jason Bay Field at Butler Park” would allow for current visitor and recreation literature and promotional collateral to remain in circulation without much confusion. 4.6 Council may recall a promotions project undertaken by Parks & Recreation approximately ten years ago with the addition of Jason Bay banners at Butler Park. The banners generated a community discussion around the inclusion of Jason’s sister, Lauren, whose softball career has taken her to the top echelons of female baseball/softball, including the Olympics. Lauren’s banner was eventually included in the project.

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Page 4 PROPOSED DEDICATION OF “JASON BAY FIELD” AT BUTLER PARK

5 OPTIONS

5.1 That Council approve Mr. DeRosa’s request in principle and assign Mr. DeRosa et al. to identify funding sources for signage and a recognition event. 5.2 That Council approve Mr. DeRosa’s request in principle until a project budget is developed by staff and assessed for cost feasibility. 5.3 That Council consider the inclusion of Jason’s sister, Lauren, who has also achieved the highest of successes in her softball career. In this instance, the “Bay Field at Butler Park” could be a consideration. 5.4 That Council deny Mr. DeRosa’s request in an effort to avoid setting further precedent at other City facilities that currently have no affiliation to a community member or their achievements.

6 FINANCIAL CONSIDERATIONS 6.1 Mr. DeRosa did not provide a signage concept with his submitted request. Further investigation around signage options, whether they be illumination, generic signs or graphics on the diamond itself, is necessary to establish a project budget and potential fundraising plan.

RESPECTFULLY SUBMITTED

______

Sarah Benson-Lord Museum & Archives Manager

CAO COMMENTS: Further to the comprehensive analysis provided by staff, there does seem to be sufficient rationale to support what has been advanced by Mr. DeRosa and his consortium. With that said, renaming parks was not identified as an immediate priority for the City in the context of incurring costs to deal with design, signage and any other matters that would come with dedicating this park as now being requested.

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Further to the recommendations noted above, the “approval in principle” is seen to be a good first step as part of providing Mr. DeRosa et al. who made the request with the City’s commitment which should assist the group should they choose to accept this direction and move the project forward in the context of what has been recommended. Staff can provide additional information and support as required to facilitate this change provided the group is committed and willing to follow through with the additional effort needed to deal with design and fundraising that will now be required. Assuming the group can come back with a plan and a funding commitment for the fabrication and installation of signage, Council could then consider the matter further as part of making a formal motion to rename the park that would recognize Mr. Bay. After this is completed there would be internal resources spent to organize a dedication ceremony to recognize this name change. The historical information contained in this report provides further context and following an appropriate process will hold the City in good stead as far as respecting past practice and also ensuring that there is appropriate historical context and rationale for future generations should requests of this nature come forward again. Council should approve the recommendation noted above.

APPROVED FOR SUBMISSION TO COUNCIL:

September 19, 2019 ______David Perehudoff, CPA, CGA Date Chief Administrative Officer

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Sandy Lucchini

From: David Perehudoff Sent: Thursday, September 19, 2019 11:41 AM To: David Perehudoff Subject: FW: Luigi (Lou) DeRosa proposal to add name "Jason Bay Field"

‐‐‐‐‐Original Message‐‐‐‐‐ From: luigi derosa Sent: Friday, August 30, 2019 3:18 PM To: Sandy Lucchini Subject: Luigi (Lou) DeRosa proposal to add name "Jason Bay Field"

Hi Sandy; I got my preliminary presentation ready for you. I think I am ready to present my proposal to City council at either meeting of September 9, or October 15, or October 28. Kindly let me know which works best. Thanks. Lou DeRosa

50 Hazelwood Dr Trail, BC V1R 1G2 August 30, 2019

On behalf of many residents of Trail as well as groups and business persons, I, Luigi (Lou) DeRosa, would like to propose adding the name “Jason Bay Field” to the baseball field which is part of Butler Park. Jason Bay was born in Trail in 1978, completed twelve year of education in Trail. Jason’s love of baseball was nurtured by legendary Trail Little League coach, Andy Bilesky. Jason was a member of Bilesky’s Trail Little League Allstars in 1990 when they won it’s fifth Canadian championship and represented Canada in Pennsylvania. Then in 1995 when Trail hosted a very successful Senior Babe Ruth World Series, Jason was a member of the hometown, Trail Jays. Jason continued his education in Coeur D’Alene, ID and Spokane, WA. He excelled in collegiate baseball while attending North Idaho College and Gonzaga University. In 2000, he was selected by the Montreal Expos to play professionally. Jason played three seasons of minor professional baseball before advancing in 2003 to the major league. The following season while playing with Pittsburgh Pirates he was selected Rookie of the Year, the first and only Canadian, to ever achieve this distinction. Jason played eleven seasons of major league baseball and was selected to play in three annual major league allstar games. Earlier this year he was inducted into the Canadian Baseball Hall of Fame in St Marys, Ontario. In 2005, Jason was inducted into the “Home of Champions,” monument in Trail.

Jason Bay told me, “I absolutely give permission to add my name to Butler Park. It would be a great honour.”

The Vancouver Province newspaper takes pride in sports coverage. In 2005, the “Province” ran a series on BC’s best Sports Towns. In the September 9th issue, Trail was chosen BC’s Best Sports Town.

The mural on the wall of the Memorial Centre depicting Trail’s hockey success world wide attracts the admiration of many locals while at the same time the attention of many visitors.

The successes of Andy Bilesky, Willie Krause, Joe Haley and Pat Haley have been acknowledged by naming sport fields in their honour.

Capitalizing on the accomplishments of local persons that bring nationwide pride to our city needs to be promoted.

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replaced the Dr Charles Wright Memorial Pool which opened in 1961. This Pool was built by Trail & District Recreation Projects Society, of which Dr. C.H. Wright was an active member.

Adding the name “Jason Bay Field,” to the baseball field seems a forward thinking decision.

Trail’s first baseball diamond was located at the south end of Bay Avenue at Portland Street. In 1902, the B.C. Smelting & Refining Company (Teck) cleared ground in East Trail at the present location for baseball and other sporting events. Museum and Archives Manager, Sarah Benson‐Lord researched more history on the naming of Butler Park. She shared some research in an email: “I've done extensive research in the papers and old city minutes and I'm able to determine only when the park went from Recreation Park/City Park to Butler Park. The change happened sometime in July 1927. The Dominion Day Celebrations (also the Diamond Jubilee of the Province of BC) on July 1 invited people to the Recreation Park in advertisements and on August 2, 1927, the mayor at the time referred to it as Butler Park.” “Syd” Butler was mayor of Trail for three years, 1915 ‐ 1917.

My curriculum vitae is: Born in Trail BC, received twelve years of schooling in Trail. After high school attended Trail Business College, followed by six years of general office duties for a lumber company in both Nakusp and Castlegar. I decided to continue with my education and completed a degree in science at UBC in Vancouver. The following year I continued at UBC and received teacher certification. My first two years of teaching were in Salmo BC, followed by one year at the Trail Junior Secondary, and finally 26 years at J L Crowe Secondary. I completed a Masters degree in Education from Eastern Washington State University in 1973. During my teaching career I was very active in coaching school sport teams as well as local sport teams. I was privileged to assist Andy Bilesky during the summer of 1982 when our Trail Little League Team won the BC and the Canadian championships. Our team next represented Canada in the Little League World Series in Pennsylvania. In 1983 I was active with improving the baseball competition for our local teenagers by joining the Spokane American Legion League.

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STAFF REPORT City of Trail

DATE: OCTOBER 3, 2019 FILE NUMBER: 7710.01

TO: DAVID PEREHUDOFF, CHIEF ADMINISTRATIVE OFFICER

FROM: TRISHA DAVISON, DIRECTOR OF PARKS & RECREATION

SUBJECT: TRAIL AQUATIC & LEISURE CENTRE - SECURITY CAMERA UPGRADE

1.0 PURPOSE

1.1. To seek Council approval to upgrade the security camera system at the Trail Aquatic & Leisure Centre.

2.0 RECOMMENDATION

2.1. THAT Council grant pre-budget approval in the amount of $81,400 for the Trail Aquatic & Leisure Centre security camera improvements project. 2.2. AND FURTHER that approval be given to directly award the project work to BV Communications in the amount of $64,345 plus applicable taxes.

3.0 BACKGROUND

3.1. The security camera system at the Trail Aquatic & Leisure Centre (TALC) has not been substantially upgraded since the building was built in 1996. 3.2. Several years ago, the previous Public Works Manager had planned to upgrade the TALC security system as part of the City’s camera program that was occurring at the time; however other priorities surfaced that required resources and attention. 3.3. The number of incidents that have occurred in public recreational spaces over the last year has been increasing and has become a significant concern. Unfortunately, the TALC has not been immune. In the past year, video footage has been used at both the Trail Riverfront Centre and the Trail Memorial Centre to help identify the individuals involved in inappropriate behavior. When the RCMP were called to respond, video footage was often requested to assist the RCMP in dealing with the appropriate individuals however this option was not available to them. 3.4. The current security camera system at the TALC is primarily used as a surveillance system by front line staff to monitor where people go in the facility after leaving the

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front desk and to visually check on the well-being of patrons in the main fitness centre space. 3.5. The only areas of the facility that are currently monitored are the hallway leading to the change rooms and the main fitness centre. 3.6. Improving the video to that which is similar to what is in place at the Trail Riverfront Centre, would assist staff and the RCMP when dealing with incidents and may act a deterrent to members of the public behaving inappropriately in the facility in the future.

4.0 ANALYSIS

4.1. The existing surveillance camera system at the TALC was installed when the facility was built in 1996. Some of the technology has changed; however the areas being monitored has remained consistent. 4.2. Staff have been working with BV Communications to determine options for the best camera coverage of the facility for both inside and outside of the facility. While the majority of the incidents at the facility have been indoors, it seemed prudent to consider outside coverage as well for the perimeter of the building and parking lot area. 4.3. Quotes have been received from BV Communications for the total scope of work. Based on the layout of the facility and the electrical sources available within the facility, BV Communications has provided a two phase quote whereby the front of the building (ie. parking area, lobby, hallway, fitness areas, and one part of the pool deck) would be done in phase one and phase two would incorporate the back of the building (ie. second part of the pool deck, sundeck, rear access points & service road area). The project does not need to be phased however due to the overall cost of the system upgrade being proposed, having information on this option was felt to be helpful in making decisions and managing limited financial resources. 4.4. From the time of order, equipment would take three to four weeks to receive. BV Communications is estimating their work would take approximately an additional three to four weeks to complete. As this time, the work required to be completed is deemed to be minimally invasive and would not impact the day to day enjoyment of the facility by the general public. 4.5. Even if only one of the two phases was approved to proceed in 2019, there is a chance that the work may not be fully completed in 2019. 4.6. In general terms, the total scope of work would include the installation of fifteen (15) cameras, two new recorders, monitoring station, and associated labour.

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5.0 OPTIONS

5.1. To proceed with Phase 1 of the security camera upgrade at the TALC with a budget of $57,100 in 2019 and fund the project from surplus. Phase 2 would be included as part of the 2020 Capital Budget submission from Parks & Recreation. 5.2. To proceed with Phase 1 & 2 of the security camera upgrade at the TALC with a budget of $81,400 in 2019 and fund the total project from surplus. Not all work would likely be completed in 2019; however all equipment would be able to be ordered at a minimum. 5.3. Direct staff to include the full security camera upgrade project with the Department’s capital submission for 2020 for consideration. 5.4. Provide pre-budget approval for the full security camera upgrade in advance of reviewing the full 2020 Capital Budget project submissions for the City. 5.5. To not proceed with enhancing the security camera system at the TALC.

6.0 FINANCIAL CONSIDERATIONS

6.1. BV Communications has provided two quotes for the camera system upgrade at the TALC: 6.1.1. Phase 1 (Front of the building) - $48,420 plus GST (PST included) 6.1.2. Phase 2 (Back of the building) - $20,580 plus GST (PST included) 6.1.3. Total Quote by BV Communications - $69,000 plus GST 6.2. The City’s Electrician will be required to assist with this project. An estimated budget for City labour is $5,000. 6.3. When considering the above and with the inclusion of a project contingency of 10% ($7,400), the total anticipated budget for this project would be $81,400.

7.0 POLICY AND LEGAL CONSIDERATIONS

7.1. The City of Trail’s Purchasing Policy (FS005.2) states that for a project greater than $10,000 that public notification to encourage a competitive processes is required. To award BV Communication this project directly is not in line with this policy directive. 7.2. BV Communications has been the supplier and installer for all other security camera equipment under the control of the City of Trail. As a result of their knowledge of the City’s overall system, their experience in dealing with the City’s security needs, and their ongoing work with the municipality, directly awarding the camera enhancement project at the TALC to BV Communications is being recommended.

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8.0 OTHER CONSIDERATIONS

8.1. There are no other considerations at this time.

RESPECTFULLY SUBMITTED

______

cc: Robert Baker, Deputy Director of Parks & Recreation

CAO COMMENTS: As indicated, the camera system in the TALC is now totally outdated and beyond the age of the equipment and its capability, the areas of coverage also need to be expanded. There are issues associated with employee safety, public safety and liability that speak to the need to incur the expense as part of modernizing this important aspect of facility management. The issue at this time is funding further to the suggested approach that there be some expenses incurred in 2019 for which there is no budget. When considering the issues described, some of issues that have come forward where better video would have assisted with investigations and that a camera system can provide a deterrent, it is suggested that Council authorize staff to proceed. Further to the options presented above, the following is recommended: 1. THAT the 2019 Capital Budget be amended to include an expenditure in the amount of $50,000 for the purchase and installation of video equipment at the TALC to deal with the front and more active parts of the facility. 2. THAT Council authorize the purchase of the video equipment and associated labour to BV Communications Ltd. as the recognized supplier for the City of Trail for video equipment installed throughout the City. 3. THAT staff be authorized to proceed with Phase II of the project as part of advising BV Communications Ltd. of the City’s intent to proceed and to order the necessary equipment on the understanding the purchase of equipment would not be invoiced

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or installed prior to the end of 2019 and where an expenditure in the amount $31,400 be included and given pre-budget approval as part of the 2020 Capital Budget.

APPROVED FOR SUBMISSION TO COUNCIL:

October 3, 2019 ______David Perehudoff, CPA, CGA Date Chief Administrative Officer

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STAFF REPORT City of Trail

DATE: OCTOBER 3, 2019 FILE NUMBER: 7710.01

TO: DAVID PEREHUDOFF, CHIEF ADMINISTRATIVE OFFICER

FROM: TRISHA DAVISON, DIRECTOR OF PARKS & RECREATION

SUBJECT: COLUMBIA BASIN TRUST "BASIN PLAYS" GRANT PROGRAM

1.0 PURPOSE

1.1. To seek Council approval to make application to the Columbia Basin Trust Basin Plays Capital Improvement grant program for the replacement of the Gyro Park playground equipment.

2.0 RECOMMENDATION

2.1. THAT Council approve the submission of the Gyro Park playground replacement project for the November 3, 2019 intake of the Basin Plays Capital Improvement grant program in the amount of $25,000. 2.2. AND FURTHER that Council provide a letter of support for inclusion with the grant application as a means of strengthening the City’s submission. 2.3. AND FURTHER that Council approve staff to make application to other grant funding sources to support the Gyro Park playground replacement project as opportunities become available.

3.0 BACKGROUND

3.1. The Gyro Park playground equipment was installed in the early 2000’s. The equipment has now passed its useful life and needs to be replaced. Further the ground materials and curbing no longer meet current safety standards. 3.2. There are several grant opportunities that will become available in the next several months to support this project. One of these opportunities is the Basin Plays Capital Improvement grant that is currently accepting applications. The maximum available grant through this program is $25,000 and the submission deadline is November 3, 2019.

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Page 2 COLUMBIA BASIN TRUST “BASIN PLAYS” GRANT PROGRAM

3.3. A decision needs to be made as to whether to make application to this grant program for this project.

4.0 ANALYSIS

4.1. The Basin Plays Capital Improvement fund will support projects that improve facilities and equipment that increase participation by children and youth in physical activity and sport and that reduce barriers to participation and promote inclusivity (ie. accessibility). 4.2. While the project of note would not occur until 2020, it has been recommended by CBT staff to make application to the November intake as award of the funding will not occur until early 2020. 4.3. Gyro Park is our premiere park that is enjoyed by residents and tourist alike. Continuing to focus resources on improving spaces in this park area will provide significant public benefits. 4.4. In a recent playground inspection done by Public Works staff, it was noted that the playground equipment is becoming compromised and some elements of the structures are in need of replacement. Further the ground cover has become compacted and is at a lower level than what is required. These same concerns were noted for the swing set area. 4.5. The existing playground surface is not wheelchair or stroller accessible and is not easily navigated by wheeled means. 4.6. The scope of work being considered for the Gyro Park playground replacement project is as follows: 4.6.1. Removal of the old playground equipment adjacent to the spray park as well as the old swing sets. 4.6.2. Removal of old curbing surrounding the playground areas as well as the old ground cover. 4.6.3. Prepare the land for the new play structures and surface materials including the installation of new curbing. 4.6.4. Install the new play structures and replace ground cover with a combination of “pour in place” rubberized play surface and engineered wood fibre (EWF) surfacing under the swing sets. 4.6.5. Create wheelchair and stroller accessible access points to the primary playground area. 4.7. City staff have engaged a project consultant on design concepts for the playground areas as shown on the attached. The equipment being proposed is suitable for ages 2 – 12 years of age which is typical for playground equipment and provides the best overall use of the footprint available. Further the design consultant has assured us

Columbia Basin Trust "Basin Plays" Grant Program Page 41 of 114 AGENDA ITEM #3.3

Page 3 COLUMBIA BASIN TRUST “BASIN PLAYS” GRANT PROGRAM

that the elements being suggested for the space are truly unique and would make the park stand out from all others in the area. As an example, the “We Go Round” is deemed the most inclusive piece of playground equipment available. Further, the large piece of equipment called the Super Netplex just won the “best in show” at a conference in Baltimore and does not currently exist is any park between Vancouver and Calgary. 4.8. The surface of the playground area will be a fully rubberized surface which will allow wheelchairs and strollers access to the play structures. 4.9. At this time, the Gyro Park playground replacement project is deemed to be the best fit to maximize the Basin Plays Capital Improvement grant opportunity.

5.0 OPTIONS

5.1. To not submit the Gyro Park playground replacement project for the November 3, 2019 intake of the Basin Plays Capital Improvement grant program. 5.2. To submit the Gyro Park playground replacement project for the November 3, 2019 intake of the Basin Plays Capital Improvement grant program.

6.0 FINANCIAL CONSIDERATIONS

6.1. The budget required for the Gyro Park playground replacement project is approximately $445,000 plus GST. The breakdown of this budget is as follows: 6.1.1. Playground equipment - $190,950 6.1.2. Installation of equipment by contractor - $54,650 6.1.3. Surface material – pour in place rubberized play surface & EWF - $106,000 6.1.4. Removal/disposal of old equipment, ground preparation & new concrete curbing (City Staff & materials) - $58,000 6.1.5. Contingency (10%) - $35,300 6.2. Several grants are available that could support this playground replacement project. The opportunities known to date that the City could make application to are: 6.2.1. The CBT Basin Plays grant could provide up to $25,000 towards the actual play structures. 6.2.2. Tire Stewardship BC program could provide up to $30,000, with equal funds coming from the applicant, could support the rubberized surface installation. Grant applications can be made in January and adjudication is done as applications are received and while funds are available through the program.

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Page 4 COLUMBIA BASIN TRUST “BASIN PLAYS” GRANT PROGRAM

6.2.3. Kal’s Replay Fund could provide funding in the range of $1,000-$30,000 to support the installation of the rubberized surface. Grant applications can be made in January and adjudication is done as applications are received and while funds are available through the program. Note: it is uncertain as to whether the City would qualify for this grant if a grant from the Tire Stewardship program was received. 6.2.4. This project may be a fit for consideration for the Murphy Family Foundation if that opportunity were available in 2020. 6.3. There is no certainty that grant funds will be awarded to the City through these options and therefore if the project were to proceed, the City would have to assume full financial responsibility for the project. 6.4. Making application to the CBT Basin Plays Capital improvement grant program would be the first opportunity to try and solicit funds to support this project. 6.5. Should the Basin Plays grant be awarded to the City, the assumption would be that the project would be funded through the capital funding process in 2020.

7.0 POLICY AND LEGAL CONSIDERATIONS

7.1. There are no policy or legal considerations at this time. Should funding being confirmed, a request to direct award this project to Habitat Systems Incorporated will be advanced for consideration. This is the firm staff have been working with on design plans and the company has done other playground installations in the City and for other organizations such as SD20. Should parts or service ever be required, it is deemed ideal to deal with one agency when managing this type of equipment.

8.0 OTHER CONSIDERATIONS

8.1. The timeline to complete this project is approximately seven to ten weeks. Installations need to be booked with the supplier in advance and the sooner funding is confirmed the more option for timing for the installation the City may have. 8.2. A secondary location for the playground and swing sets in Gyro Park has been identified in the event there is concern that the work being done for the second access to the hospital limits the existing available footprint for the playground in its current location. A change in location is not anticipated to impact the overall project budget should that be required.

Columbia Basin Trust "Basin Plays" Grant Program Page 43 of 114 AGENDA ITEM #3.3

Page 5 COLUMBIA BASIN TRUST “BASIN PLAYS” GRANT PROGRAM

RESPECTFULLY SUBMITTED

______Trisha Davison, Director of Parks and Recreation

cc: Robert Baker, Deputy Director of Parks & Recreation Chris McIsaac, Director of Public Works David Moorhead, Roads & Grounds Superintendent

CAO COMMENTS: As indicated the current playground equipment is now well beyond its useful life and is no longer current in terms of new designs and how equipment has changed to make it more “playable”. The issue of accessibility is also a major consideration and the current sand that is used as groundcover limits the user and can also cause safety concerns if it isn’t properly tilled and kept soft. With that said, there can be sharp objects contained in the sand that create other safety concerns whereby replacing the equipment and installing the most current groundcover is also seen to be a very high priority and the expense for the groundcover alone will likely exceed $100,000. Further to the above, Gyro Park is the City’s flagship park and is used and enjoyed by thousands of people each year with the numerous amenities, that now includes the skate park, which is complimented by its central and easily accessible location in the City. Moving forward at this time and seeking third party funding is seen to be important as part of mitigating the net financial costs to the City. This report is brought forward on the assumption that Council fully supports this direction and agrees that replacement of these play structures is now seen to be another important building block that support the ongoing improvements that have taken place in Gyro over the years. Ensuring parks are fully accessible and can be enjoyed by all youth in a safe and healthy environment is seen to be an important role for local government when providing public parks.

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Page 6 COLUMBIA BASIN TRUST “BASIN PLAYS” GRANT PROGRAM

Council should support the recommendations noted above.

APPROVED FOR SUBMISSION TO COUNCIL:

October 3, 2019 ______David Perehudoff, CPA, CGA Date Chief Administrative Officer

Columbia Basin Trust "Basin Plays" Grant Program Page 45 of 114 AGENDA ITEM #3.3

Columbia Basin Trust "Basin Plays" Grant Program Page 46 of 114 AGENDA ITEM #3.3

Columbia Basin Trust "Basin Plays" Grant Program Page 47 of 114 Columbia Basin Trust "Basin Plays" Grant Program

We-Go-Round™ AGENDA ITEM #3.3 Page 48 of 114

Further details & product video here Columbia Basin Trust "Basin Plays" Grant Program

WHAT is We-Go-Round™?

• This next generation merry-go-round offers plenty of

space for more kids of all abilities. Strategic seating

areas leave ample room for wheelchairs, including

those without a wheel-locking mechanism to make the

We-Go-Round the perfect inclusive solution.

• Under rooftop shade, riders can participate in the

action using the center handhold to easily share in

smiles, laughter and conversation while in orbit.

• The Grip-X base sits flush with the surrounding unitary AGENDA ITEM #3.3 Page 49 of 114 surfacing for easy access for those using mobility

devices and clients can choose to add two or three

benches inside and themed panels on the outside.

Columbia Basin Trust "Basin Plays" Grant Program

WHY We-Go-Round™?

• Ultimate Inclusivity – perfect for kids of all ages and all

abilities, the We-Go-Round affords every one the

chance to spin, push, socialize, sit and most of all –

have fun!

• In-Build Amenities – not only does the We-Go-Round

offer a ton of play value, the piece also features in-built

shade and seating for kids, parents and caregivers.

• Personalization – let the wide range of Digifuse Panels

provide a theme for your We-Go-Round that speaks to AGENDA ITEM #3.3 Page 50 of 114

your particular park or just adds a touch of personality.

• Potential Application: Signature piece of an inclusive

community park.

Columbia Basin Trust "Basin Plays" Grant Program

We-Go-Round™ (Perforated Panels) AGENDA ITEM #3.3 Page 51 of 114

$37K+ Range – taxes, freight, install extra Columbia Basin Trust "Basin Plays" Grant Program

We-Go-Round™ (Digifuse Panels) AGENDA ITEM #3.3 Page 52 of 114

$39K+ Range – taxes, freight, install extra Columbia Basin Trust "Basin Plays" Grant Program

We-Go-Round™ (Digifuse Panel Options) AGENDA ITEM #3.3 Page 53 of 114

Seasons, Music, Kites Columbia Basin Trust "Basin Plays" Grant Program

We-Go-Round™ (Digifuse Panel Options) AGENDA ITEM #3.3 Page 54 of 114

Ocean, Transportation, Abstract Columbia Basin Trust "Basin Plays" Grant Program

We-Go-Round™ (Digifuse Panel Options) AGENDA ITEM #3.3 Page 55 of 114

Nature, Space, Farm AGENDA ITEM #3.4

STAFF REPORT City of Trail

DATE: OCTOBER 8, 2019 FILE NUMBER: 7710.01

TO: DAVID PEREHUDOFF, CHIEF ADMINISTRATIVE OFFICER

FROM: TRISHA DAVISON, DIRECTOR OF PARKS & RECREATION

SUBJECT: SHARED SENIORS COORDINATOR POSITION

1.0 PURPOSE

1.1. To determine Council’s interest in entering into a process with the City of Rossland and the Village of Warfield to secure funds to jointly create a shared seniors coordinator position to serve the three communities. 1.2. To seek Council approval to work with Rossland and Warfield to submit a grant application to the Columbia Basin Trust (CBT) Social Grant funding stream to support this project idea.

2.0 RECOMMENDATION

2.1. THAT Council approve staff to jointly submit a grant application to the Columbia Basin Trust Social Grant program for the development of a shared Seniors Coordinator position with the City of Rossland and the Village of Warfield as a one year pilot project. 2.2. AND FURTHER that as part of the grant application, Council agree to make a $6,000 cash commitment and a $2,000 in-kind contribution towards this pilot project and that this commitment be reflected in the 2020 Operating budget should a grant be received. 2.3. AND FURTHER that Council agree to enter into an agreement with City of Rossland and the Village of Warfield for the hiring and management of a share Seniors Coordinator position so long a grant funding is received. 2.4. AND FURTHER that Council agree to provide a letter of support for inclusion with the Social Grant application that demonstrates Council’s endorsement and financial commitment to the shared Seniors Coordinator position project.

Shared Seniors Coordinator Position Page 56 of 114 AGENDA ITEM #3.4

Page 2 SHARED SENIORS COORDINATOR POSITION

3.0 BACKGROUND 3.1. The City of Trail, the City of Rossland and the Village of Montrose jointly participated in an Age Friendly Planning process in 2018. The Village of Warfield completed the same planning process in the Spring of 2019. 3.2. While unique Action Plans were developed for each community, some actions identified were of shared interest to the region. 3.3. One of these shared interest areas was around advocating to CBT for a Basin wide Seniors Action Network that would follow a similar model to that which they are already providing for youth. 3.4. In the summer of 2019, the facilitator used to guide the action planning work in Trail, Montrose, Rossland and more recently Warfield identified an opportunity through CBT to support a shared seniors coordinator role. As Montrose benefits from the age friendly work going on in Beaver Valley, they opted to remove themselves from further dialogue on a shared position with the other three communities. 3.5. Representatives from Rossland, Trail and Warfield have continued to review the concept of how a shared seniors coordinator may work in the region. Prior to advancing the idea any further, a decision from all respective Councils is being requested as to whether there is interest, both in principle and financially, in supporting the idea of the shared seniors coordinator position as a one year pilot project.

4.0 ANALYSIS

4.1. The role of the shared senior’s coordinator position would be to: 4.1.1. Act as a conduit for seniors to service providers in the various communities. 4.1.2. Help identify the needs and interests of seniors. 4.1.3. Offer social events, basic programming and social engagement opportunities outside of what is already being provided in the various communities. 4.1.4. Develop and coordinate communications for seniors on matters of interest and assist with community engagement as appropriate. More specific details regarding the roles & responsibilities of the position can be found on the draft budget document attached. 4.2. The role of Senior’s Coordinator already exists in Rossland. The position was made possible through a UBCM grant opportunity and financial support from the municipality. A like position does not exist in Trail or Warfield. At this time, the goal

Shared Seniors Coordinator Position Page 57 of 114 AGENDA ITEM #3.4

Page 3 SHARED SENIORS COORDINATOR POSITION

would be to expand and enhance the role in Rossland so the job duties also include serving the communities of Warfield and Trail. 4.3. In talking with CBT staff, it was suggested that Trail, Rossland, and Warfield jointly make an application to the Social Grant program for this initiative. One of the municipalities would need to be the lead organization. City of Rossland staff are in the process of seeking approval from their Council to take on being the lead agency for this initiative. 4.4. The CBT Social Grant program has an application deadline of October, 29. Conditions of the grant allow for application to be made for up to 75% of eligible expenses and requires the applicant to fund the remaining 25%. 4.5. While multi-year funding (up to three consecutive year with each application), can be applied for, the working group felt a one year pilot program may be the best option as the concept of a shared position serving multiple municipalities is somewhat unique in this region. 4.6. It is understood by all parties that when financial contributions from a respective community are being made for the provision of a service (ie. a shared seniors coordinator position) that there needs to be assurances that a fair and equitable allotment of service is being provided across the communities involved. In order to ensure this expectation is met, an Oversight Committee would be established that would be comprised of one representative from each community. The role of this committee would be to oversee how services are provided in each community and to ensure the needs within each community are being addressed. 4.7. It should be recognized that the needs in each community may vary slightly so the services offered may not be exactly comparable. To ensure the integrity of the program for all stakeholders, the Senior Coordinator position will be responsible for providing quarterly reports that identify the efforts being made across the region. This information will form part of the evaluation of this pilot program at the end of the year. 4.8. The City of Rossland and the Village of Warfield staff are all seeking approval from their respective Councils to enter into an inter-municipal agreement for this project. Formal decisions to proceed by each community will be made throughout the month of October. 4.9. At the October 8, 2019 Trail Senior Advisory Committee meeting, a motion was passed to support in principle the shared seniors coordinator position. The committee felt this position would further enhance communication efforts and social programming opportunities for the seniors population.

Shared Seniors Coordinator Position Page 58 of 114 AGENDA ITEM #3.4

Page 4 SHARED SENIORS COORDINATOR POSITION

5.0 OPTIONS

5.1. To not further the idea of developing a shared Seniors Coordinator position with Rossland and Warfield. 5.2. To enter into an agreement with Rossland and Warfield for a shared Seniors Coordinator positon only if a grant from CBT is awarded for the project. It is understood that should this option be approved that a financial commitment of $6,000 in cash plus $2,000 of in-kind services would be required for 2020. 5.3. To enter into an agreement with Rossland and Warfield for a shared Seniors Coordinator positon regardless of whether a grant from CBT is awarded for the project. It is understood that should this option be approved that a financial commitment of up to $22,633 in cash plus $2,000 of in-kind services would be required for 2020.

6.0 FINANCIAL CONSIDERATIONS

6.1. A budget has been developed with insight from the Age Friendly work going on in Beaver Valley and the expenses related to the position already established in Rossland. 6.2. The CBT Social Grant program can fund up to 75% of eligible expenses. The draft budget shows a request to CBT of approximately 67.5% of total project costs. If approved, the financial commitment from the City of Trail would be a $6,000 cash contribution and $2,000 of in-kind services. For Trail, in-kind services are expected to be related to possible facility usage requests and/or in-house promotions and communications. 6.3. If a grant was not received and the project was to proceed, a financial commitment from each municipality in the amount of $22,633 plus $2,000 of in-kind services would be required. 6.4. Should funds be awarded through the CBT Social Grant program for this project, there would be an expectation that project would proceed in 2020 and that the necessary finances would be made available in the upcoming operating budget.

7.0 POLICY AND LEGAL CONSIDERATIONS

7.1. There are no policy or legal considerations at this time.

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Page 5 SHARED SENIORS COORDINATOR POSITION

8.0 OTHER CONSIDERATIONS

8.1. To strengthen the grant application, a letter of support from each participating municipality is being requested. Having the three communities come together under one application is felt to positively position the grant submission.

RESPECTFULLY SUBMITTED

______cc: Robert Baker, Deputy Director of Parks & Recreation

CAO COMMENTS: This appears to be a positive initiative and would address an immediate need. The matter was taken to the Seniors Advisory Committee and the committee supported the creation of the shared position in principle. As noted above, the City as a partner and financial contributor, would need to ensure that value is being derived and appropriate services are being delivered in Trail to match the level of financial commitment. It is noted that a quarterly report would be generated whereby Council should be able to measure the ongoing success and impacts the position is having. Any commitment that Council makes should be made on the condition that grant funding is received and this should be noted in the context of initial and ongoing support in addition to ongoing performance reviews to ensure the City is getting value and services provided are appropriately aligned with and addressing need. Council should proceed as recommended.

APPROVED FOR SUBMISSION TO COUNCIL:

October 8, 2019 ______David Perehudoff, CPA, CGA Date Chief Administrative Officer

Shared Seniors Coordinator Position Page 60 of 114 AGENDA ITEM #3.4

Shared Seniors Program

FOCUS AREAS (Coordinator responsibilities) Information, Communications & Advocacy 1. Coordinate and develop communications needed most by seniors for distribution in each community 2. Provide a central hub (phone and email) for seniors information needs 3. Represent the needs of seniors on key regional committees/task forces (e.g. housing, transportation, health care)

4. Represent shared community needs though the creation and ongoing implementation of the Better at Home Program for the Lower Columbia Social Programming 1. Coordinate monthly lunch, coffee + other events, rotating between the communities 2. Identify and coordinate joint/regional programming as needed by the three communities Volunteer Coordination 1. Ongoing recruitment, coordination and recognition of a regional pool of volunteers to support age‐friendly initiatives as needed Systems/structures for ongoing program coordination (these are later priorities) 1. Establish a regional committee to help guide and support regional program delivery and enhancements over time (semi‐annually or annually?) that liaises with individual community committees 2. Establish the systems/structures to ensure the committee is ongoing

EXPENSES (Annual*) Coordination (full time salaried position) $56,400 * 40 hrs/wk x 47 wks/year x $30.00 (~13 hrs/wk in each community) Coordinator Travel ‐ mileage expense $1,500 Social Progamming $10,000 *One social event/mth 10 times per year Advertising and promotions (includes postage) $4,000 Materials and supplies $2,000 $73,900

CONTRIBUTIONS Cash In‐kind Community contributions $18,000 $6,000 Facility space, equipment, support staff, communications, office space etc. CBT funding $49,900 Sponsorships and donations Total contributions $73,900

NOTES: 1. If grant is received, the total financial ask from each community would be $8,000 ($2,000 in‐kind services, $6,000 cash contribution) 2. If a grant wasn't received and the project proceeded anyways, the total financial ask per community would be $24,633 ($2,000 in‐kind services, $22,633 cash contribution)

3. Social Grant looks like it can fund up to 75% of costs and in‐kind services can be considered as part of the applicants 25%) 4. In‐kind services should like be better defined so it is clear what this covers within each community.

Shared Seniors Coordinator Position Page 61 of 114 AGENDA ITEM #4.1

STAFF REPORT City of Trail

DATE: SEPTEMBER 25, 2019 FILE NUMBER: 1705-02

TO: CHRIS MCISAAC, DIRECTOR OF PUBLIC WORKS

FROM: DAVID MOORHEAD, GROUNDS & ROADS SUPERINTENDENT

SUBJECT: CEMETERY GATEWAY REMEDIATION - CONTRACT AWARD

1.0 PURPOSE

1.1. The purpose of this report is to seek Council’s approval to enter into a contract for the remediation of the Cemetery Gateway.

2.0 RECOMMENDATION

2.1. THAT Council approve the award of the Cemetery Gateway Remediation project to Dynamic Landscaping, in the amount of $83,373.55 exclusive of taxes.

3.0 BACKGROUND

3.1. The original gateway structure was constructed in conjunction with the Highway improvements in the late 1950’s. 3.2. The entrance structure to the Mountain View Cemetery is encompassed by two concrete pillars with a stone façade. Connected to these pillars are rock walls that extend to new chain-link fencing that further encloses the Cemetery. 3.3. The façade on these pillars has begun to deteriorate due to age. As such, rather than make small spot repairs, a design was produced in order to bring a new vibrancy to the entrance of the Cemetery while also replacing the old infrastructure. 3.4. In conjunction with the new walls that will be built, landscaping will be completed on the Southern side of the entrance road which is currently a grass knoll. This new landscaping will be both low maintenance shrubs as well as new trees to line the road. 3.5. The current pillars were built at a time when equipment used to maintain the Cemetery was considerably smaller in size. The work that is proposed will also

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Page 2 CEMETERY GATEWAY REMEDIATION – CONTRACT AWARD

create a larger spacing between the pillars creating improved access off the Highway.

4.0 ANALYSIS

4.1. One (1) bid was received by the City is response to the tender call:

Bid Price (Exclusive of Tax) Dynamic Landscaping $83,373.55

5.0 OPTIONS

5.1. That Council approve the award of the Cemetery Gateway Remediation project to Dynamic Landscaping in the amount of $83,373.55 exclusive of taxes. 5.2. That Council not approve the award of the contract at this time.

6.0 FINANCIAL CONSIDERATIONS

6.1. The capital budget amount allocated for this project by council was set at $75,000.00. 6.1.1. To date $9,000.00 has been spent for engineering purposes. 6.1.2. The tender is greater than the Council approved amount. 6.2. The deficit of $17,373.55 that will result in proceeding with the project can be funded through another capital account. 6.3. Currently the Building/Sign – Painting capital account is budgeted for $25,000.00. 6.4. A contractor will be completing the painting this year for $6,000.00, which results in a $19,000.00 surplus. These funds can be used to offset the overage of the tender call. This account is currently under budget due to the contractor quoting for the painting of both outbuildings being less than anticipated.

7.0 POLICY AND LEGAL CONSIDERATIONS

7.1. Council Policy FD005.2 “Purchasing Policy” was followed in the issuance of this tender call.

Cemetery Gateway Remediation - Contract Award Page 63 of 114 AGENDA ITEM #4.1

Page 3 CEMETERY GATEWAY REMEDIATION – CONTRACT AWARD

RESPECTFULLY SUBMITTED

______David Moorhead, Grounds & Roads Superintendent

cc: David Perehudoff, Chief Administrative Officer

Attachments: 1. Gateway Concept Plan 2. Landscaping Concept Plan

CAO COMMENTS: The project can be accomplished within the total budgetary allowance provided by the RDKB for capital expenses without deviating or materially changing what was initially approved where surplus is being realized in the painting project as described. The entrance way is in need of updating further to the information provided. Council should proceed as recommended.

APPROVED FOR SUBMISSION TO COUNCIL:

September 30, 2019 ______David Perehudoff, CPA,CGA Date Chief Administrative Officer

Cemetery Gateway Remediation - Contract Award Page 64 of 114 Cemetery GatewayRemediation - Contract Award

EXISTING CHAIN LINK FENCE

NEW WROUGHT IRON FENCE RAISED LETTERING

MATCH STONE USED IN COLUMBO PLAZA AGENDA ITEM#4.1 Page 65 of114

0 2m ELEVATION CONCEPT #1 JULY 12, 2019 MOUNTAIN VIEW CEMETERY 1 Cemetery GatewayRemediation - Contract Award

FORMAL PLANTING BED. IRRIGATION REQUIRED

LEGEND: EXISTING TREE

BRITISH COLUMBIA HIGHWAY 3B DECIDUOUS TREE

LARGE DECIDUOUS MOUNTAIN VIEW CEMETERY SHRUB

LARGE CONIFEROUS SHRUB FLOWERING PERENNIAL FLOWERING PERENNIAL AGENDA ITEM#4.1 Page 66 of114

ORNAMENTAL GRASS SMALL CONIFEROUS SHRUB

0 10m N MOUNTAIN VIEW CEMETERY PLAN CONCEPT #1 JULY 12, 2019 5 AGENDA ITEM #4.2

STAFF REPORT City of Trail

DATE: October 8, 2019 FILE NUMBER: 0360-29

TO: MAYOR AND COUNCIL

FROM: DAVID PEREHUDOFF, CHIEF ADMINISTRATIVE OFFICER

SUBJECT: COMMUNITY SAFETY TASK FORCE ‐ STREET LIGHTING REVIEW

1.0 PURPOSE

1.1. The purpose of this report is to seek direction from Council further to proposals received to undertake a review of downtown street lighting levels based on an action item identified during the Community Safety Task Force’s strategic planning session held this past June.

2.0 RECOMMENDATION

2.1. THAT Council provide direction to staff with respect to whether or not to proceed with the retention of a firm to complete a review of downtown street lighting and if Council chooses to proceed that the 2019 Budget be increased to include funding of up to $20,000 to complete the work specified.

3.0 BACKGROUND

3.1. A Community Safety Task Force was formed in early 2019. The mandate of the Committee is to serve in an advisory capacity to Council by providing input on matters impacting community safety and advice on strategies to enhance public safety and to prevent and reduce crime in the community. 3.2. The Community Safety Task Force, with the assistance of a facilitator, developed a Community Safety Action Plan, that included input from the public. Council formally endorsed the report and the associated “Action Chart”. 3.3. One of the actions identified is to look at downtown lighting with a view to increase illumination in the hopes that this would reduce the incidence of crime.

Community Safety Task Force - Street Lighting Review Page 67 of 114 AGENDA ITEM #4.2

Page 2 COMMUNITY SAFETY TASK FORCE – STREET LIGHTING REVIEW

4.0 ANALYSIS

4.1. Further to Council’s endorsement of the Community Safety Action Plan, staff developed a RFP for the purpose of undertaking a review of downtown street lighting and its overall effectiveness. 4.2. Four proposals were received ranging from a low priced of $8,488 to $32,350. 4.3. The action brought forward by the Task Force suggests that there is a direct linkage between lighting and crime reduction whereby it is assumed that improved lighting would reduce the incidence of crime or at least make people feel “safer”. 4.4. A summary review of studies considered the effects of improved street lighting on crime. A research article from the US indicated that results were mixed and four studies found that improved street lighting was effective in reducing crime while four others found the opposite. Recent British studies have shown that improved lighting led to a decrease in crime. 4.5. Further to paragraph 4.4 above, the studies referenced were not reviewed in detail and it is assumed that the control groups were likely larger cities where inner city crime was a major concern. In the context of relating this to Trail and whether or not investment is required or justified, it is assumed that before any decisions are made that Council would want to obtain historical crime statistics. Statistics would ideally provide information on crimes that occurred in the downtown and the nature of the crime committed as part of assessing if lighting was a factor in the context of the crime committed. 4.5.1. It is assumed at this time that most of the night crime committed in the downtown core would be property crime whereby additional lighting may not have necessarily provided a deterrent. In this respect, educating businesses on how to protect themselves could potentially yield a higher return. 4.5.2. As indicated above and notwithstanding the goal of crime reduction, lighting in general would seemingly provide the public with an increased level of comfort and a feeling of safety given that highly lit areas would seemingly deter someone from committing a crime against an individual. However, in the absence of statistics being reviewed, it is unclear how many of these types of crimes are actually committed in Trail and if substandard lighting would be seen to be a contributing factor. 4.6. The issue presented at this time is whether or not an expenditure to complete a comprehensive lighting assessment is warranted. Once this information is obtained, a further decision would need to be considered if a capital expenditure is warranted. At this time when considering the lights are relatively new (90 downtown lights replaced between 2008 and 2011) and that the luminaires were

Community Safety Task Force - Street Lighting Review Page 68 of 114 AGENDA ITEM #4.2

Page 3 COMMUNITY SAFETY TASK FORCE – STREET LIGHTING REVIEW

retrofitted in 2017, replacement of lighting would not be seen as a high priority when considering limited capital dollars available and other projects that would seemingly take precedence at this time.

5.0 OPTIONS

5.1. That Council increase the 2019 Budget and make budgetary funds available to undertake the engineering assessment. This direction would be consistent with the recommendation advanced by the Task Force although this is not supported with empirical data that justifies the expense so proceeding with be speculative in nature. 5.2. That Council chose to defer the matter at this time and request the RCMP to provide statistical data regarding the frequency and type of crime that is committed in the downtown. This would allow Council to assess whether or not deficient lighting is contributing towards the type and nature of crime before expending money to complete a review. When considering the issue it seems unlikely that the completion of the study would result in an immediate capital investment given that the current lights are effectively new.

6.0 FINANCIAL CONSIDERATIONS

6.1. As indicated, a budget was not provided to proceed with the work identified. If Council chooses to proceed and make an amendment to the 2019 General Operating Budget, staff would then select the proponent and ensure the work proceeds in 2019 with a view to bring forward any suggested capital improvements to the 5 year capital budget review. 6.2. Further to 6.1 above, if the budget is increased, the funding for the project would come from prior years’ surplus. Council is reminded that the operating budget already includes a reserve transfer of $340,000 whereby the current level of service contained within the budget isn’t sustainable without an additional increase in property taxes as part of eliminating the reserve transfer.

7.0 POLICY AND LEGAL CONSIDERATIONS

7.1. Staff have sought proposals in accordance with the City’s Purchasing Policy PD005.2. When considering the value of proposals received and purchasing limitations, staff have authority to contract with the preferred proponent if Council increases the budget to cover the cost of the expense.

Community Safety Task Force - Street Lighting Review Page 69 of 114 AGENDA ITEM #4.2

Page 4 COMMUNITY SAFETY TASK FORCE – STREET LIGHTING REVIEW

8.0 OTHER CONSIDERATIONS

8.1. Improving street lighting is intuitively a good safety measure; however, in the absence of fully understanding if there is a concern and the magnitude of the problem it is seemingly difficult to justify the expense when considering the project was not included in the budget. In this regard, a solution is being proposed but the nature of the problem and whether or not the proposed solution is appropriate has not been adequately studied. 8.2. Council is continually reminded about “scarcity” and how the use of public resources should be carefully considered given there are many competing demands for limited funding. 8.3. Council was previously presented with a proposal to consider the addition of a Community Safety Coordinator who would have been charged with completing assessments of this nature as part of pinpointing areas of concern and advancing appropriate plans and programs in an effort to reduce crime and improve public safety. When considering scarcity, Council decided not to proceed with the position at this time. Not unlike the Coordinator position, the significant investment associated with replacing relatively new streetlights would also appear to be difficult to justify at this time and the project is currently not identified within the City’s Five Year Capital Plan. 8.4. In response to the Community Safety Action Chart and associated recommendations, staff are also looking at options and costs associated with eliminating coin operated parking meters in the downtown. The City has been directly impacted by vandalism and theft from the meters over the years and have incurred considerable cost whereby if an investment were going to be made then meter upgrades would likely be viewed as a higher priority. Automating meters would seemingly also improve operational efficiencies as part of reducing many manual tasks (i.e. emptying meters, coin handling, battery changing, maintenance of meter heads), whereby the investment in this area would likely come with a more immediate payback.

RESPECTFULLY SUBMITTED

David Perehudoff, CPA, CGA Chief Administrative Officer

Community Safety Task Force - Street Lighting Review Page 70 of 114 AGENDA ITEM #5.1

STAFF REPORT City of Trail

DATE: SEPTEMBER 25, 2019 FILE NUMBER: 0530-00

TO: DAVID PEREHUDOFF, CHIEF ADMINISTRATIVE OFFICER

FROM: SANDY LUCCHINI, DEPUTY CORPORATE ADMINISTRATOR

SUBJECT: REVIEW OF MEAL EXPENSE AND CELL PHONE REIMBURSEMENT

1.0 PURPOSE

1.1. The purpose of this report is to provide a comparative review associated with meal allowance reimbursement for members of Council when travelling on City business and reimbursement for cell phone costs as part of council related expenses.

2.0 RECOMMENDATION

2.1. That the report be received for information.

3.0 BACKGROUND

3.1. At the Regular Meeting of Council held September 9, 2019, a resolution was passed directing staff to investigate meal allowance and cell phone reimbursement practices in like communities. 3.2. The City of Trail’s Council Policy GG008.3 (attached) sets out expenses that can be claimed for reimbursement while on City business. With respect to “Meals and Incidentals” that policy states: 3.2.1. An allowance for reasonable cost of meals and incidentals for up to $80 per day incurred while on municipal business outside the municipal boundary within the Interior of the Province and $100 per day in the Lower Mainland, resort communities, other major urban centers and travel outside the Province of BC without supporting receipts; however all meal costs and other incidentals exceeding $80 and $100 per day respectively, shall be supported by receipts. Meals and incidentals not involving overnight stays must be claimed on an actual basis.

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Page 2 REVIEW OF MEAL EXPENSE AND CELL PHONE REIMBURSEMENT

4.0 ANALYSIS

4.1. As part of the review, staff contacted several like municipalities in order to provide a comparative. With respect to meal allowances, the following table summarizes the findings. If a municipality had a “rural” and “metro” rate, the metro rate was used.

Community Breakfast Lunch Dinner Daily Rate Cranbrook $20 $25 $35 $80 Lake Country not specifically not specifically not specifically $85 specified specified specified Nelson $15 $20 $35 $70 Castlegar $20 $25 $40 $85 Grand Forks $20 $30 $40 $90 Merritt $15.65 $15.15 $41.75 $72.55 Creston $16 $22 $29 $67

4.2. Of note in the policies that were reviewed, all indicated that if meals were included as part of the event registration fee, no amount may be claimed for that meal (see attached example wording). 4.3. Each community was also requested to advise of their practice with respect to the provision of cell phones to Council members or if they provide any reimbursement for the use of personal cell phones for City business. 4.4. The City of Trail’s Council Policy GG008.6 (attached) establishes the limits on the City’s contribution towards the purchase of cell phones. It states: 4.4.1. Each member of Council is entitled to have a cell phone for their use for City business. The City will pay the cost of the basic service plan and the member of Council will be responsible for the cost of any additional features with the phone they desire. If a member of Council chooses to have a smartphone, the City will pay the cost of the basic service plan, including a minimum data plan. 4.5. The cost of monthly cell phone plans varies significantly depending upon the carrier and plan costs change frequently based on the offerings of each carrier at any given time. Most plans are locked in for a term of two years. 4.6. The City currently reimburses each Council member $57.67 per month, which was determined to be an average smartphone plan at the time the policy was last reviewed with consideration to the fact that Council members also use their cell phones for personal matters. 4.7. The following summarizes the findings of the review regarding cell phones by like communities. 4.7.1. Nelson: Council members are provided with a one-time technology allowance of $2,000 at the beginning of each term. This covers their phone,

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Page 3 REVIEW OF MEAL EXPENSE AND CELL PHONE REIMBURSEMENT

computer, printer, etc. They are also provided with an iPad for agenda use. Only the Mayor has his monthly cell phone plan paid. 4.7.2. Grand Forks: The Mayor’s has a City issued cell phone. Councillors are not provided or reimbursed for personal mobile devices. 4.7.3. Castlegar: The Mayor has a City issued cell phone. Councillors are not issued cell phones or reimbursed for personal cell phone use. Castlegar has a new one-time per term $1,500 grant for Council related expenses that can be used towards the purchase of a cell phone. 4.7.4. Merritt: The Mayor has a City issued cell phone. Councillors use their own cell phones and not provided any reimbursement for this use. 4.7.5. Cranbrook: The Mayor has a City issued cell phone. No members of Council are compensated for their personal cell phones. 4.7.6. Lake Country: Mayor and Council receive no reimbursement or supply of cell phones. IT provides support to link personal smartphones to the District’s network for email purposes if desired but not required.

5.0 OPTIONS

5.1. There are no options presented.

6.0 FINANCIAL CONSIDERATIONS

6.1. There are no financial consideration presented.

7.0 POLICY AND LEGAL CONSIDERATIONS

7.1. There are no policy or legal considerations presented.

RESPECTFULLY SUBMITTED

______Sandy Lucchini, Deputy Corporate Administrator

Review of Meal Expense and Cell Phone Reimbursement Policies Page 73 of 114 AGENDA ITEM #5.1

Page 4 REVIEW OF MEAL EXPENSE AND CELL PHONE REIMBURSEMENT

CAO COMMENTS: Council asked that a review of expense allowances, including the cellular phone reimbursement, be completed. Comparative information has been provided and Council should determine if they wish to make any amendments to the current policies.

APPROVED FOR SUBMISSION TO COUNCIL:

September 26, 2019 ______David Perehudoff, Chief Administrative Officer Date

Review of Meal Expense and Cell Phone Reimbursement Policies Page 74 of 114 AGENDA ITEM #5.1

NO. GGOO8.3 CITY OF TRAIL

COUNCIL POLICY MANUAL

Page 1 of3

Department GENERAL GOVERNMENT SERVICES

Title EXPENSE ALLOWANCE

TO ESTABLISH GUIDELINES FOR REIMBURSEMENT OF Purpose of Policy EXPENSES INCURRED WHILE ON CITY BUSINESS

I April 12, 1999 June 8, 2009 October24,2005 Stcmher 14,2015 Approved DECEMBER 20, 1993 Revised I Sepiember 17,2007 January 21,2002

Sepiembcr I I, 2006

A Council may reimburse expenditures and expenses as listed below and incurred by an officer, an employee, a Council member and other authorized individuals and persons while representing the municipality, engaging in municipal business, attending a meeting, course, convention, seminars and training in work related matters. Mileage Reimbursed at the rate of 55 cents per kilometer or to a maximum of regular airfare from Trailto destination and return, whichever is lesser of the two. Thismileage rate shall be consistent with the rate shown in the Income Tax Act of Canada. (revised September 11, 2006)

Council willreimburse Councillors and staff travelling on City business to the maximum mileage specified as the shortest route over assigned highways as set out in the current BC Accommodations Guide, and that extraordinary mileage may be claimed separately for the exact number of kilometers travelled. Airfare Actual cost of airfare from Trail to destination and return to Trail,supported by airline ticket receipt. Car Rental Actual cost, inclusive of insurance coverage and drop-off charges, supported by receipt. Ferry Fore Actual cost, inclusive of vehicle charge, supported by receipt. Accommodation Actual cost, supported by hotel/motel receipt, and tips and gratuities (no receipt required); or an allowance of $50/night in lieu of accommodation cost if a home-stay is utilized. (revised September 17, 2007)

Review of Meal Expense and Cell Phone Reimbursement Policies Page 75 of 114 AGENDA ITEM #5.1

NO. GGOO8.3 CITY OF TRAIL

COUNCIL POLICY MANUAL Page2 of3

Department GENERAL GOVERNMENT SERVICES

Title EXPENSE ALLOWANCE

. TO ESTABLISH GUIDELINES FOR REIMBURSEMENT Purpose of Policy OF EXPENSES INCURRED WHILE ON CITY BUSINESS April 12, 1999 June 8, 2009 October 24, 2005 September 14, 2015 Approved DECEMBER 20, 1993 Revised September 17, 2007 January 21, 2002

September 1I, 2006

Iftravelling on City business to destinations outside the Greater Trailarea can be achieved within a travel time of eight hours, or daylight driving hours, or less, no overnight accommodation willbe paid by the City. Taxi Fare Actual cost, supported by receipt. Meals and Incidentals An allowance for reasonable cost of meals and incidentals for up to $80 per day incurred while on municipal business outside the municipal boundary within the Interior of the Province and $100 per day in the Lower Mainland, resort communities, other major urban centres, and travel outside the Province of BC, without supporting receipts; however, all meal costs and other incidentals exceeding $80 and $100 per day respectively, shall be supported by receipts. Meals and incidentals not involving overnight stays must be claimed on an actual basis. (revised September 11, 2006) Telephone/Telefax Actual cost supported by receipt. Spousal Reimbursement Reasonable registration fee, meals and accommodation while accompanying the municipal officer, employee and authorized individual on conventions, courses and other approved municipal business. Thispolicy applies to the extent of meals included as part of the registration fee and accommodation in connection with attendance at conventions, courses, and other approved municipal business. Membership Fees/Dues Actual cost in approved and direct work-related organizations.

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NO. GGOO8.3 CITY OF TRAIL

COUNCIL POLICY MANUAL Page 3 of3

Department GENERAL GOVERNMENT SERVICES

Title EXPENSE ALLOWANCE

TO ESTABLISH GUIDELINES FOR REIMBURSEMENT OF Purpose of Policy EXPENSES INCURRED WHILE ON CITY BUSINESS

. April 12. 1999 June 8, 2009 October 24, 2005 September 14,2015 Approved DECEMBER 20, 1993 Revised September 17,2007 Janua,y 2!, 2002 September!!, 2006

Parking Fee Actual cost supported by receipt or declaration on an approved cheque requisition. Office/Meeting Rooms Actual cost supported by receipts. Registration Fees/Course/Training Materials Actual cast supported by receipts. Travel Insurance Actual cost supported by receipts. Attendance at Conventions. Courses, etc. Council will reimburse expenses incurred by Councillors and staff attending conventions, courses, or other approved municipal business for the dates of the activity inclusive of travel days, and further, reimbursement for expenses incurred in attending pre-convention and post-convention seminars and courses must be approved by Council prior to departure. Local Functions and Events Where any member of Council or senior staff are requested to affend a local function or event and are representing the City in an official capacity, expenses associated with attendance, including spouse or partner expenses, willbe reimbursed by the City. (revised June 8, 2009) Other Reimbursements Actual cost of meals and incidentals incurred in entertaining visitors, guest, members of Council, committees, members of other community agencies, groups and individuals on authorized municipal business within and outside of the City boundary supported by receipt. Allreimbursement for expenses shall be on an approved form. Claims for reimbursement of expenses shall be filed within 3 days of return from the approved trip, course, training, convention and other municipal business.

Review of Meal Expense and Cell Phone Reimbursement Policies Page 77 of 114

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Schedule ‘A’to Cityof Castlegar Bylaw661 Page 2 of 2 C. MEAL ALLOWANCES

1. Council members may claim expenses necessarily incurred for meals and incidentals when representing the City, or engaged on City business, or attending a meeting, course or convention. Claims for such expenses, when incurred on travel outside the municipal boundaries, need not be supported by receipts or other proof of expenditure, but shall in no case exceed:

Breakfast $20.00 Lunch $25.00 Dinner $40.00 2. Where meals are included in a workshop, conference or similar event, no amount may be claimed for meals. 3. A pier diem of $20 per day for incidentals, without receipt’s, may be claimed for days traveling or attending a workshop, conference or similar event.

D. TELEPHONE CALLS

1. A Council member on travel status will be reimbursed the costs incurred for necessary local and long distance telephone calls made for business purposes. The City will reimburse one daily personal phone call of a short duration.

E. INCREMENTAL CAR INSURANCE

1. Council members in receipt of a car allowance as outlined in Policy 4-8 shall be reimbursed for the incremental costs of carrying commercial level liabilityinsurance on their vehicle.

F. LOST WAGE COMPENSATION

1. Council members may claim $300 per day, to a maximum of 5 days per year, for lost wage compensation, to attend workshop, conference, or similar event, when the Council member has lost wages or leave from their regular employment. A statement from their employer/business is required in support of the lost wage compensation.

G. CHILDCARE COSTS

1. Council members may claim reimbursement for childcare costs, for their own children under 12 years of age, in order to attend Castlegar Regular or Committee Meetings, $10 per hourto a maximum of $100 per month when supported by receipt. Reimbursement will not be paid when childcare is provided by a relative.

List of Amending Bylaws Note to users 812 April15, 1997 This consolidation is not text of 1095 Nov 17 2008 office an authoritative the law and is produced solely as a convenience to the user. 1233 21, March 2016 The authoritative text of the law is in the original bylaw 1274 September17, 2018 and the amending bylaw(s).

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fle {5ot\ Policy Manual - Travel Expense Allowance Page 2 of 2

Meals and Incidentals An allowance of $70 per day outside of City boundary per diem rate without receipt; however, all meals and incidentals in excess of $70 must be supported by receipts. All meals and incidentals within the municipal boundary and greater Nelson area shall be at actual cost. Meals and incidentals not involving overnight stays must be claimed on actual basis. If meals are included in the registration, seminar or workshop, these willbe treated as partial days. Partial days willbe reimbursed $15 for breakfast, $20 for lunch and $35 for dinner. TelephonelTelefax Actual cost supported by receipt. Membership FeeslDues Actual cost in approved and direct work-related organizations. Parking Fees Actual cost supported by receipts. Homestay An allowance of $20 per night in lieu of hotel accommodation Travel Insurance Actual cost supported by receipts. Attendance at The City Manager, City Clerk or CEO willapprove expenses Conventions & courses incurred by Councillors and staff attending convention, courses, or other approved municipal business for the dates of the activity inclusive of travel days. Reimbursement for expenses incurred in attending pre-convention and post-convention seminars and courses must be approved by the City Manager, City Clerk or CEO prior to departure. Other Reimbursements Actual cost of meals and incidentals incurred in entertaining visitors, guests, members of council, committees, members of other community agencies, groups and individuals on authorized municipal business within and outside of the City boundaries and supported by receipts. All reimbursement for expenses shall be on an approved form. Claims for reimbursement of expenses should be filed within 2 weeks of return from the approved trip, course, training, convention and other municipal business. Approval Allclaims for reimbursement of expenses must be signed by the claimant and counter-signed by the City Manager, CFO or the City Clerk.

Review of Meal Expense and Cell Phone Reimbursement Policies Page 80 of 114 AGENDA ITEM #5.1

Policy164,2018 Liq

1.5. The Mayorand each Councillorshall receive accident insurance coverage of $100,000 with the premiums paid for by the District.

1.6. Councilmembers may opt into the District’sextended health and dental plans on a 50/50 cost sharing basis.

2. EXPENSES

In addition to the remuneration provided in Section 1 members of Councilshall receive the following expenses for attendance at meetings, courses or conventions and when representing the municipalityor engaging in municipal business authorized by Council:

2.1. Where attendance requires absence from the Districtof LakeCountry for one day or less: (a) vehicle expenses at the current CRAreasonable per km allowance; and (b) actual cost of meals.

Expensesare not eligibleif a Councilmember receives an honorarium, a per diem, or other form of expense reimbursement for attending the meeting or other function from any other source.

2.2. Where attendance requires absence from the Districtof LakeCountry for more than one day or a one day event requiring overnight travel: (a) return economy air transportation, or (b) where scheduled air transportation is not suitable vehicle expenses willbe paid at the current CRAreasonable per kmallowance to a limitof no more than the cost of available air transportation; (c) a per diem rate of $85 per day without receipts to cover all meals, gratuities, dry cleaning, personal telephone callsand other miscellaneous costs. The per diem rate for the day of departure or day of return willbe calculated on a prorated basis with one half the per diem payable for any portion of the day prior to 2:00 pm and one half the per diem payable for any portion of the day after 2:00 pm. Ifmeals are included in the event registration fees then the cost of those meals willbe deducted from the per diem rate in accordance with the table below: MEAL PERDIEMALLOWANCE Breakfast $15.00 Lunch $15.00 Dinner $30.00

(d) the registration fee for such meeting, course or convention; and (e) the actual cost for single room hotel accommodation, not to exceed the event rate or government rate at the site of the event, subject to availability. Hotel parking, business calls, postage or other business incidentals necessarily incurred and IncludedInthe hotel billwillbe paid by the Districtand is not part of the per diem rate.

2.3. The Mayor may incur meal costs for business meetings held locallyor out of town involving other persons. The name of the person, company, and nature of the meeting must be indicated on the receipt. Afull receipt must accompany and credit card or debit card receipt. Reimbursements willnot include alcoholicbeverages or cannabis related products.

2.4. Travelers wishingto combine a business trip with personal travel may do so at their own expense. The traveler willbe required to pay any additional travel and accommodation expenses that are not associated with the business travel. S:\CorpServices\POLICIES\PolicyFiles\POL2O1R-164CouncilRemuneration and Expenses\Council Remuneration & ExpensesPolicy164,2o18.docx 2

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POLICYNO. 40-301

POLICY& PROCEDURESMANUAL

TITLE: TraveL! Expense Claims

GUIDELINES/PROCEDURERESPONSIBILITIES

COUNCILNOLUNTEERICITYKilometre EMPLOYEEEXPENSE REIMBURSEMENT $0.50 per actual kilometres travelled (first5000 km, $0.44 per kilometrethereafter)

1. Consideration should be givento the most economicalmode of transportation.

2. City employees receiving a regular car allowance for the purpose of drivingtheir personal vehicles in citylimits,may claimreimbursement forkilometresdrivenoutsideCitylimits when using their vehicles on citybusiness.

COUNCILNOLUNTEERICITYMeal Allowance EMPLOYEEEXPENSE REIMBURSEMENT Inside City & Outside Region Region (beyond 200 km) S 15.00 $20.00 Breakfast $ 20.00 $ 25.00 Lunch $30.00 $ 35.00 Dinner $65.00 $ 80.00 Per day

OR, per receipt(s) submitted withclaim.

Note:

1. Ifmeals are providedat the occasion and were included in the originalregistrationfee, claims are not to be submitted.

2. Mealswillbe paid for byreceipt ifthe meal was greater than the allowance providedabove, (discretionisto be used) ** or ifthe claimant hosted one or more people.

Ifthe amount is considered excessive, Citypersonnel claims willbe reviewed bythe CAO.Ifdetermined excessive, only the designated meal allowance willbe paid.

November 26, 2007 Policy No. 40-301 Page 3 of 5

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STAFF REPORT City of Trail

DATE: SEPTEMBER 30, 2019 FILE NUMBER: 1970-07

TO: DAVID PEREHUDOFF, CHIEF ADMINISTRATIVE OFFICER

FROM: RINO MERLO, DEPUTY DIRECTOR OF FINANCE

SUBJECT: TAX SALE 2019

1.0 PURPOSE

1.1. To provide information with respect to the City of Trail’s annual tax sale.

2.0 RECOMMENDATION

2.1. The report be received for information.

3.0 BACKGROUND

3.1. The City of Trail must recover unpaid property taxes, including any interest and penalties owing on those taxes, by tax sale as per the Community Charter (Part 7: Division 13 – Recovery of Tax, CC254). 3.2. The City of Trail conducts an annual tax sale in accordance with legislation as prescribed by the Local Government Act (Part 16: Division 7 – Annual Municipal Tax Sale, LGA645).

4.0 ANALYSIS

4.1. The tax sale was held on Monday, September 30, 2019 at 10:00am in Committee Room #2. 4.2. The tax sale is conducted in the form of an auction with the auction overseen by the CAO designate, the Deputy Director of Finance and the Accounting Clerk – Taxation/Utilities. 4.3. Five(5) properties went to tax sale for 2019 versus four(4) properties in 2018. 4.4. No persons showed for tax sale. 4.5. The City of Trail was declared the purchaser on all five(5) properties.

2019 Tax Sale Report Page 83 of 114 AGENDA ITEM #5.2

Page 2 TAX SALE 2019

4.6. The tax sale was declared closed at 10:07am.

5.0 OPTIONS

5.1. None.

6.0 FINANCIAL CONSIDERATIONS

6.1. The five properties to tax sale currently represent lost taxes, interest and fees of $53,791.16. The amount in 2018 was $20,505.85. The assessed value of the five properties is a combined $904,900. The combined assessed amount in 2018 was $469,000.

7.0 POLICY AND LEGAL CONSIDERATIONS

7.1. Per the Community Charter and the Local Government Act and Council Policy FD006.2.

8.0 OTHER CONSIDERATIONS

8.1. The annual tax sale for 2019 was conducted with no issues. 8.2. Three(3) of the four 2018 tax sale properties have been redeemed. 8.3. All of the five(5) 2017 tax sale properties were redeemed within the legislated period.

RESPECTFULLY SUBMITTED

______Rino Merlo, Deputy Director of Finance cc: Hailey McLean, Tax Clerk

2019 Tax Sale Report Page 84 of 114 AGENDA ITEM #5.2

Page 3 TAX SALE 2019

CAO COMMENTS: The report is provided for information and no Council action is required beyond receiving the report provided. APPROVED FOR SUBMISSION TO COUNCIL:

September 30, 2019 ______David Perehudoff, CPA, CGA Date Chief Administrative Officer

2019 Tax Sale Report Page 85 of 114 2019 Tax Sale Report

CITY OF TRAIL 2019 TAX SALE PROPERTIES September 30, 2019 10:00am

Delinquent Arrears LandTitle Upset ROLL NUMBER CIVIC ADDRESS Delinquent Arrears Current Total Admin Fee Assessed Value 75% Interest Interest Fee Amount 232‐000316.000 798 VICTORIA ST $ 10,624.90 $ 550.28 $ 9,402.33 $ 486.96 $ 8,929.87 $ 29,994.34 $ 1,499.72 29.66$ 31,523.72 $ 421,000.00 315,750.00 232‐000592.000 1730 DANIEL ST $ 2,300.97 $ 119.17 $ 2,347.19 $ 121.57 $ 1,596.64 $ 6,485.54 $ 324.28 29.66$ 6,839.48 $ 114,700.00 86,025.00 232‐001164.000 395 MARTIN ST $ 1,994.92 $ 103.32 $ 954.25 $ 49.43 $ 1,262.05 $ 4,363.97 $ 218.20 29.66$ 4,611.83 $ 81,200.00 60,900.00 232‐001654.100 2139 DANIEL ST $ 868.50 $ 44.98 $ 478.68 $ 24.79 $ 1,369.93 $ 2,786.88 $ 139.34 29.66$ 2,955.88 $ 92,000.00 69,000.00 232‐003311.000 2125 SIXTH AVE $ 1,639.04 $ 84.89 $ 3,161.35 $ 163.74 $ 2,408.69 $ 7,457.71 $ 372.89 29.66$ 7,860.26 $ 196,000.00 147,000.00 $ 17,428.33 $ 902.64 $ 16,343.80 $ 846.49 $ 15,567.18 $ 51,088.44 $ 2,554.42 $ 148.30 $ 53,791.16 $ 904,900.00 $ 678,675.00 AGENDA ITEM#5.2 Page 86 of114 AGENDA ITEM #5.3

STAFF REPORT City of Trail

DATE: OCTOBER 2, 2019 FILE NUMBER: 1970-01

TO: MAYOR AND COUNCIL

FROM: DAVID PEREHUDOFF, CHIEF ADMINISTRATIVE OFFICER

SUBJECT: PROPERTY TAX PENALTY WAIVER REQUESTS

1.0 PURPOSE

1.1. The purpose of this report is to advance a request for a property tax penalty waiver as described on the attached correspondence.

2.0 RECOMMENDATION

2.1. THAT Council consider the request to reverse the penalty charged against folio 3668.000 in the amount of $77 related to the 10% penalty charged for the homeowner grant that was not claimed by the due date.

3.0 BACKGROUND

3.1. The attachment provides additional information from the perspective of the property owner describing the specific circumstance and why she believes that Council should reverse the penalty charged in response to the payment on the current property tax account being made after the due date. 3.2. In the past number of years, Council has approved very few requests that have come forward. It is the responsibility of the property owner to ensure that property tax balances are paid by the due date even if a property tax notice is not received.

4.0 ANALYSIS

4.1. The request advanced should be considered by Council so the City can respond and advise the owner of the outcome.

Property Tax Penalty Waiver Requests Page 87 of 114 AGENDA ITEM #5.3

Page 2 PROPERTY TAX PENALTY WAIVER REQUEST

4.2. In this case, the individual indicates she made an effort to claim the HOG online by the due date. The City has no way of verifying whether or not this is the case. The person is hoping for relief based on her efforts and personal financial circumstances. 4.3. The Community Charter includes specific legislation that deals with the collection of property taxes and the application of the 10% penalty for payments received beyond the established due date.

5.0 OPTIONS

5.1. No options are presented. Council can choose to agree to reverse a penalty charged against an individual folio or the penalty will stand as levied based on the fact that there was outstanding property taxes that were unpaid after the property tax due date.

6.0 FINANCIAL CONSIDERATIONS

6.1. Any amounts waived would be credited back against the property tax penalty revenue account. The penalty waiver in this case amounts to $77. 6.2. The 2019 consolidated budget for property tax penalties is $63,000. At this time, the balance in the account is $74,142.

7.0 POLICY AND LEGAL CONSIDERATIONS

7.1. Council Policy FD006.1 indicates that where it can be demonstrated that City staff made an error in processing or handling a payment that it can be reversed at the discretion of the Chief Financial Officer. It further stipulates that individuals can appeal to Council where this is not the case. In all the issues noted above, the City did not specifically make a mistake nor do the circumstances describe suggest that Council should reverse the penalty which has been appropriately levied. 7.2. Whether or not Council has the legislative authority to reverse or forgive a properly applied charge that is made in accordance with provisions in legislation is questionable. In this case, the individual clearly acknowledges it was her mistake and this would give rise to question whether or not Council would in fact have the legal authority to arbitrarily reverse the charge. 7.3. The City has never obtained a legal opinion as far as whether or not the reversal of penalties would be considered an “illegal expenditure” and subject Council to personal liability as a result. In this context Council is cautioned in terms of any reversal of penalties should the question of authority ever be raised.

Property Tax Penalty Waiver Requests Page 88 of 114 AGENDA ITEM #5.3

Page 3 PROPERTY TAX PENALTY WAIVER REQUEST

8.0 OTHER CONSIDERATIONS

8.1. The City typically receives a number of requests each year although there has been a marked decrease in the number of people coming forward and this may be attributed to past Councils’ consistent and restrictive approach when dealing with these requests. It would be difficult to establish criteria or rules to evaluate requests without specified legal authority or guidelines. In the absence of a very compelling reason that extends beyond the City making an error, there would seemingly be no basis to waive a penalty when the payment is made after the due date. 8.2. Staff are now advising property owners with late penalty charges that Council will likely take a very conservative approach when dealing with requests of this nature. Given that the penalty levied can be significant, property owners will continue to seek relief from Council. For 2019, Council has considered a number of requests and have not approved any reversal of penalties to date. 8.3. The City offers numerous convenient options for individuals to pay property taxes and claim their homeowner’s grant. There were some issues with the direct online payment portal this year but if someone was persistent the system did eventually work. It is noted that unlike utilities, few people use the City’s system to make payment. 8.4. The property tax due date is also very well publicized and for the most part is standard throughout BC.

RESPECTFULLY SUBMITTED

David Perehudoff, CPA, CGA Chief Administrative Officer

attach.

Property Tax Penalty Waiver Requests Page 89 of 114 Property Tax Penalty Waiver Requests

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CITY OF TRAIL 18‐Sep‐19 2019 GRANT SUMMARY / ORGANIZATIONS

2019 YTD Variance % Category Budget Commitment Remaining

Cash Grants 84,000 84,320 ‐320 ‐0.38% 01‐2‐1110‐004 Rental Waivers 31,000 12,036 18,964 61.18% 01‐2‐1110‐003 Silver City Days ‐ Grant* 41,000 30,132 10,868 26.51% 01‐2‐1110‐001 Silver City Days ‐ expenses 20,000 18,826 1,174 5.87% 01‐2‐1120‐003 Chamber of Commerce 10,000 0 10,000 100.00% 01‐2‐1110‐002 Senior Citizens 7,200 6,654 546 7.58% 01‐2‐1110‐005 Trail Ambassador Program 14,500 7,250 7,250 50.00% 01‐2‐1120‐002 TOTAL 207,700 159,218 48,482 23.34%

NOTE: YTD Commitment figures may or may not be from the GL. Where the figure is not from the GL, a separate report is generated. Cash Grants and Rental Waivers do not generally equate to the GL.

Multi‐year funding agreements and recurring cash grant requests > $1000 Generation to Generation Operating grant $10,000 $7500 provided in 2013‐ Society 2018; increased to $10,000 in 2019 WildSafe BC Operating grant $3,000 Funding agreement for 2017,2018,2019 Career Development Services Youth Centre $20,000 provided annually since (formerly Columbia YCDC) Operating grant 2007 Career Development Services Gyro/Haley $20,000 provided annually since concessions 2015 Career Development Services/ "Getting to Home" $5,000 $15,000 provided Greater Trail Skills Centre Project annually since 2013; reduced to $10,000 in 2017 and $5,000 in 2019 Trail & District Arts Council Operating grant $5,000 provided annually since 2015 VISAC Gallery Operating grant $4,000 provided annually since 2015; reduced to $2500 in 2018; increased to $4000 in 2019 Trail & District Chamber of Healthy Lifestyles $1,736 rental waiver of $900 Commerce Expo sponsorship provided in 2017; $2500 cash grant in 2018; $3000 cash grant/rental waiver in 2019 School District No. 20 Scholarships $1,300 $1,200 provided annually since 2011; increased to $1,300 in 2017 Pacific Coastal Golf tournament $1,000 provided annually since 2012 Trail United Way "Storm the Stairs" $500 provided annually since event 2015; reduced to $500 in 2019 $71,536

* Silver City Days May 8 ‐ 12, 2019

C:\Users\Michelle\Desktop\GRANT SUMMARIES 2019 September 18 rev mm

Report on Grants to Organizations dated September 18, 2019 Page 92 of 114 AGENDA ITEM #6.1

CITY OF TRAIL Updated 18‐Sep‐19

GRANTS ‐ ORGANIZATIONS AND INDIVIDUALS (01‐2‐1110‐004) Cash Grants

TOTAL BUDGET 84,000

Date Res # Organization Purpose Amount % Total $ Budget % Budget Approved Budget Remaining remaining

10‐Dec‐18 350‐18 Generation to 2019 Operating grant 10,000 11.90% 74,000 88.10% Generation Society 10‐Dec‐18 352‐18 Kootenay Columbia Aspen Loop trail 5,000 5.95% 69,000 82.14% Trails Society development 28‐Jan‐19 034‐19 School District No. 20 ‐ JL 2019 Scholarship 650 0.77% 68,350 81.37% Crowe/Cooperative Ed program

28‐Jan‐19 034‐19 School District No. 20 ‐ JL 2019 Scholarship 650 0.77% 67,700 80.60% Crowe/Cooperative Ed program

11‐Feb‐19 067‐19 BC Seniors Games 55 Sponsorship 400 0.48% 67,300 80.12% Plus, Zone 6 11‐Feb‐19 069‐19 Kidney Foundation of Sponsorship of 2019 125 0.15% 67,175 79.97% Canada Kidney Walk 11‐Feb‐19 070‐19 Career Development Operating grant: 20,000 23.81% 47,175 56.16% Services Concession operations 11‐Feb‐19 071‐19 Career Development Operating grant: Youth 20,000 23.81% 27,175 32.35% Services Centre Selkirk College BCIC partner matching 250 0.30% 26,925 32.05% Smart Kootenay contribution 11‐Mar‐19 101‐19 Trail & District Chamber Healthy Lifestyles Expo 1,736 2.07% 25,189 29.99% of Commerce May 4, 2019 11‐Mar‐19 103‐19 RCMP RCMP Youth Summit 500 0.60% 24,689 29.39% 2019 11‐Mar‐19 105‐19 Lower Columbia Sponsorship of the Clean 2,500 2.98% 22,189 26.42% Initiatives Corporation Energy BC Spring Conference. June 4 ‐6, 2019 Trail, BC. Megawatt Level 11‐Mar‐19 105‐19 Lower Columbia Sponsorship of the Clean 1,000 1.19% 21,189 25.23% Initiatives Corporation Energy BC Spring Conference, Delegate Package Inserts 19‐Mar‐19 184‐15 Kootenay Robusters 2020 Fundraising 500 0.60% 20,689 24.63% Calendar 25‐Mar‐19 121‐19 Beaver Valley Avalanche Two (2) $50 gift 100 0.12% 20,589 24.51% Hockey Club certicicates to the TALC as fundraising raffle Men's Recreational Hockey Tournament 9‐Apr‐19 133‐19 United Way of Trail & Storm the Stairs. 500 0.60% 20,089 23.92% District September 28, 2019. Cash grant $500 9‐Apr‐19 134‐19 Pacific Coastal Airlines 2019 Annual Memorial 1,000 1.19% 19,089 22.73% Charity Golf Tournament. May 30, 2019. Hole Sponsor $1,000

24‐Apr‐19 183‐15 KBRH Health Hole sponsorship 2019 600 0.71% 18,489 22.01% Foundation Golf Classic 9‐May‐19 BC Conservation Assist with dilivery of the 3,000 3.57% 15,489 18.44% Foundation 2019 WildSafeBC program in the City of Trail 27‐May‐19 182‐19 VISAC Gallery Cash grant re: operations 4,000 4.76% 11,489 13.68% support 27‐May‐19 183‐19 Trail & District Arts Cash grant re: operations 5,000 5.95% 6,489 7.73% Council support 28‐May‐19 email Trail Hockey Club Sponsorship of annual 750 0.89% 5,739 6.83% resolution Society golf tournament accepted 19‐Aug‐19 270‐19 Canadian Fallen Heros Memorial Campaign 250 0.30% 5,489 6.53% "bronze" level 19‐Aug‐19 271‐19 Community Futures THRIVE South Kootenay 500 0.60% 4,989 5.94% Greater Trail Business Resource Expo October 9, 2019 19‐Aug‐19 272‐19 Poplar Ridge Pavilion Annual Fund Raising 75 0.09% 4,914 5.85% raffle. Donation of "Set in Stone" book 19‐Aug‐19 273‐19 Career Development "Getting to Home: 5,000 5.95% ‐86 ‐0.10% Services Addressing Homelessness in Greater Trail" program. Cash Grant 9‐Sep‐19 295‐19 Beaver Vally Dynamic BE in BV event on 234 0.28% ‐320 ‐0.38% Aging Society September 14, 2019. Two 10‐time punch passes to the TALC 0.00% ‐320 ‐0.38% Balance per Report 84,320

9/23/2019 C:\Users\Michelle\AppData\Local\Microsoft\Windows\INetCache\Content.Outlook\ECN8V1KG\GRANT SUMMARIES 2019 September 18 rev2 mm 1

Report on Grants to Organizations dated September 18, 2019 Page 93 of 114 AGENDA ITEM #6.1

CITY OF TRAIL Updated 18‐Sep‐19

GRANTS ‐ ORGANIZATIONS AND INDIVIDUALS (01‐2‐1110‐003) Rental Waivers ‐ Recreation Facilities

TOTAL BUDGET 31,000.00

Date Res # Organization Purpose Amount % Total Budget % Budget Approved Budget Remaining remaining

8‐Jun‐15 260‐15 Trail Maple Leaf Annual McIntrye Room rental 3,680.67 11.87% 27,319.33 88.13% Band and annual storage room

26‐Nov‐18 341‐18 Trail Retirees Curling TMS kitchen 50% rental waiver: 255.00 0.82% 27,064.33 87.30% Club January 12, 2019 bonspiel & March 22, 2019 year end banquet 10‐Dec‐18 350‐18 Generation to Weekly gymnasium rental 1,700.00 5.48% 25,364.33 81.82% Generation Society

10‐Dec‐18 353‐18 JL Crowe 2019 Grad TMC gym 50% rental waiver: 1,206.00 3.89% 24,158.33 77.93% Parent Committee Valentine's Dance/Safe Grad

14‐Jan‐19 005‐19 Greater Trail Minor Early morning ice 50% rental 1,956.00 6.31% 22,202.33 71.62% Hockey Association waiver

25‐Feb‐19 088‐19 Trail & District Arts Music in the Park Night Markets 650.00 2.10% 21,552.33 69.52% Council 11‐Mar‐19 101‐19 Trail & District 1,264.00 4.08% 20,288.33 65.45% Chamber of Commerce Healthy Lifestyles Expo May 4, 2019 11‐Mar‐19 102‐19 West Kootenay Pee 2019 Pee Wee Female 522.00 1.68% 19,766.33 63.76% Wee Wildcats Championships. McIntyre Room & Red Floor Room. TALC passes. 11‐Mar‐19 104‐19 Friends of Friends Waive 100% of rental fees for 123.00 0.40% 19,643.33 63.37% Clubhouse use of fieldhouse on a monthly basis for four (4) months.

13‐May‐19 166‐19 West Kootenay Waive 50% rental fee for use of 185.00 0.60% 19,458.33 62.77% Chapter of MS tables & chairs at Gyro Park. Society of Canada 2019 Trail MS Walk May 26, 2019 13‐May‐19 167‐19 Law Enforcement Waive 50% rental fee for use of 125.00 0.40% 19,333.33 62.37% Torch Run for Special Gyro Park, June 19, 2019. ($62) Olympics Gift a "Set in Stone" book ($75). TALC Gift Certificates X 2 ($50)

24‐Jun‐19 219‐19 Pride Trail, BC Waive 100% of rental fees for 125.00 0.40% 19,208.33 61.96% use of Jubilee Park, annual Pride event on August 31, 2019.

9‐Sep‐19 292‐19 Terry Fox Run Waive 100% of rental fees for 244.00 0.79% 18,964.33 61.18% Organizing use of Gyro Park and City Committee Equipment for annual Terry Fox Run on September 15, 2019.

0.00% 18,964.33 61.18% 0.00% 18,964.33 61.18% 0.00% 18,964.33 61.18% 0.00% 18,964.33 61.18% 0.00% 18,964.33 61.18% 0.00% 18,964.33 61.18% 0.00% 18,964.33 61.18% 0.00% 18,964.33 61.18% 0.00% 18,964.33 61.18% 12,035.67

Note 1: This report bases its numbers from the Governance and Operations Committee minutes and not necessarily from the GL. The GL amount is booked directly by the Parks and Recreation Accounting Clerk.

Note 2: Per Resolution 260 ‐ 15, dated June 8, 2015, The Trail Maple Leaf Band receives an annual 50% rental waiver of the McIntyre Room and equipment storage room. As of the 2016 fiscal year, this is approximately $2,100 per annum.

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Report on Grants to Organizations dated September 18, 2019 Page 94 of 114 AGENDA ITEM #6.2

Kim Brooks

From: FredRomano Sent: Sunday,September08,2019 9:12AM To: info Subject: Applicationfor GrantinAid Attachments: GRANT-IN-AID-FILLABLE(1).pdf

Mayor and Council:

The 1953 historical Gulch Map is going to be constructed on City of Trail property (Piazza Colombo park) that willattract many people locally, tourists and many former Trail residents. The Colombo Lodge Facebook page has over 900 friends and that at times they share our post on their own Facebook page Many citizens are waiting to see this map. It willbe a landmark in the Gulch.

Fred Romano Chair

co rc

ik RO[7- aOl

Colombo Lodge - Request for Cash Grant Page 95 of 114 AGENDA ITEM #6.2

The On’ of Trail

Application fbr a Grant In Aid

A. Instructions

Council may provide a grant in aid or other form of financial assistance to any organizationor group pursuant to the Community Charter. Grants are issued on an annual basis and are subject to the availability of funds in Council’s current year’s operating budget. Approval of a grant application in any year does not imply or suggestthat approval will be received in any subsequentyear.

Grants will be evaluated in accordancewith Council’sGrant In Aid Policy.

In the absence of completing the required application, the grant request will not be forwarded to Council for consideration. The submission of an application is required in support of all requests. regardless of the circumstance, including Council’s approval of a grant for the same purpose in previous years. The informationon the application will be used by the Committee to adjudicate and make a decision on the allocation of the limited budget and therefore should be completed as comprehensivelyas practical.

Pleasecompletethis applicationform and submit it, with supportingdocumentation,to: Mayorand Council City of Trail 1394 Pine Avenue Trail.BC VIR4E6 FAX: (250) 364-0830

B. Application Information

• Dateof Application: September, 2019

• Name and address of organization: Colombo Lodge 584 Rossland Avenue Trail, B. C.

• Contact Person: Fred Romano

- Phone: 205-368-8866

- E-mail: [email protected]

• Type and amountof grant requested: Type Amount

Cash contribution $ 146.00

Waiverof RentalFee $ D (to a maximumof 50% of the rental fee) Propertytax exemption $ D (Includingwater & sewer fees) D Prize donation

Colombo Lodge - Request for Cash Grant Page 96 of 114 AGENDA ITEM #6.2

Application for a Grant In Aid — Piwe 2

C. Financial Information All grant applications must be accompanied by the organization’s most recent financial statements or event budget.

Please provide a summary of any other grants your organization has applied for in the past 12 months for general operating purposes or for the event for which the rental fee waiver is being applied for.

No grants for general operating system. Grant is for building permit for the structure to display the Gulch maps in the Piazza Colombo Lodge — amount $ 146.00

D. Supportin2 Information

Please provide a brief summary of your organization’s mandate and activities and the benefits it provides to the residents of Trail (may be on a separate page).

The Societa of cristoforoColombohas been very active in our communityfor 114 years. We supported the new Museum and Libraryfinanciallyand donated artifacts of the Italianculture. The members of the Lodge builtthe Piazza Colombo park in2007 to provide green space. The Lodge annually participates inthe TrailSilvercitydays popular bocce tournament inthe curlingrink,Spaghettata at the Lodge and enters a float in the parade

Please indicate the reasons why your organization requires the funding being requested (may be on a separate page).

We asked City Hall ifwe needed a building permit to build the cement pad for the 1953

Gulch map. Iwas expecting $32 and the permit was $ 146 after talking to the RDKB staff.. We are requesting that the City of Trail waves the permit/or grant.. The final cost of the map not including all the volunteer hours is $ 9,250 and our grant was $ 6,750. Every dollar makes a difference to pay for this project.

Provide any other information you feel Council should consider when evaluating your application and detailhow Council’scontributionwill be recognized, if applicable.

My long time goal was to find a map of the 50’s of the Gulch . The Historical society had a document of

homes for insurance purposes for the whole city.I copied it page by page-- Rossland Avenue, Byers Lane, Railway Lane, Bell Place, Ceccanti Street, White Street, Glover Road, LeRose Street and Perdue street.. Found people that lived in those homes in the 1953 BC directory and talking to members.. This map will bring people to the Piazza colombo park in the Gulch. The time it took to put it all together was a bigger job

then I thought. It is FINISHED.

Colombo Lodge On behalf of , 1/we hereby declare that all the information presented and/or provided with this application is true and correct.

Fred Romano Authorized Signatory Authorized Signatory

Colombo Lodge - Request for Cash Grant Page 97 of 114 AGENDA ITEM #6.2

FOR OFFICE USE ONLY:

1. STATUS:

Is the recipient a local, non-profit community organization?

2. RETENTION OF FUNDS: Does the grant or funds raised remain local and/or benefit the Greater Trail area exclusively or are fttnds allocated to a provincial or federal parent organization?

3. COMMUNITY IMPACT: Does the organization or its event contribute to or encourage: • economic wellbeing and spinoffs? • community creation through arts. sports and culture? • health. wellness and social benefits?

4. FINANCIAL NEED: Has the recipient demonstrated financial need through the provision of recent financial statements or the event budget?

5. OTHER FUNDING SOURCES: Has the organization applied for other assistance from neighbouring local governments or other funding bodies?

Colombo Lodge - Request for Cash Grant Page 98 of 114

Colombo Lodge - Request for Cash Grant Isection 8. 6. 4. Application 7. Address: 5. • 3. 2. • • •

1. • General Address:_ Postal Project Telephon53921 All Project Organization Applications Mailing will Sponsored courier, anolications this Legal funding All

Project ppnhicption

AND Only Project COMMUNITY

used PROGRAMS areas

submissions Historical application be for 584 registered name

Code:

A Instructions Primary Description date:

Title: AFFECTED outline eligible are mail. — from of Rossland

— GENERAL Organization: of form clearly the contact(s): is must facsimile, Applicant/Organization: vlRlAGphone:______Contact:

March Gulch and more aoplication March is for non-profit must must Historical (brief available stated) 417 be Avenue

more INITIATIVES a 1 submitted than Fax: either Olivia

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PROJECT Map be 10.

description):

INFORMATION and AREAS 2017 Fred detailed comoleted Fred 2017 organizations ______Email: Gulch must Crescent,Trail , one on

email including be Trail, Romano **SOCIETV Romano our typed to Colombo at jurisdiction, be Map information to B.C. the website. 4:00 (please answered. stoupinrdkb.com.

Lw PROPOSAL or , RDKB of Email:

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ensure Colurnb!a A registered of groups Rossland office Accentahle the must only fromano@telusnet Basin in Archives Archives that very Colombo from at IS be sponsored

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non-pro APPLICATION Avenue limited REOUIRFD anotel legible and aspects Society application and

forms Family Lodge Cultural Cultural to Rossland hand fit F:LE us - by Postal Gulch /

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the 2017 Koolenay WUMBFRk* 1960 hand monies If fleadlinaiar organization

applying Circa_1960 version Ooundry

delivery. OF will The be for of AGENDA ITEM #6.2 ______

9. Location(s) of the project: Locate outside for public viewing in the vicinity of the Colombo Lodge.

10. Duration (include start-up and completion date): Completed by September 30, 2017

11. Goal areas (check all that apply): i Social U Environmental U Economic U Integrated

12. In the table below, please indicate which areas you are requesting funding from and the amount requested from each. Please note:

• If you apply to more than one areaImunicipality, the Total Amount Requested cannot exceed your Total Project Budget.

• You will be expected to attend a public meeting for each area you indicate. fSee page 4 for Electoral Area communities)

Community Initiatives Funds (Indicate amount requested from each jurisdiction)

O Beaver Valley (Area A, Village of Fruitvale $500 and Village of Montrose

U Electoral Area B $ 200 / “nfl U City of Rossland “ JUU

U Village of Warfield $ 300 /

City of Trail /

Total Amount Requested: $ 7,000

Total Project Budget: $ 8,500

Colombo Lodge - Request for Cash Grant Page 100 of 114

Colombo Lodge - Request for Cash Grant

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3. Work plan - what willbe done and when? ( March - April2017 - Finalize information for the historic map (Taken 2 years to get to this point) May - June 2017 - Complete design and structural and peripheral elements. July Aug 2017 Construction and mounting of the Exhibit. September 2017 - Official opening during Piazza Day

this 4. Project partners? Please list: Fred Romano, Chairman of Archives and Cultural Committee took on project to re-create the Gulch - circa 1960.

5. Willminors be working on the Project? U Yes No

Ifyes, you, the Proponent, willensure partners and subcontractors conduct criminal record checks on any person workingwith minors. You willcomply with all Federal and Provincial Government Acts and Regulations that apply to the hiring of employees and subcontractors required to carry out the Program and its Projects. This includes, but is not limited to, the Criminal Records Review Act (pertaining to any person working with minors) and the Workers’ Compensation Act.

6. Is the project labour 100% Volunteer? Yes U No

If no, you, the Proponent, contractor or sub-contractor must be able to provide proof of current WCB coverage it requested.

Section D — PROJECT BUDGET INFORMATION I

1. Project Budget Summary - If successful in attaining THE TRUST funds, you must spend funds and prepare Project Financial Reports according to Section D.You will be expected to provide clear and legible copies of invoices to verify how you spent THE TRUST funds. The Trust maintains the right to audit projects at any time,

2. GST is not refunded. All monies requested will be excluding the GST paid (PST is refunded).

Items Details Cost less GST

MapDesign and mount Map design and project- InteriorSigns (Rossland Aye) $ 2,000 Exhibitarchitecturaldesign Contract outS $ 1,500 Exhibitconstructionmaterlats Kiosk $ 3500

TOTAL S 7,000

Colombo Lodge - Request for Cash Grant Page 102 of 114 AGENDA ITEM #6.2

3. Funds from other sources:

Source Amount

Colombo Lodge willprovide the balance. (in kind

(cotombo Members livethroughoutthe ElectoralArea Communifles)

By submitting this funding application, you hereby acknowledge that THE TRUST may disclose this application, and the information contained herein, including but not limited to your name, budget, location and the amount and nature of any related funding to the public, individuals or any other entity to the extent allowed by FOIPPA, You further agree that THE TRUST may proactively disclose to the public your name, location, amount and nature of funding granted. Any questions regarding such may be 3th directed to: FDIPPA Inquiries, Operations, The Trust, Suite 300, 445— 1 Ave., Castlegar, BC, Vi N 1Gi, 1- 800-505-8998.

Authorized Signature for Proponent

Fred Romano Please print name The personal information you provide on this RDKB document is being collected in accordance with the Freedom of Information and Protection of Privacy Actandwill be used only forthe purpose of processingRDKBbusiness. This document may become public information. If you have any questions about the collection of your personal information, please contact Theresa Lenardon, Manager of Corporate Administration/Corporate Officer and Freedom of Information Protection of Privacy Officer at 250-368-9148 or [email protected].

MUNICIPALITIES.

TRAIL ROSSLAND WARFIELD MONTROSE FRUIWALE

Regional District of Kootenay Boundary - Electoral Area Communities

ELECTORAL Area ‘A’ ELECTORAL AREA ‘B’ — Lower ColumbiatOld Glory • Rural Fruitvale • Rivervale!Oasis • Beaver Falls • Genelle • Columbia Gardens area • Black Jack! Patterson Areas • Casino

Colombo Lodge - Request for Cash Grant Page 103 of 114 AGENDA ITEM #6.3 ______

The City of Trail

Application for a Grant In Aid

A. Instructions

Councilmay providea grant in aid or other formof financialassistanceto any organizationor group pursuant to the C’ornrnunin’Charter. Grants are issued on an annual basis and are subject to the availabilityof funds in Council’scurrentyear’s operatingbudget. Approvalof a grant applicationin any year doesnot implyor suggestthat approvalwillbe receivedin anysubsequentyear.

Grantswill be evaluatedin accordancewith Council’sGrantIn Aid Policy.

In the absence of completingthe required application,the grant request will not be forwardedto Council for consideration. The submissionof an applicationis required in support of all requests. regardless of the circumsmrice,including Council’s approval of a grant for the same purpose in previousyears. The informationon the applicationwill be used by the Committeeto adjudicateand make a decision on the allocation of the limited budget and therefore should be completed as comprehensivelyas practical.

Pleasecompletethis applicationformand submitit. withsupportingdocumentation,to: Mayorand Council City of Trail 1394PineAvenue Trail, BC VIR4E6 FAX:(250)364—0830

B. Application Information

• Dateof Application: September 16, 2019

• Namearidaddressof organization: Columbia Basin Alliance for Literacy (CBAL) 1160 Cedar Avenue Trail BC V1R 4B7

• ContactPerson: Carolyn Amantea

- Phone: 250-368-6770

- E-mail: trailcoordinatorcbal.org

• Type and amountof grantrequested:

IXQQ Amount D Cashcontribution $ Waiverof RentalFcc 400.00 (toa maximumof 50%of the rentalfee) Propertytax exemption $ D (Includingwater& sewer fees) D Prizedonation

Columbia Basin Alliance for Literacy - Request for Rental Waiver Page 104 of 114 AGENDA ITEM #6.3

ApplicatIon for a Grant hi Alt! — Page 2

C. Financial Information All grant applications must be accompanied by the organization’s most recent financial statements or event budget

Please provide a summary of any other grants your organization has applied for in the past 12 months for general operating purposes or for the event for which the rental fee vaiver is being applied for.

CBALTrail was awarded a Kootenay Savings Credit Union Community Foundation grant this spring in the amount of $414.00 to purchase new equipment far our LEAP into Kindergym program. Allother funding, including facilitators and venue rental willbe provided by CBAL’score funding from our 2019-2020 budget.

D. Supporting Information

Please provide a brief summary of your organization’s mandate and activities and the benefits it provides to the residents of Trail (may be on a separate page).

CBAL’s vision is that local communities across the Columbia Basin and Boundary will be healthy, inclusive,and committedto literacyand learningas lifelongand life-wideactivities. Our free family&adult literacy programmingis accessible to all citizens of Trailand our neighbouringcommunities.

l’Lease indicate the reasons why your organization requires the funding being requested (may be on a separatepage).

LEAP into Kindergym is one of our more costly programs to offer, as we provide two facilitatorsand a wide variety of equipment to promote health literacy and physical activity opportunities for preschoolers and their families. The cost of the ComincoArena Gymnasium rental ($812.60 for 17 sessions this year) accounts for nearly half of the budget required to offerthis free program to local families during the fall and winter months.

Provide any other information you feel Council should consider when evaluating your application and detail how Council’s contribution will he recognized. if applicable.

In the 2018/19 program year, 46 unique families attended the program between September and March, benefitingjust over 70 children during that time. Most familiesattended multiplesessions and enjoyed the varietyof activities provided, the opportunity to be active indoors during inclement weather and a venue for connecting with not only other parents, but also our skilledfamilyliteracy facilitators. Most other granting opportunities do not allow applicants to offset the cost of facilitatorsor venue rentals withfunds allocated, which is why we have applied this year for a grant in aid fromthe City.

the ColumbiaBasin Alliancefor Literacy On behalf of I/we hereby declare that all the information presented and/or provided with this application is true and correct.

uthorized Signatory Authorized Signatory

Columbia Basin Alliance for Literacy - Request for Rental Waiver Page 105 of 114 AGENDA ITEM #6.3

Sandy Lucchini

From: TrishaDavison Sent Friday,September 2012019 11:28AM To: Sandy Lucchini Subject: FW:Grant InAid Request

Sandy,

Please see the information below that Igot from Carolyn.

Trisha Davison Directorof Parks &Recreation Cityof Trail ColumbiaAvenue Trail,B.C. Vi R 4T8 1875 I Tel; 250.364.0852 Cell:250.231.4876 Fax: 250.364.0845 Email: tdavison@traiLca www.traiLca

* II

This e-mail is confidential and is intended for the above-named recipient(s) only. Any unauthorized use or disclosure of this e-mail is prohibited. If you are not the intended recipient, please notify the sender immediately and securely destroy the communication. The City of Trail is subject to the Freedom of Information and Protection of Privacy Act.

From:CarolynAmantea Sent: Friday,September 20, 2019 11:24 AM To: Trisha Davison Subject: RE:Grant InAidRequest

Hi, Trisha.

2 years ago, we received a small amount of money from Trail Kiwanis. We did not receive that last year and I am generally unable to apply for grants to offset facility rentals. I’m not sure what Sonia had arranged prior to that. The funds came directly out of our core operating expenses. It is very costly, to be sure, and is one of the only programs that we pay for space. Selkirk College, SD2O (for in-school programs), and the Libraries all provide space in-kind. The Village of Fruitvale and the Village of Warfield have, historically, waived rental fees when we have offered programming to their citizens.

I thought this might be the best way to help fund this program. Let me know your thoughts?

Carolyn

Carolyn Amantea Community Literacy Coordinator Columbia Basin Alliance for Literacy — Trail &Area “&_. p. 250-368-6770 cbal.org Facebook Twitter Donate

Columbia Basin Alliance for Literacy - Request for Rental Waiver Page 106 of 114 AGENDA ITEM #6.3

From:Trisha Davison Sent: September 20, 2019 10:32 AM To: CarolynAmantea Subject: Grant InAidRequest

HiCarolyn,

I hope this email finds you well and enjoying your Friday. CityHallhas forwarded me your Grant in Aidrequest for the Kindergymprogram. Lookingback on how this program was established, it seems as though you had funding for this program from some other source. Hassomething changed? When staff advanced a report to Councilback in 2016, there was a condition that some aspect of facilitycosts were recovered in the agreement. Isthere any additional information you can provide as to the what has changed this year from the past couple of years?

Lookingforward to hearing from you!

Thanks Carolyn.

Trisha Davison Directorof Parks &Recreation

Cityof Trail11875 ColumbiaAvenue ITrail,B.C. ViR 4T8 Tel: 250.364.0852 Cell:250.231.4876 Fax: 250.364.0845 Email: [email protected] www.trail.ca flAiL IJ

This e-mail is confidential and is intended for the above-named recipient(s) only. Any unauthorized use ordisclosure of this e-mail is prohibited. If you are not the intended recipient, please notify the sender immediately and securely destroy the communication. The City of Trail is subject to the Freedom of Information and Protection of Privacy Act.

Columbia Basin Alliance for Literacy - Request for Rental Waiver Page 107 of 114

Columbia Basin Alliance for Literacy - Request Rental Waiver

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Page 111 of 114 riot

AGENDA ITEM #6.3

the

subject City, AGENDA ITEM #6.3

THE CITY OF TRAIL 1875 Columbia Avenue Trail, British Columbia VIR 4T8

THISAGREEMENTmade in duplicate this 4th day of September 2019.

BETWEEN: The City of Trail 1875 Columbia Avenue Trail, BC VIR4T8 (hereinafter referred to as the “Lessor”) OF THE FIRSTPART AND: Columbia Basin Alliance for Literacy (CBAL) Desneiges Profili, Executive Director 712B j0th Street Invermere, BC VOA1KO (hereinafter referred to as the “Lessee”) OF THESECONDPART

WHEREASthe Lessor owns and operates the building and appurtenant grounds or the facility known as: Trail Memorial Centre (hereinafter referred to as the “Premises”);

ANDWHEREASthe Lessor has designated portions of the premises known as: i) the Cominco Gymnasium

(to be used by the Lessee under the following conditions);

1. This agreement will take effect on September 23, 2019 and will be in effect until March 9, 2020.

2. The Cominco Gymnasium at the Trail Memorial Centre will be used as follows:

MONDAYS, 1O:30-11:3Oam a. September23— December 9, 2019: Omit October 14, 21 & November11 b. January13— March 9: Omit February 17 c. Total 17 weeks

Thirty minutes of setup and take down time will be booked on either side of the program time. Additional facility use can be requested through the Trail Parks & Recreation Department. Regular fees as per the Recreation Fees & Charges Bylaw will apply.

The program will run uninterrupted on the noted dates. Should a maintenance or emergency issue arise rendering the facility unusable, as much notice as possible will be provided to the Lessee. Where appropriate, a fee adjustment would be considered.

3. It is understood by both parties that the use of the Cominco Gym under this agreement is for the purpose of running a free “Leap Into Kindergym Program” for children between the ages of 6

Page 1 of3

Columbia Basin Alliance for Literacy - Request for Rental Waiver Page 112 of 114 AGENDA ITEM #6.3

months and 5 years. It is understood that any change in use will need to be reviewed and agreed to by the Trail Parks & Recreation Department.

4. Lessee Program Responsibilities The responsibilities of the lessee include, but are not limited to; hire, pay and supervise staff; patron safety & enjoyment; program promotion; equipment inspection; and program administration (ie. registration, receipt of monies, public relations etc).

5. Lessor Program Responsibilities The responsibilities of the lessor include, but are not limited to; facility management and maintenance; equipment storage; program promotion; equipment inspection; and coordination of shared equipment replacement as appropriate.

6. Equipment Management & Storage Management of the equipment stored at the Trail Memorial Centre will be the responsibility of both parties. The City’sRecreation Coordinator will be responsible for coordinating the interests and needs of both the Cityof Trailand CRAL.Equipment replacement willbe done at the discretion of the City.The lessor will not be responsible for the loss or damage of equipment brought into and stored on the premises for the sole purpose of the Kindergymprogram.

7. Liability The Lessee covenants and agrees to obtain and maintain comprehensive general liabilityinsurance including, without limitation, coverage for the indemnity provided herein, on terms satisfactory to the City. The City shall be included as an additional named insured for the rental period or the period of the event. Such policy shall be written on a comprehensive basis with inclusive limits of not less than Two MillionDollars($2,000,000.00) for bodily injury and/or death to anyone or more persons including voluntary medical payments and property damage or such higher limits as the Lessee may require from time to time. The policyshall contain a clause providing that the insurer will give the City thirty days prior written notice in the event of cancellation or material change. The Lessee shall provide the City with evidence of such insurance coverage in the form of an executed copy of Certificate of Insurance in the form satisfactory to the City prior to the execution of this agreement.

8. Waiver & Indemnification The Lessee accepts and willuse the said premises at his own riskand agrees that neither the ‘City nor its respective officers, employees, servants, agents, heirs, successors and assigns have made any warranties or representations respecting the suitability or condition of the said premises. The Lessee further covenants and agrees to indemnify and save harmless the Cityand its respective officers, employees, servants, agents, heirs, successors and assigns from and against any and all claims whatsoever, includingall damages, liabilities,expenses, costs, includinglegal or other fees, incurred in respect to any such claim, action or proceeding brought thereon arising directly or indirectly from or in connection with the use of the said premises.

9. Payment The Lesseewillpay a base rate of $773.90 plus CST($812.60),payable in two (2) installments.The first payment is due December 15, 2019 in the amount of $406.30 (representing half of the total cost). The second payment of $406.30 (representing halfof the total cost) isdue on March 31, 2020.

10. The Lessee will accept full responsibility for protecting and insuring all its chattels and equipment brought on to the premises for the aforesaid purpo5es and willrelease, save harmless and indemnify

Page 2 of 3

Columbia Basin Alliance for Literacy - Request for Rental Waiver Page 113 of 114 AGENDA ITEM #6.3

the City from any claims whatsoever as a result of loss of or damage to the Lessee’s chattels or equipment whilst in, on or about the premises.

11. Inaddition to other possible causes of contractual frustration, in the event of a closure of the premises as a direct or indirect result of any strike, lock out, work stoppage or other form of labour dispute, force majeur, natural disaster or any other cause beyond the control of the City,or any lockout by the City,this contract will be deemed to be frustrated and the City 5 relieved from performance of this contract for the duration of such closure.

12. The Lessee will observe, perform and comply with all laws, by-laws, fire regulations, and Workers’ Compensation Board regulations applicable to the use and occupation of the said portion(s) of the premises by it, and willcause such laws, by-lawsand fire regulations to be observed and complied with by all such persons whom it shall admit to the same, and IN PARTICULARthat it will not suffer or permit alcohol to be had or consumed therein unless a lawful license therefor shall first have been procured and obtained.

THECITYOFTRAIL BY:

SIGNED,SEALEDANDDELIVERED ) TrishaDavison

bythe Lesseeinthe presence ) Parks& Recreation Director of:

Witness ) THELESSEE BY:

Address:

Occupation: ) Desneiges Profili,ExecutiveDirector ColumbiaBasinAlliancefor Literacy(CBAL)

Page 3 of 3

Columbia Basin Alliance for Literacy - Request for Rental Waiver Page 114 of 114