REGULAR MEETING OF COUNCIL
TUESDAY, APRIL 10, 2018, AT 6:30 P.M.
COUNCIL CHAMBERS, 1027 ALDOUS STREET, SMITHERS, B.C.
A G E N D A
1. CALL TO ORDER
1.1 ACKNOWLEDGEMENT The Town of Smithers acknowledges the Gidimt'en Clan and the Witsuwit'en people, on whose unceded traditional territory we live, work and play.
1.2 APPROVAL OF AGENDA (including Supplemental Items)
1.3 PUBLIC COMMENT PERIOD (one minute per speaker regarding agenda items only).
2. PUBLIC HEARING
3. APPROVAL OF MINUTES
3.1 REGULAR - MINUTES MAR 27 Minutes of the Regular Meeting of Council held April 10, 2018.
3.2 SPECIAL OPEN - MINUTES MAR 27 Minutes of the Special Open Meeting of Council held March 27, 2018.
4. BUSINESS ARISING FROM THE MINUTES
4.1 OUTSTANDING COMMITTEE OF THE WHOLE TOPICS • Ranger Park Building Facility Upgrades • Fairgrounds Management Agreement with the Town/BVAIA • Sign Bylaw Amendments.
Page 1 of 134 Agenda of the Regular Meeting of Council being held April 10, 2018.
4.2 ITEM 7.1.3 - REGULAR MAR 27 - TOURISM SMITHERS AGREEMENT Report FIN 18-025 dated March 13, 2018, from L. Ford, Director of Finance, recommending signing of the Tourism Smithers Society Services Agreement, upon removing the Option to Renew section and adding language to the Termination Section (1610-01).
5. PETITIONS AND DELEGATIONS
5.1 YOUTH ACTION - PLASTIC BAGS Presentation by Hannah Pow and Jessica Walton, Youth Action, Smithers Secondary School, regarding the use of disposable plastic bags (0530-05).
6. COUNCIL REPORTS
6.1 COUNCILLOR ATRILL
6.2 COUNCILLOR BRIENESSE
6.2.1 FINANCE - MINUTES APR 3 - TAX RATE SETTING Minutes of the Finance Committee meeting held April 3, 2018 (Tax Rate Setting) for adoption (as an accurate record of the meeting).
There is one bolded motion for Council to consider ratifying.
6.3 COUNCILLOR BROWN
6.4 COUNCILLOR BROWNE
6.5 COUNCILLOR GOODACRE
6.6 COUNCILLOR WRAY
6.7 REPORT OF MAYOR BACHRACH
6.7.1 MAYOR'S REPORT - APR 10 Mayor's Report dated April 10, 2018 (0550-01).
6.8 REPORT OF RDBN AREA A DIRECTOR
Page 2 of 134 Agenda of the Regular Meeting of Council being held April 10, 2018.
7. STAFF REPORTS
7.1 STAFF (A) REPORTS
7.1.1 RIVERSIDE MUNICIPAL CAMPGROUND POLICY Report ADM 18-025 dated March 22, 2018, from D. Plouffe, Director of Corporate Services, recommending signing of Policy OPS-008 - Riverside Municipal Campground (Vault).
7.1.2 ASSET MANAGEMENT PLAN AWARD Report DEV 18-022 dated March 29, 2018, from J. Steward, seeking approval to award development of an Asset Management Plan for water, sewer and storm sewer to OPUS International Consultants (5210-03).
7.1.3 OPERATING SURPLUS AND RESERVE POLICY Report FIN 18-29 dated April 3, 2018, from L. Ford, Director of Finance, recommending repeal of Policy FIN-010 - Operating Surplus and Reserve Policy and approval of Policy FIN-016 - Operating Surplus and Reserve Policy (1610-01).
7.1.4 PROPOSED CHANGES TO DOWNTOWN RTE PROGRAM Report FIN 18-26 dated March 20, 2018, from L. Ford, Director of Finance, recommending Council consider proposed changes to the Downtown Revitalization Tax Exemption Program, as shown in Schedule B. (1610-01).
7.1.5 WATER MAIN COMPUTER MODELLING CONTRACT Report DEV 18-019 dated March 29, 2018, from M. Allen, Director of Development Services, recommending Council authorize the Selected Bid Process and award the Water Modelling Contract to WSP/Opus International Consultants Limited (5330-20/18-14).
7.2 STAFF (B) REPORTS
7.2.1 COMMUNITY GRANT WRITER - 2018 Report ADM 18-026 dated April 3, 2018, from D. Plouffe, Director of Corporate Services, advising that Emily McGiffin has been awarded the Community Grant Writer contract (6750-20).
Page 3 of 134 Agenda of the Regular Meeting of Council being held April 10, 2018.
8. BYLAWS
8.1 BYLAW NO. 1829 "Bylaw No. 1829 - Town of Smithers Subdivision Servicing and Development Standards Bylaw No. 1800 Amendment No. 18-01"
Adoption.
8.2 BYLAW NO. 1830 "Bylaw No. 1830 - Sign Bylaw No. 1789 Amendment No. 18-01"
Adoption.
8.3 BYLAW NO. 1833 Report FIN 18-30 dated April 3, 2018, from L. Ford, Director of Finance, introducing "Bylaw No. 1833 - Airport Sweeper Short Term Capital Borrowing" for readings.
First and second reading. Third reading.
9. CORRESPONDENCE (A) ITEMS
9.1 CYCLE 16 - LETTER OF SUPPORT Letter dated March 29, 2018, from the Cycle 16 Trail Society requesting a letter of support to accompany a Wetzin'kwa Community Forest Corporation grant application and a generic letter of support for future grant applications (0360-01).
9.2 WITSET - CAMPGROUND REVITALIZATION - RDKS GAS TAX Email dated March 26, 2018, from the Witset First Nation Community Economic Development Coordinator, requesting a letter of support to accompany a Regional District of Kitimat Stikine Gas Tax grant application for the final phase of the RV Park and Campground Revitalization Project (0400-70).
9.3 WITSET - CULTURAL TOURS - BC ARTS COUNCIL Email dated March 26, 2018, from the Witset First Nation Community Economic Development Coordinator, requesting a letter of support to accompany a BC Arts Council grant application to add programming to the Witsuwit'en Cultural Tours (0400-70).
Page 4 of 134 Agenda of the Regular Meeting of Council being held April 10, 2018.
9.4 COMMUNITIES ON THE MOVE - HEART & STROKE FOUNDATION Letter dated March 21, 2018, from the Heart and Stroke Foundation inviting the Town to join the Communities on the Move Initiative and submit a resolution to the Union of British Columbia Municipalities (0550-20).
10. CORRESPONDENCE (B) ITEMS - RECEIVE FOR INFORMATION
10.1 NDIT - MIDSUMMER MUSIC FESTIVAL Letter dated March 15, 2018, from the Northern Development Initiative Trust to the Bulkley Valley Folk Music Society advising that the 2018 Midsummer Festival was awarded Fabulous Festivals and Events Program funding (6750-20).
10.2 FCM - MUNICIPAL ASSET MANAGEMENT PROGRAM Email dated March 27, 2018, from the Federation of Canadian Municipalities Municipal Asset Management Program presenting a letter advising that the Town has been awarded funding for the Sewer and Storm Asset Management Plan Project (0230-20).
10.3 PEACHLAND - CANNABIS SALES REVENUE SHARING Email dated March 21, 2018, from the District of Peachland presenting a letter to the Province regarding Cannabis Sales Revenue Sharing (0400-60).
10.4 NW FOOD SECURITY FORUM Email dated March 30, 2018, from A. Watson, Watson Projects, presenting an invitation to attend the Better Together: Northwest Food Security Forum being held May 17 and 18, 2018, in Smithers (0550-20).
11. CORRESPONDENCE (D) ITEMS
11.1 Provincial Response to the Resolutions of the 2017 Union of British Columbia Municipalities Convention, Ministry of Municipal Affairs and Housing, February 2018.
12. SUPPLEMENTAL ITEMS APPROVED FOR DISCUSSION
12.1 GATEWAY SIGNS - WINGS OVER EVEREST Letter dated April 6, 2018, from Tourism Smithers requesting permission to install a Gateway Sign that reads "Smithers Welcomes the Cast and Crew of Wings Over Everest" as soon as possible (6900-01).
Attached for information: Policy ADM-027 "Gateway Sign Management". [Addenda]
13. OTHER/NEW BUSINESS
14. PUBLIC QUESTION PERIOD
15. ADJOURNMENT
Page 5 of 134 Page 6 of 134 Agenda Item # 3.1
TOWN OF SMITHERS
MINUTES OF THE REGULAR MEETING OF COUNCIL HELD IN THE COUNCIL CHAMBERS, 1027 ALDOUS STREET, SMITHERS B.C. ON TUESDAY, MARCH 27, 2018, AT 6:30 P.M.
Council Present: Staff Present: Taylor Bachrach, Mayor Dianna Plouffe, Acting Chief Administrative Officer and Gladys Atrill, Councillor Director of Corporate Services Phil Brienesse, Councillor Mark Allen, Director of Development Services Greg Brown, Councillor Rob Blackburn, Airport Manager Shelley Browne, Councillor. Roger Smith, Director of Works and Operations Janice McKay, Recording Secretary. Council Excused: Bill Goodacre, Councillor Staff Excused: Frank Wray, Councillor. Anne Yanciw, Chief Administrative Officer Leslie Ford, Director of Finance Keith Stecko, Fire Chief.
Media Present: C. Gareau, The Interior News.
1. CALL TO ORDER
Mayor Bachrach called the meeting to order (6:31 p.m.).
1.1 ACKNOWLEDGEMENT Mayor Bachrach stated the following: The Town of Smithers acknowledges the Gidimt'en Clan and the Witsuwit'en people, on whose unceded traditional territory we live, work and play.
1.2 APPROVAL OF AGENDA (including Supplemental Items) R18.157 Brienesse/Browne THAT Council approves the agenda, including the following Supplemental Item: 12.1 Letter received March 27, 2018, from Bulkley Valley Brewery requesting the use of Town property for a proposed patio at 3860 First Avenue. CARRIED.
1.3 PUBLIC COMMENT PERIOD (one minute per speaker regarding agenda items only). None.
2. PUBLIC HEARING
None.
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Minutes of the Regular Meeting of Council held on Tuesday, March 27, 2018, at 6:30 p.m.
3. APPROVAL OF MINUTES
3.1 REGULAR - MINUTES MAR 13 R18.158 Atrill/Browne THAT the minutes of the Regular Meeting of Council held March 13, 2018, be adopted. CARRIED.
3.2 SPECIAL OPEN - MINUTES MAR 13 & 20 R18.159 Browne/Brienesse THAT the minutes of the Special Open Meetings of Council held March 13, and 20, 2018, be adopted. CARRIED.
3.3 SPECIAL OPEN - MINUTES MAR 20 See Item 3.2.
3.4 C.O.W. - MINUTES MAR 5 R18.160 Brienesse/Brown THAT the minutes of the Committee of the Whole meeting held March 5, 2018, be adopted (Economic Development). CARRIED.
3.5 C.O.W. - MINUTES MAR 14 R18.161 Brown/Brienesse THAT the minutes of the Committee of the Whole meeting held March 14, 2018, be adopted (2018 Awards of Excellence). CARRIED.
4. BUSINESS ARISING FROM THE MINUTES
4.1 OUTSTANDING COMMITTEE OF THE WHOLE TOPICS The list of outstanding Committee of the Whole topics was reviewed.
4.2 ITEM 5.1 - MAR 13/18 - D. EWERT - SENIORS' SNOW REMOVAL The delegation material from D. Ewert's presentation regarding snow removal for seniors, was presented.
5. PETITIONS AND DELEGATIONS
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Minutes of the Regular Meeting of Council held on Tuesday, March 27, 2018, at 6:30 p.m.
6. COUNCIL REPORTS
6.1 COUNCILLOR ATRILL
None.
6.2 COUNCILLOR BRIENESSE
None.
6.3 COUNCILLOR BROWN
6.3.1 CHANDLER PARK - MINUTES MAR 12 The minutes of the Chandler Park Field Upgrades Advisory Committee meeting held March 12, 2018, were presented.
6.4 COUNCILLOR BROWNE
6.4.1 BROWNE REPORT Councillor Browne advised that she attended the Community-to- Community Forum held March 20, 2018, and the Ski Tourism Social.
6.5 COUNCILLOR GOODACRE
None.
6.6 COUNCILLOR WRAY
None.
6.7 REPORT OF MAYOR BACHRACH
6.7.1 MAYOR'S REPORT - MAR 27 Mayor Bachrach presented his written Mayor's Report dated March 27, 2018 (0550-01).
6.8 REPORT OF RDBN AREA A DIRECTOR
6.8.1 AREA 'A' UPDATE M. Fisher presented his written report and answered questions from Council. He advised that he is interested in exploring the potential of a Town/Regional District collaboration for an ice plant energy system concept. M. Allen advised that the Pool Study is being reviewed by the Town and that he will present a report to Council at a Regular Meeting in April. R. Smith reported that the chiller replacement does not have to be completed immediately.
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Minutes of the Regular Meeting of Council held on Tuesday, March 27, 2018, at 6:30 p.m.
6.8.1 cont’d Regarding the item in M. Fisher's report about Requests for Proposal for the Ebenezer Flats' Flood Risk Management/Mitigation Planning, the Town contacted the Regional District regarding the Town's participation/input into the project. The Town's participation will begin after the RFP is awarded.
7. STAFF REPORTS
7.1 STAFF (A) REPORTS
7.1.1 PROPERTY TAX WRITE-OFFS - ABANDONED MOBILE HOMES Report FIN 18-24 dated March 12, 2018, from L. Ford, Director of Finance, recommending Council approve: a) write-off of taxes on abandoned/demolished mobile homes; and b) applying to the Province to allow outstanding taxes for all taxing authorities to be removed from Town records, was presented (1610-01).
R18.162 Brienesse/Brown THAT Council approves of the write-off of taxes, including penalties and interest, on abandoned/demolished mobile homes that are no longer assessed by BC Assessment, totaling $5,174.65, pertaining to roll numbers 1201-036, 1201-152, 1201-658, 1710-121, and 1710-271;
AND THAT the Director of Finance apply to the Province to allow the outstanding taxes, for all taxing authorities, for five abandoned/demolished mobile homes, no longer assessed by BC Assessment, to be removed from the Town records under the provision of Section 781 of the Local Government Act. CARRIED.
7.1.2 PAVED ROAD AND MAINTENANCE PLAN Report DEV 18-021 dated March 19, 2018, from J. Steward, Project Coordinator, recommending award of the preparation of a Paved Road Study and Maintenance Plan to Tetra Tech of Vancouver, was presented (5400-12).
R18.163 Browne/Brown THAT Council awards the work of preparing a Paved Road Study and Maintenance Plan to Tetra Tech of Vancouver in the amount of $74,779, plus optional Geo Technical Assessment of $34,833 (5400-12).
R18.164 Brienesse/Browne THAT Motion R18.163 be amended by removing "plus optional Geo Technical Assessment of $34,833". OPPOSED: COUNCILLORS ATRILL, BROWN, DEFEATED. BROWNE AND MAYOR BACHRACH.
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Minutes of the Regular Meeting of Council held on Tuesday, March 27, 2018, at 6:30 p.m.
7.1.2 cont’d The main motion, not amended, was voted on with the final wording being as follows:
THAT Council awards the work of preparing a Paved Road Study and Maintenance Plan to Tetra Tech of Vancouver in the amount of $74,779, plus optional Geo Technical Assessment of $34,833. OPPOSED: COUNCILLOR BRIENESSE. CARRIED.
7.1.3 TOURISM SMITHERS SOCIETY SERVICES AGREEMENT Councillor Atrill declared a conflict of interest, as she has a contract with Tourism Smithers, and left the Chambers (7:05 p.m.).
Report FIN 18-025 dated March 13, 2018, from L. Ford, Director of Finance, recommending signing of the Tourism Smithers Society Services Agreement, upon removing the Option to Renew section and adding language to the Termination section, was presented (1610-01).
R18.165 Brown/Browne THAT the OPTION TO RENEW section of the draft Service Agreement presented in Report FIN 18-025 be removed and that a subsection within the TERMINATION section be added to say: "Either party may terminate this Agreement with one hundred and eighty (180) days prior written notice;
AND THAT Council approves of the Mayor and Chief Administrative Officer signing the five-year Tourism Smithers Society Services Agreement, as amended, on behalf of the Town.
R18.166 Brienesse/Brown THAT Item 7.1.3 - Report FIN 18-025 dated March 13, 2018, from L. Ford, Director of Finance, recommending signing of the Tourism Smithers Society Services Agreement, upon removing the Option to Renew section and adding language to the Termination section, be postponed to the Regular Meeting of Council being held April 10, 2018. OPPOSED: MAYOR BACHRACH. CARRIED.
Councillor Atrill returned to Chambers (7:11 p.m.).
7.2 STAFF (B) REPORTS
7.2.1 NOTIFICATION OF STAFF VACANCY Report ADM 18-024 dated March 20, 2018, from D. Plouffe, Director of Corporate Services, notifying Council that the Town's Planner position has become vacant, was presented (Vault).
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Minutes of the Regular Meeting of Council held on Tuesday, March 27, 2018, at 6:30 p.m.
7.2.2 MUNICIPAL MARKERS Municipal Markers, February 2018, was presented (0640-20).
8. BYLAWS
8.1 BYLAW NO. 1824 R18.167 Wray/Atrill (R18.139 THAT "Bylaw No. 1824 - Town of Smithers Zoning Bylaw No. 1403 March 13) Amendment No. 17-04", be read a third time. OPPOSED: COUNCILLOR BRIENESSE. CARRIED.
R18.168 Browne/Brown THAT "Bylaw No. 1824 - Town of Smithers Zoning Bylaw No. 1403 Amendment No. 17-04", be adopted. OPPOSED: COUNCILLOR BRIENESSE. CARRIED.
8.2 BYLAW NO. 1827 R18.169 Atrill/Brown THAT "Bylaw No. 1827 - Election and Assent Voting", be adopted. CARRIED.
8.3 BYLAW NO. 1828 R18.170 Atrill/Brienesse THAT "Bylaw No. 1828 - Automated Vote Counting System Authorization and Procedure", be adopted. CARRIED.
8.4 BYLAW NO. 1829 R18.171 Brienesse/Brown (R18.145 THAT "Bylaw No. 1829 - Town of Smithers Subdivision Servicing and March 13) Development Standards Bylaw No. 1800 Amendment No. 18-01" , be amended by changing the reference to "frontage" to off-site works". OPPOSED: COUNCILLORS ATRILL, DEFEATED. BRIENESSE, BROWN, BROWNE, AND MAYOR BACHRACH.
R18.172 Brienesse/Brown THAT Council approves all of the edits to "Bylaw No. 1829 - Town of Smithers Subdivision Servicing and Development Standards Bylaw No. 1800 Amendment No. 18-01", as shown in bold. CARRIED.
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Minutes of the Regular Meeting of Council held on Tuesday, March 27, 2018, at 6:30 p.m.
8.4 cont’d Browne/Brienesse R18.173 THAT "Bylaw No. 1829 - Town of Smithers Subdivision Servicing and Development Standards Bylaw No. 1800 Amendment No. 18-01", be read a third time, as amended. CARRIED.
8.5 BYLAW NO. 1830 Report DEV 18-020 dated March 19, 2018, from M. Allen, Director of Development Services, introducing "Bylaw No. 1830 - Sign Bylaw No. 1789 Amendment No. 18-01" for readings, was presented. M. Allen reminded Council of the outstanding Committee of the Whole meeting regarding temporary highway signs and area of fascia signs.
R18.174 Browne/Atrill THAT "Bylaw No. 1830 - Sign Bylaw No. 1789 Amendment No. 18-01", be read a first and second time. CARRIED.
R18.175 Atrill/Brienesse THAT "Bylaw No. 1830 - Sign Bylaw No. 1789 Amendment No. 18-01", be read a third time. CARRIED.
9. CORRESPONDENCE (A) ITEMS
9.1 WITSET FIRST NATIONS - LETTER OF SUPPORT Mayor Bachrach and Councillor Brienesse declared conflicts of interest, as they both have contracts with Witset First Nations, and left the Chambers (7:47 p.m.). Deputy Mayor Atrill assumed the Chair.
The email dated March 15, 2018, from the Community Economic Development Coordinator, Witset First Nation, requesting a letter of support to accompany a Northern Development Initiative Trust Strategic Initiative Fund application, was presented (0400-70).
R18.176 Browne/Brown THAT a letter of support be sent to the Witset First Nation to accompany a Northern Development Initiative Trust Strategic Initiative Fund application for the Widzin Kwah Canyon Development Plan project (0400-70). CARRIED.
Mayor Bachrach and Councillor Brienesse returned to Chambers (7:51 p.m.).
Mayor Bachrach resumed the Chair.
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Minutes of the Regular Meeting of Council held on Tuesday, March 27, 2018, at 6:30 p.m.
9.2 GRIZZLY DEN MOBILE ICE CREAM PARLOUR The letter dated March 20, 2018, from the Smithers District Chamber of Commerce requesting approval for students to operate the Grizzly Den mobile ice cream parlour on Town property, namely, Bovill Square, Central Park, possibly Husky Park (Gordon Williams Rotary Park), and periodically at ball and soccer tournaments, was presented (0230-20).
R18.177 Brienesse/Browne THAT Council approves the request from the Smithers District Chamber of Commerce to allow students to operate the Grizzly Den mobile ice cream parlour on Town property, namely, Bovill Square, Central Park, possibly Husky Park (Gordon Williams Rotary Park), and periodically at ball and soccer tournaments, provided the rules in the Mobile Vendor Bylaw are followed. CARRIED.
9.3 BV MUSEUM - GAMING GRANT The email and letter dated March 19, 2018, from the Bulkley Valley Museum requesting a letter of support to accompany a 2018 Community Gaming Grant application, were presented (7930-01).
R18.178 Browne/Brienesse THAT a letter of support be sent to the Bulkley Valley Museum to accompany their 2018 Community Gaming Grant application. CARRIED.
9.4 SMBA - SPONSORSHIP DRIVE The letter dated March 21, 2018, from the Smithers Mountain Bike Association seeking financial sponsors to cover annual trail maintenance costs, was presented (0550-20).
R18.179 Brienesse/Atrill THAT a letter be sent to the Smithers Mountain Bike Association (SMBA): a) advising that the Town is not a financial sponsor of the SMBA; and b) suggesting that the SMBA seek funding from the Wetzin'kwa Community Forest Corporation. CARRIED.
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Minutes of the Regular Meeting of Council held on Tuesday, March 27, 2018, at 6:30 p.m.
10. CORRESPONDENCE (B) ITEMS - RECEIVE FOR INFORMATION
10.1 BC HEROS The letter dated March 13, 2018, from BC Heros seeking support for an on-line petition demanding changes to how the Province chooses to deliver pre-hospital critical care, was presented (0550-20).
10.2 MAPLE RIDGE - EMPLOYER HEALTH TAX The letter dated March 14, 2018, from the City of Maple Ridge urging the Minister of Finance to consider options to try to make the transition to the Employer Health Tax cost neutral for municipalities, was presented (0400-60).
10.3 COURTENAY - ASSET MANAGEMENT The email dated March 8, 2018, from the City of Courtenay presenting a letter to the Association of Vancouver Island and Coast Communities submitting a resolution regarding asset management, was presented (0400-60).
10.4 SPALLUMCHEEN - ASSET MANAGEMENT The email dated March 12, 2018, from the Township of Spallumcheen presenting a letter to the City of Courtenay supporting Courtenay's resolution regarding asset management, was presented (0400-60).
10.5 SPALLUMCHEEN - HUMAN TRAFFICKING The letter dated March 8, 2018, from the Township of Spallumcheen to the Province regarding the need for a Human Trafficking Task Force and enforcement of the Federal Law, was presented (0400-60).
10.6 MULTIPLE SCLEROSIS MONTH - MAY The letter received March 20, 2018, from the Multiple Sclerosis Society of Canada advising that May is Multiple Sclerosis Awareness Month, was presented (0630-01).
10.7 NDIT - ECONOMIC DEVELOPMENT CAPACITY The letter dated March 6, 2018, from the Northern Development Initiative Trust providing a cheque for 2017 Economic Development Capacity Building Funding, was presented (6750-20).
11. CORRESPONDENCE (D) ITEMS
11.1 Novagold 2017 Annual Report, was presented.
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Minutes of the Regular Meeting of Council held on Tuesday, March 27, 2018, at 6:30 p.m.
12. SUPPLEMENTAL ITEMS APPROVED FOR DISCUSSION
12.1 BULKLEY VALLEY BREWERY The letter received March 27, 2018, from Bulkley Valley Brewery requesting the use of Town property for a proposed patio at 3860 First Avenue, was presented.
R18.180 Browne/Atrill THAT Council approves the request from Bulkley Valley Brewery for use of Town property for a proposed patio at 3860 First Avenue.
R18.181 Brienesse/Bachrach THAT Motion R18.180 be amended by adding "subject to the proponent providing a front elevation drawing and Staff's approval of the design". CARRIED.
The main motion, as amended, was voted on with the final wording being as follows:
THAT Council approves the request from Bulkley Valley Brewery for use of Town property for a proposed patio at 3860 First Avenue, subject to the proponent providing a front elevation drawing and Staff's approval of the design. OPPOSED: COUNCILLOR BROWN. CARRIED.
13. OTHER/NEW BUSINESS
13.1 DOWNTOWN LANDSCAPING REDESIGN M. Allen advised that ninety-four Downtown Landscaping Re-Design questionnaires have been submitted to date.
14. PUBLIC QUESTION PERIOD
15. ADJOURNMENT
R18.182 Brown/Atrill THAT the Regular Meeting of Council be adjourned (8:18 p.m.). CARRIED.
Taylor Bachrach Dianna Plouffe Mayor Acting Chief Administrative Officer
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Minutes of the Regular Meeting of Council held on Tuesday, March 27, 2018, at 6:30 p.m.
Certified a True and Correct Copy of the minutes of the Regular Meeting of Council held Tuesday, March 27, 2018, at 6:30 p.m. in the Council Chambers, 1027 Aldous Street, Smithers, B.C.
Dianna Plouffe Corporate Officer
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TOWN OF SMITHERS
MINUTES OF THE SPECIAL OPEN MEETING OF COUNCIL HELD IN THE COUNCIL CHAMBERS, 1027 ALDOUS STREET, SMITHERS B.C. ON TUESDAY, MARCH 27, 2018, AT 5:00 P.M.
Council Present: Staff Present: Taylor Bachrach, Mayor Dianna Plouffe, Director of Corporate Services Gladys Atrill, Councillor Mark Allen, Director of Development Services Phil Brienesse, Councillor Jane Stevenson, Recording Secretary. Greg Brown, Councillor Shelley Browne, Councillor Staff Excused: Frank Wray, Councillor (via Anne Yanciw, Chief Administrative Officer teleconference 5:00 p.m.). Leslie Ford, Director of Finance Keith Stecko, Fire Chief Council Excused: Rob Blackburn, Airport Manager Bill Goodacre, Councillor Roger Smith, Director of Works and Operations
Media Present: None.
1. CALL SPECIAL OPEN MEETING TO ORDER
ACKNOWLEDGEMENT Mayor Bachrach called the Special Open Meeting to order (5:02 p.m.).
Mayor Bachrach read aloud the following statement: The Town of Smithers acknowledges the Gidimt'en Clan and the Witsuwit'en people, on whose unceded traditional territory we live, work and play.
2. APPROVAL OF AGENDA
2.1 Brown/Atrill S18.031 THAT Council approves the March 27, 2018, Special Open Meeting of Council agenda. CARRIED.
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Minutes of the Special Open Meeting of Council held on Tuesday, March 27, 2018, at 5:00 p.m.
3. MOVE TO CLOSED MEETING
3.1 Bachrach/Atrill S18.032 THAT pursuant to Section 90 of the Community Charter, this Special Open Council Meeting be closed to the public because discussions will cover the following:
One item falling under 90.1(c): Labour relations or other employee relations;
One item falling under 90.1 (g): Litigation or potential litigation affecting the municipality;
One item falling under 90.2 (b): The consideration of information received and held in confidence relating to negotiations between the municipality and a provincial government or the federal government or both, or between a provincial government or the federal government or both and a third party. CARRIED.
4. RECONVENE SPECIAL OPEN MEETING
4.1 Atrill/Brown S18.033 THAT Council reconvene the Special Open Meeting of Council. CARRIED.
5. ADJOURNMENT
5.1 Atrill/Brown S18.034 THAT Council adjourn the Special Open Meeting of Council (6:02 p.m.). CARRIED.
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Minutes of the Special Open Meeting of Council held on Tuesday, March 27, 2018, at 5:00 p.m.
Taylor Bachrach Anne Yanciw Mayor Chief Administrative Officer
Certified a True and Correct Copy of the minutes of the Special Open Meeting of Council held Tuesday, March 27, 2018, at 5:00 p.m. in the Council Chambers, 1027 Aldous Street, Smithers B.C.
Dianna Plouffe Corporate Officer
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SPECIAL OPEN - MINUTES MAR 27 Page 21 of 134 Page 22 of 134 Agenda Item # 4.2
REPORT TO COUNCIL
DATE: March 13, 2018 FILE:1610-01
BY: Leslie Ford, Director of Finance REPORT: FIN 18-025
SUBJECT: Tourism Smithers Society Services Agreement
RECOMMENDATION: THAT the OPTION TO RENEW section of the attached draft be removed and that a subsection within the TERMINATION section be added to say… Either party may terminate this agreement with one hundred and eighty (180) days prior written notice.
AND THAT Council approve of the Mayor and Chief Administrative Officer signing the five year Tourism Smithers Society Services Agreement, as amended, on behalf of the Town.
DISCUSSION: Tourism Smithers became a society at the end of 2017. Council had approved last fall that the Town would provide 100% of the 3% Hotel Tax (MRDT) to the new society to provide tourism services.
The attached agreement was prepared by Tourism Smithers. It was modeled after the Bulkley Valley Economic Development funding Agreement but adjusted to be specific to tourism services that will be provided by the Tourism Smithers Society.
The agreement has been approved by Tourism Smithers and Town Staff have reviewed it as well. The only section that cannot be included in the attached draft is the 5 year renewal option within the OPTION FOR RENEWAL section. The Town can do this for revenue leases but this is a service agreement and anything more than 5 years (even including exercising rights of extension or renewal) requires electoral approval (Section 175 of the Community Charter “Liabilities under Agreements”).
CAO Dir/DS Dir/FIN Dir/CS Dir/WO Bldg Ins Agen Date: Mar 27/18, Agenda Placement: Staff A Admin Asst. Fire Planner Other: Dir /Rec Air/Mgr PCSO
ITEM 7.1.3 - REGULAR MAR 27 - TOURISM SMITHERS AGREEMENT Page 23 of 134 Agenda Item # 4.2
REGULAR COUNCIL Page 2 Report: FIN 18-025
The agreement mentions that start date as being retroactive to January 1st, 2018 so that any MRDT revenue received from January 2018 onward can legally be distributed to Tourism Smithers.
The part of the OPTION TO RENEW section that discusses 180 days written notice to discontinue the contract has been recommended to be transferred over to the TERMINATION section.
BUDGETARY IMPACT: The Town will budget to receive and then remit 100% of the 3% Hotel Tax (MRDT) to Tourism Smithers as well as the additional $10,000 that they have requested. Hotel Tax funds received annually could be between $160,000 to $180,000 per year.
The $10,000 annual fee started being paid to Tourism Smithers (through BVEDA) when the increased Hotel Tax (MRDT) reporting requirements came into place by Destination BC several years ago. The annual payment of the $10,000 is included within the attached agreement.
LEGISLATION: Council can approve service (liability) agreements under Section 175 of the Community Charter.
ALTERNATIVES: • Not sign the agreement • Change the agreement • Keep in the 5 year renewal clause but go through the process of obtaining public approval (ie a referendum).
Respectfully submitted: Approved For Submission:
______Leslie Ford, Anne Yanciw Director of Finance Chief Administrative Officer
p:\reports\2018\report 25\fin 18-025 tourism smithers service agreement.doc
Attachment: o Draft Tourism Smithers Society Services Agreement
ITEM 7.1.3 - REGULAR MAR 27 - TOURISM SMITHERS AGREEMENT Page 24 of 134 Agenda Item # 4.2
àR.,SFl- TOT]RISM SMITHERS SOC TY SERVICES AGREEMENT q-- THIS AGREEMENT made the I # day of c AMONG: l/ TOWN OF SMITHERS, a Municipality incorporated pursuant to the laws of British Columbia and having an address at 1027 Aldous Street, Box 879, Smithers, BC Canada VOJ 2N0 ("Town") AND TOURISM SMITHERS SOCIETY (Inc. No. 5-68574), a Not- for-Profit Society having an address at P.O. Box 3243,1090 Main Street, Smithers, B.C. Canada VOJ 2N0 ("Society") WHEREAS: A The Town and members of the tourism industry have identified a need for an organization to undertake tourism promotion and development activities in the Bulkley Valley; B The Society has been incorporated for the purposes of undertaking tourism promotion and development activities; C The Town agrees that the Society should undertake tourism promotion and development activities pursuant to this Agreement; D The Town has authority under the Local Government Act and the Community Charter to make agreements respecting the provision of certain services; and E. The Parties wish to have the Society provide tourism services to residents of the Bulkley Valley. NOW THEREFORE, the Parties covenant and agree PROVISION OF SERVICES 1 The Town shall fund, and the Society shall provide, tourism services (the "Service"), which shall include the activities as listed in Schedule "4", for the benefit of the Bulkley Valley for a term of five years commencing on the fìrst day of January,2018 and ending on the last day of December,2022 (the "Term") unless otherwise terminated pursuant to this Agreement. 2. The Society shall provide the Service in accordance with the terms and conditions set out in this Agreement. The Society must run as per its constitution and by-laws and where they conflict with this Agreement its constitution and bylaws are to be amended. ITEM 7.1.3 - REGULAR MAR 27 - TOURISM SMITHERS AGREEMENT Page 25 of 134 Agenda Item # 4.2 ACCOLJNTING RECORDS 3. The Society shall: (a) Maintain, at all times, accurate books, records and accounts for the Service, including all receipts and invoices supporting any expenditures in accordance with generally accepted accounting principles applied on a consistent basis from year to year the "Records"); and (b) Permit the Town to inspect the Records at all reasonable times on reasonable notice, and to make copies thereof. BUDGETING 4. The Society shall (a) Prepare an annual budget and work plan which will consist of major initiatives, tasks, expected outcomes as well as a budget prior to November 30th of each year (the "Budget and V/ork Plan"); (b) Forward the Budget and Work Plan to the Town by December 31st in each year of the Term; (c) Meet with the Town as required, and no less than on an annual basis, to discuss Tourism Smithers' Budget and'Work Plan. 5 The Society shall provide the Town on or before April 30th in each year of the Term, audited statements, prepared by an independent accountant, for revenue and expenditure, balance sheets and changes in financial position, for the Service for the preceding fiscal period, January 1st to December 3 I st. FUNDING 6 The Town shall provide a fee of $10,000.00, plus 100% of the Additional Hotel Room Tax (MRDT) collected for the calendar year to the Society as Annual Funding. 7 The Town will pay the Annual Funding to the Society, on a quarterly basis as follows: (a) In January, ll4 of the MRDT revenue approved in the Town's current Budget (b) In April, 114 of the MRDT revenue approved in the Town's current Budget and the annual $10,000 fee; and (c) In July, 114 of the MRDT revenue approved in the Town's current Budget; and (d) In October, T14 of the MRDT approved in the Town's current Budget; and I (e) At Year End, a reconciled amount of MRDT received for the current year net of the above-mentioned advances paid through the year. Funding Agreement Page2 ITEM 7.1.3 - REGULAR MAR 27 - TOURISM SMITHERS AGREEMENT Page 26 of 134 Agenda Item # 4.2 REPORTING 8. The Society shall: (a) be responsible for providing annual written reports to Mayor and Council describing progress on the Society's V/ork Plan; and (b) provide to the Town all information required to meet the annual Provincial MRDT (Destination BC) reporting requirements; and the information is to be provided, at minimum, 2 weeks priors to annual reporting deadlines. This includes information to submit: i. the Annual Performance, Annual Financial Report and (if required) Annual MRDT Program Stakeholder Satisfaction survey results (all of which are due to be sent to Destination BC by April 30th of each year), ii. the One-Year Tactical Plan (due to be sent to Destination BC by November 30th of each year); and iii. the Five-Year Strategic Plan (due to be sent to Destination BC by November 30th every five years, with the last Five Year plan having been submitted in November 2016). INSURANCE 9 The Society shall throughout the Term maintain and pay for a comprehensive general liability insurance policy or policies with a limit of not less than $2,000,000 inclusive per occurrence for bodily injury and property damage. 10. The Town shall be added as an additional named insured. 11 Maintenance of such insurance and the performance by the Society of their obligation under this clause shall not relieve the Society of liability under the indemnity provisions here and above set forth. t2 At their sole discretion and at their cost, the Town may take out and maintain additional public liability insurance for the Service, in such amounts and on such terms and conditions as they deem necessary from time to time. This coverage would be outside of the regular insurance program maintained by the Society. OPTI RENEW 13. This fenew successrve have been met S the other with one { pnor wntten notlce the Term or the -\ ,b D Funding Agreement %" Page 3 ITEM 7.1.3 - REGULAR MAR 27 - TOURISM SMITHERS AGREEMENT Page 27 of 134 Agenda Item # 4.2 TERMINATION 14. This Agreement is immediately terminated, if the Society: (a) voluntarily winds up its affairs or disbands; (b) becomes bankrupt; (c) fails to hold a general meeting for a period of 18 months; or (d) fails to maintain itself under the Societies Act of the Province of British Columbia and any amendments thereto or regulations thereunder. 15 If the Society fails to comply with or is in breach of any of the terms and conditions of this Agreement, the Town may serve written notice on the Society requiring the Society to remedy the default within 30 days from receipt of such notice, and if the Society fails to cure the default or take such steps as may be reasonably taken to correct or remedy the default within such time period, the Town may terminate this Agreement forthwith. INDEMNITY t6 The Society hereby indemnifies, saves harmless, releases and forever discharges the Town from and against any and all manner of actions, causes of actions, claims debts, suits, losses, liabilities, costs, demands and expenses whatsoever, whether known, in any way arising from, in connection with or attributable to the actions of the Society, its servants, agents, officers, employees, contractors or subcontractors in connection with this Agreement. EMPLOYMENT RELATIONSHIP 17. It is understood that this Agreement is strictly between the Town and the Society and in no way shall be interpreted as an employment relationship between the Town and the Society and their employees andlor its Agents andlor their employees, and/or its Contractors and/or their employees. Should any differences arise between the Society and any of its employees and/or its Agents andlor their employees and/or their contractors and/or their employees, they shall be resolved directly between them and the Society in this connection. GENERAL 18 This Agreement, and any rights or obligations hereunder, shall not be transferred or assigned by the Society without the prior written consent of the Town, and any attempt to do so without such consent will be of no force and effect. 19 The provisions herein contained constitute the entire Agreement between the Parties and supersede all previous communications, representations and agreements, whether verbal or written, between the Parties with respect to the subject matter hereof. Funding Agreement Page 4 ITEM 7.1.3 - REGULAR MAR 27 - TOURISM SMITHERS AGREEMENT Page 28 of 134 Agenda Item # 4.2 20 This Agreement shall enure to the benefit of and be binding upon the Parties hereto and their successors and permitted assigns. 21 Each of the Parties hereby covenants and agrees to execute such fuither and other documents and instruments, and to do such further and other things as may be necessary to implement and carry out the intent of this Agreement. 22. This Agreement may not be modified or amended except by an instrument in writing signed by the Parties hereto or by their successors or assigns. 23. Wherever the singular or masculine are used herein the same shall be deemed to include the plural or the feminine or the body politic or corporate where the context or the Parties so requires. 24. The headings to the sections of this Agreement are inserted for convenience only and shall not affect the construction hereof. 25. Any Party may, in writing, from time to time and at any time waive, in whole or in part, the benefit to it of any provision of this Agreement or any default by the other party, but any waiver on any occasion shall be deemed not to be a waiver of that provision thereafter or of any subsequent default, or a waiver of any other provision or default under this Agreement. 26. All notices, requests and demands required or permitted to be given hereunder shall be given in writing and may be delivered personally, or sent either by facsimile transmission or email to the Parties at the addresses on the first page of this Agreement. All notices, requests and demands shall be deemed to have been received when faxed or emailed on transmission, when mailed, on the seventh calendar day after being mailed and when delivered, when actually received. IN WITNESS V/HEREOF the Parties have executed this Agreement as of the dates written below. TO\ryN OF SMITHERS by its authorized signatories : Mayor 20r8 Date Executed Corporate Officer TOURISM SMITHERS SOCIETY by its authorized signatories: Funding Agreement Page 5 ITEM 7.1.3 - REGULAR MAR 27 - TOURISM SMITHERS AGREEMENT Page 29 of 134 Agenda Item # 4.2 Chairman 2018 Date Executed Corporate Officer Funding Agreement Page 6 ITEM 7.1.3 - REGULAR MAR 27 - TOURISM SMITHERS AGREEMENT Page 30 of 134 Agenda Item # 4.2 Schedule A TOURISM ACTIVITIES FOR THE BULKLEY VALLEY: 1 To increase visitation and length of stay of visitors within the Bulkley Valley 2 To develop, implement and evaluate marketing programs in collaboration with, and on behalf of, its stakeholders J To receive and administer funds from sources such as (but not limited to) Destination 8.C., the Town, the Province of British Columbia and stakeholders; and 4 To actively and vigorously represent tourism interests for stakeholders in the Bulkley Valley Funding Agreement PageT ITEM 7.1.3 - REGULAR MAR 27 - TOURISM SMITHERS AGREEMENT Page 31 of 134 Page 32 of 134 Agenda Item # 5.1 F,GiËüVte Sfffirhen7ñ 0{ÅR I ü ?ill8 DELEGATIO TO COUNCIL Teiwl'l çl $rei i":l'"';rl'g Your completed delegation form, and any other written documentation you wish to provide, is required by Tuesday, the week prior to the Council Meeting to ensure that it is included in Council's agenda packages. This allows Council time to review the subject matter prior to your in-person presentation and allows you to focus on the highlights. Please deliver in person or fax to 250-847- 1 601. Regular Council Meetings are held the second and fourth Tuesday of the month in the Council Chambers at 1A27 Aldous Street. Meetings start at 6:30p.m. and doors open at 6:15 p.m. Delegations take place near the start of the meetings. Maximum presentation time is 5 minutes followed by an oppor-tunity for a question and answer period lead by Councí|. lf you are making a PowerPoint presentation (Windows Environment), please drop it off on a memory stick prior to 4.00 p.m. on the day of your presentation. A hardcopy, for the recording secretary's use, is appreciated. -. I þ Name of presenter(s) l^ 0 e 5b i¿y0.. Cu^n Lo^ "^J \to I Organization U 0 ù. /\ l-¿f I ul !1'¡ Kt^-*L^ Phone No: Fax: Email Subject matter: I t" ¿,'\ d ,5 os.a.b l"r e¡\l u;c P lt pirU,l'.ìc Lrog; Specific request of Council (if any), i.e. letter of support, donations, etc. (lt is Council's practice to defer any decisions untilthe following Council'meeting.) Ë.J¿,.-.d-¡o^ irngl.r,o^,f*J¡o^ ¡ Få", at\. 71,; e5¡;r* bc1¿'t, Âc'i*.^' u.t^{L^.- 5,t', f Lrr " Date of Application: n la.cL Signature of Applicant: *Date of Council Meeting at which you wish to be a delegation t:¿/"" /ö // ? (lf the requested date is not avaitable you will be contacted fo se/ecf another ðate). Your personal information ¡s mainta¡ned in accordance with the Freedom of Information and Protection of Privacy Acf. lf you have any questions regarding the use of your personal information, please call the Director of Corporate Services for the Town at 250-847-1600. nliO ú Dlr/Dg Ël DlrlFlN l-J Agen Date \\server\pccom mon\wordpro\forms\ad min\delegation to rZ,f,flS it Di¡/,¡Vg n tslclg lns tÌ ln Cam Date: AdrninÂsst. I I Fire I-l Planner tf Ágttd, Plr"u-""*.W- 'h r..e'f' cvr- rJe,r,*, Rec. Coord. LJ Air D PCSO Ü Other: ' J S¿c ^g/ Mgr YOUTH ACTION - PLASTIC BAGS Page 33 of 134 Page 34 of 134 Agenda Item # 5.1 SSS Youth Action March 29, 2018 Proposal to Discontinue the Use of Plastic Checkout Bags SSSYA - Our Identity We are a youth-led group that is driven to make positive differences within our local and global community. We have taken on many projects that tackle both social justice and environmental issues, and have won a number of provincial and national green school awards. Some of these achievements include winning the BC Green Games and the Staples Green School Award. Our Current Goal Our goal is to follow the path of cities like Montreal and Victoria towards a more plastic- free community. We have gathered information to attempt to create an ideal plan that will end the use of plastic checkout bags without causing a negative impact to local consumers or businesses. The plan will not begin by banning plastic bags, but create programs, actions, and effective education to become a town that does not use disposable shopping bags. Once our town is aware and active in using reusable bags, a ban on plastic checkout bags can be considered. This would be a huge step towards omitting harmful single-use plastics from our environment. The Plan There are a few key steps to our goal of educating the community, encouraging reusable bags, then creating the ideal bylaw within our community. 1. Collect Data through conversations with local businesses and a public survey. This is to find out how willing our community will be to engage in using reusable bags for all types of shopping within Smithers, and what actions will be most useful in our endeavour. (This is currently in motion.) 2. Create an opportunity to meet with those who indicated a clear interest in helping with this community initiative. This would be very useful for selecting the right options to find our way to creating a community where plastic bags are not used at checkouts. 3. Help coordinate education within our community and local business on how to encourage reusable bag use. We want to team up with other community members that are keen on this initiative to create workshops for businesses, as well as customers. For example, many people have suggested workshops and programs to teach others how to make reusable bags easily, and even make enough to circulate through the community. 4. Create and design signage to place around town to encourage shoppers to bring their reusable bags, and convey facts about plastic use and pollution. These signs would educate our town on the issues of single-use plastic, as well as remind them to bring reusable bags to all types of stores. YOUTH ACTION - PLASTIC BAGS Page 35 of 134 Agenda Item # 5.1 SSS Youth Action March 29, 2018 5. Work alongside our municipal government to place a bylaw within Smithers for plastic bags. This bylaw will require all businesses to charge a fee for plastic bags that are not meat wrapping or vegetable bags given at a checkout. This fee will start out being rather small ($0.15), and increase by regular increments ($.010) until it reaches an amount where customers have incentive to regularly use reusable bags ($0.55). Survey Results How do you usually transport your groceries? Plastic bags 28.87% 123 0.94% Paper Bags 4 9.39% Boxes 40 Reusable Bags 60.80% 259 Are you concerned about the impact that plastics have on our health and surrounding ecosystems? Yes, I am concerned. 94.35% 401 5.65% No. 24 For those who do not have reusable bags already, would you be inclined to invest in reusable bags if plastic bags at checkouts came with a cost of $0.25-$0.55? Yes, I would purchase and use reusable 84.11% bags. 127 YOUTH ACTION - PLASTIC BAGS Page 36 of 134 Agenda Item # 5.1 SSS Youth Action March 29, 2018 15.89% No, I would still not want reusable bags . 24 Do any of these three facts surprise you? How do they make you feel? - The City of Victoria (on Vancouver Island) consumes 17 million (17,000,000) plastic bags per year - The City of Montreal uses roughly 2 billion (2,000,000,000) plastic bags per year - Canada uses 11-15 billion plastic bags per year. Surprised, but concerned 24% 100 62% Not surprised, but concerned 261 2% Surprised, but indifferent 8 6% Not surprised, but indifferent 27 7% Other 28 * Therefore, 86%of survey participants are concerned about plastic bag use within Canada. Would signs in parking lots with reminders to bring in your reusable bags be a helpful tool when shopping? Yes 79.06% 336 20.94% No 89 Responses From Participants We received over 150 positive and helpful responses from our survey. Here are some of the most useful and encouraging ones that we wish to share. YOUTH ACTION - PLASTIC BAGS Page 37 of 134 Agenda Item # 5.1 SSS Youth Action March 29, 2018 - I think education is the best tool and you are already starting this process: good start. It will take a while to become a habit of always having reusable bags... but I did it when I lived in Europe! Having the plastic is a convenience and sometimes a necessity... I always re-use my bags; So I strongly support your idea of charging more (such as $.50) for a plastic bag so that people are aware of the impact. I suggest a campaign that talks about the cumulative effects of a plastic bag as you have started to do... people aren't charge for the cost of the bag but rather, the partial cost to get rid of it. - Several places in the world have already banned plastic bags (not just rich countries!). https://en.wikipedia.org/wiki/Phase-out_of_lightweight_plastic_bags#Canada - I support this initiative. There are many ways we could reduce our consumption of single use plastic: straws, plastic water bottles, take away's from restaurants etc. Each step moves us to where we need to go, which is less plastic made, used and discarded. Thanks for your energy and vision. - Yes! The wooden mallard. I think it’s something that should be introduced slowly. I would not want to upset my customers and leave them with nothing to put their purchases into. - Keep up the good effort! With education, encouragement, and enforcement a positive outcome will be achievable. - Lets look at current practices in cities/communities that have effectively limited or banned the use of plastic bags. What did those communities need to do in order to successfully eliminate plastic bags? - if stores charged$1.00 for each plastic bag we would no longer forget our bags at home!!!! - Reminders to people for reducing and reusing for more than just bags might be useful rather than consuming then recycling. 3Rs. - Keep it up! Plastic is a major issue internationally. You guys rock! - I have been hoping that this would be done for years! I was in another community who has adopted this and thought it was a great! - Thank you for taking on this huge global problem by focusing locally. Good luck! - Potentially in the future. Good to keep lines of communication open and have small volunteer jobs listed so not to overwhelming or all encompassing to say yes to volunteering. - I love this initiative! I have wished we'd go plastic free for a while. Good on you! - I love that you are asking for volunteers to take action WITH you. I am currently involved with a local environmental project so I will decline to volunteer in your project. Wishing you all the best IT's so important for us to THINK GLOBALLY & ACT LOCALLY. :) - My personal (and probably too hopeful) goal/dream is that small communities, like Smithers, can one day have a zero-waste grocery store. They exist in Europe and I’ve heard of at least one in Vancouver. This would help tackle the plastics and recycling issues and make every household less wasteful. A very long term goal but it would be amazing. - This is a situation where government just needs to do the right thing, regardless of whether people want it. - The idea about reminding people about bringing their reusable bags into the store is a GREAT idea. Please communicate this to all the stores. - The bylaw must address where specifically the money is going to and what it is being used for. If for sustainability this money that is collected should go into other initiatives regarding waste reduction/management within the Town of Smithers. It should not just be a money maker for the business! Providing an update on the reduction after one year of the initiative would be valuable (need a baseline to do this) and also providing an update of the money accumulated and YOUTH ACTION - PLASTIC BAGS Page 38 of 134 Agenda Item # 5.1 SSS Youth Action March 29, 2018 proposed uses would be key to continued support for initiatives of this nature in the future. Thanks - I was going to goo to the town meeting about this very issue. When visiting my cousin in a small town in France they were already doing this over 10 years ago..lets be progressive and also ban disposable coffee cups, especially Tim Hortons. I see there garbage everywhere. - This is a great idea! I silkscreen canvas totes for Nature's Pantry and could help with some kind of design promoting this idea. - Be persistent, positive, creative and try to find ways to make it a visible, lively issue that wins people's interest and support. YOUTH ACTION - PLASTIC BAGS Page 39 of 134 Page 40 of 134 Agenda Item # 6.2.1 TOWN OF SMITHERS MINUTES OF THE FINANCE COMMITTEE HELD IN THE COUNCIL CHAMBERS, 1027 ALDOUS STREET, SMITHERS, B.C. ON TUESDAY, APRIL 3, 2018, AT 6:30 P.M. Council Present: Staff Present: Phil Brienesse, Councillor/Chair Anne Yanciw, Chief Administrative Officer Taylor Bachrach, Mayor Leslie Ford, Director of Finance Gladys Atrill, Councillor Penny Goodacre, Recording Secretary. Greg Brown, Councillor Shelley Browne, Councillor Staff Excused: Bill Goodacre, Councillor Dianna Plouffe, Director of Corporate Services Frank Wray, Councillor. Mark Allen, Director of Development Services Keith Stecko, Fire Chief Rob Blackburn, Airport Manager Roger Smith, Director of Works and Operations. 1. CALL TO ORDER Councillor Brienesse, Chair, called the meeting to order (6:30 p.m.). 2. APPROVAL OF AGENDA (including Supplemental Items) 2.1 Browne/ THAT the Finance Committee approves the April 3, 2018, Finance Committee agenda. CARRIED. 3. STAFF (A) REPORTS 3.1 2018 MUNICIPAL PROPERTY TAX RATE SCENARIOS Report FIN 18-27 dated March 21, 2018, from L. Ford, Director of Finance, presenting the 2018 Municipal Property Tax Rate Scenarios, was presented (1610-01). L. Ford, Director of Finance, reviewed the Report FIN 18-27 providing 2018 Property Tax Scenarios. She stated that municipalities are able to set their own tax rate multiples and percentages. While other taxing authority’s taxes are legislated by Provincial multiples. Page 1 of 4 FINANCE - MINUTES APR 3 - TAX RATE SETTING Page 41 of 134 Agenda Item # 6.2.1 Minutes of the Finance Committee meeting held on Tuesday, April 3, 2018, at 6:30 p.m. 3.1 2018 MUNICIPAL PROPERTY TAX RATE SCENARIOS continued Council needs to determine what percentage of the tax revenue will be allocated to each assessment class, which will then determine the 2018 municipal tax rates for each assessment class. The Town of Smithers has six different “Assessment Classes”. These include: a) Class 1: Residential; b) Class 2: Utility; c) Class 4: Heavy Industrial; d) Class 5: Light Industrial; e) Class 6: Business/Other; and f) Class 8: Not-for-Profit/Recreation. The Town of Smithers’ largest assessment base continues to be Class 1: Residential. The Town has a large assessment base for Class 6: Business, as Smithers is a business hub for the Valley. The Town of Smithers does not have a large Class 4: Heavy Industrial assessment base compared to other communities that have a Class 4 assessment. Council in the past, approved the apportioned share of tax revenue for Class 1: Residential to slowly increase, while approving the apportioned share for Class 6: Business to slowly decrease. For the first time in 2017, there was more tax revenue collected from Class 1: Residential than from Class 6: Business. This slow reduction in apportionment of taxes away from Class 6: Business has resulted in substantial savings in municipal property taxes for the business community and was a recommendation from the Small Business Task Force. In comparison with other communities, Smithers’ Class 6: Business municipal tax rate is higher than the provincial average yet not the highest in the north. Many communities in British Columbia have a larger residential base and smaller business base than Smithers. There are three scenarios to consider: Scenario 1 keeps the “tax share” (or tax allocation amongst the classes) the same as in 2018 for all classes except for Class 2 and Class 6. The tax share of Class 2 has been adjusted to bring the Class 2 tax rate to the legislated 2.5 times the Class 6 tax rates resulting in a slight increase in the Class 6 tax share. Scenario 2 adjusts the tax shares for all classes by the amount that their total assessment changed as a percentage of the total assessment (this takes into account market and non market assessment changes). Class 2 tax share was increased further to result in the legislated 2.5 times the Class 6 tax rate and Class 6 tax share was adjusted by the amount adjusted off the Class 2 tax share. Scenario 3 adjusts the tax shares for all classes by the amount that their assessment changed, as a percentage of the total assessment, after non-market changes only. Class 2 tax share was adjusted further to result in the legislated 2.5 times the Class 6 tax rate and Class 6 tax share was adjusted by the amount adjusted off of the Class 2 tax share. Page 2 of 4 FINANCE - MINUTES APR 3 - TAX RATE SETTING Page 42 of 134 Agenda Item # 6.2.1 Minutes of the Finance Committee meeting held on Tuesday, April 3, 2018, at 6:30 p.m. 3.1 2018 MUNICIPAL PROPERTY TAX RATE SCENARIOS continued Bachrach/ THAT the Finance Committee recommend to Council that Council proceed with Scenario 2 for the 2018 municipal property tax rates. Scenario 2 adjusts the tax shares for all classes by the amount that their total assessment changed as a percentage of the total assessment (this takes into account market and non market assessment changes). Class 2 tax share was increased further to result in the legislated 2.5 times the Class 6 tax rate and Class 6 tax share was adjusted by the amount adjusted off the Class 2 tax share. CARRIED. 4. STAFF (B) REPORTS 4.1 PROPERTY TAX INFORMATION Report FIN 18-28 dated March 19, 2018, from L. Ford, Director of Finance, providing Property Tax Information, was presented (1610- 01). 5. SUPPLEMENTAL ITEMS APPROVED FOR DISCUSSION None. 6. OTHER BUSINESS / NEW BUSINESS 6.1 PUBLIC PRESENTATION OF THE DRAFT FIVE YEAR FINANCIAL PLAN Council discussed their upcoming "Public Presentation of the Draft 2018-2022 Five-Year Financial Plan" that will be held on Tuesday, April 10, 2018, at 5:30 p.m. in the Council Chambers. Page 3 of 4 FINANCE - MINUTES APR 3 - TAX RATE SETTING Page 43 of 134 Agenda Item # 6.2.1 Minutes of the Finance Committee meeting held on Tuesday, April 3, 2018, at 6:30 p.m. 7. ADJOURNMENT Bachrach/ THAT the Finance Committee meeting be adjourned (7:22 p.m.). CARRIED. Phil Brienesse Anne Yanciw Councillor/Chair Chief Administrative Officer Certified a True and Correct Copy of the minutes of the Finance Committee meeting held Tuesday, April 3, 2018, at 6:30 p.m. in the Council Chambers, 1027 Aldous Street, Smithers, B.C. Dianna Plouffe Corporate Officer Page 4 of 4 FINANCE - MINUTES APR 3 - TAX RATE SETTING Page 44 of 134 Agenda Item # 6.7.1 Mayor Report for April 10, 2018 March 26: • Organized a bike tour and lunch-hour presentation by Heather Mitchell, a UNBC grad student doing her masters on use of bicycles for transportation in northern communities. March 28: • Attended Chief Wah Tah Keht’s 84th birthday at the Office of the Wet’suwet’en March 29: • Participated in a phone interview with a UNBC grad student studying the transportation needs along Highway 16 and the evolution of the Highway 16 Transportation Action Plan. • Participated in a teleconference of the Resource Benefits Alliance political committee. • Met with a resident regarding potential employment opportunities in the forest sector. March 31: • Judged the Iron Chef competition at the Prestige Hudson Bay Lodge, a fundraiser for the BV Child Development Centre. April 3: • Met with Northwest BC mayors and RD Chairs and the Hon. Claire Trevena, Minister of Transportation and Infrastructure to discuss regional transportation needs in the context of Greyhound terminating its passenger service. • Attended Finance Committee meeting to set property tax rates for 2018. April 4: • Executive Committee meeting. • Preliminary meeting with BVAIA to discuss fairgrounds governance. April 5-6: • Attended meeting of the Climate Solutions and Clean Growth Advisory Council in Vancouver. MAYOR'S REPORT - APR 10 Page 45 of 134 Page 46 of 134 Agenda Item # 7.1.1 REPORT TO COUNCIL DATE: March 22, 2018 REPORT: ADM 18-025 FROM: Dianna Plouffe FILE: VAULT Director of Corporate Services SUBJECT: Policy OPS-008 Riverside Municipal Campground Policy RECOMMENDATION: THAT Council authorize the Mayor and Chief Administrative Officer to sign Policy OPS-008 Riverside Municipal Campground. BACKGROUND: With the introduction of the new online reservation system it was recommended that the Town implement a policy that can be viewed online by customers while they are booking. DISCUSSION: This policy provides a framework for staff to create consistency in the operation of the Riverside Municipal Campground and ensures that the campground is inclusive and safe for all patrons, Town Staff, the Campground Attendant and contractors. Respectfully submitted by: Submission approved by: Dianna Plouffe Anne Yanciw Director of Corporate Services Chief Administrative Officer CAO Dir/DS Dir/FIN Agen Date: April 10, 2018 Dir/CS Dir/WO Bldg Ins In-Cam Date: Admin Asst. Fire Planner Agenda Placement: Staff “A” Dir /Rec Air/Mgr PCSO Other: RIVERSIDE MUNICIPAL CAMPGROUND POLICY Page 47 of 134 Page 48 of 134 Agenda Item # 7.1.1 POLICY: RIVERSIDE MUNICIPAL CAMPGROUND SECTION: Works & Operations POLICY #: OPS-008 PREPARED BY: Dianna Plouffe PAGE: 1 of 6 Director of Corporate Services EFFECTIVE DATE: SUPERSEDES: n/a AUTHORIZED: ______Taylor Bachrach Anne Yanciw Mayor Chief Administrative Officer PURPOSE: This policy provides a framework for staff to create consistency in the operation of the Riverside Municipal Campground. DEFINITIONS: In this policy unless the context otherwise requires: "Camp" means to occupy a campsite, to set up a tent or other shelter or to remain overnight. "Campground" means the lands designated as Riverside Municipal Campground located at 3843-19th Avenue, Smithers, BC. “Campground Attendant” means on site Attendant contracted by the Town of Smithers to provide campground management services. “Campsite” means an area of the campground designated to accommodate one party”. “Group campsite” means an area of the campground designated to accommodate multiple “parties”. "Litter" means any recyclable or waste item as defined in the Town of Smithers Solid Waste Collection Bylaw. "Operator" means the Town of Smithers, Works and Operations Department. RIVERSIDE MUNICIPAL CAMPGROUND POLICY Page 49 of 134 Agenda Item # 7.1.1 POLICY: OPS-008 Page 2 of 6 "Party (parties)" means up to six persons per campsite, of whom at least one is 19 years old or older. Other than tents, a party may only have i) one recreational vehicle and one non‐recreational vehicle; or ii) one non‐recreational vehicle and one legally towed trailer that is a trailer primarily designed as temporary living quarters for recreational or travel use. POLICY: The Town of Smithers will maintain a municipal campground that is inclusive and safe for all patrons, Town Staff, the Campground Attendant and contractors. RESPONSIBILITY: Town of Smithers Works and Operations Department. FEES: Campground fees and charges are levied in accordance with the Town of Smithers Recreation Fees and Charges Bylaw. REGULATIONS: Disturbance Prohibited A person or party must not create or cause a disturbance in the campground between the hours of 10 p.m. and 7 a.m., and must not operate or permit another person to operate any device that produces sound at a level which a reasonable person would determine disturbs the peace and quiet of: i) An occupant of another campsite; or ii) An occupant of a property neighboring the campground. Damage to Vegetation Prohibited A person or party must not use or damage vegetation from the campground. Designated Representative a) Every party occupying a site must designate one person to be the designated representative of that party. b) The designated representative must be 19 years of age or older. c) The designated representative must be responsible for: i) the registration of the party; ii) the payment of fees required to be paid by that party under this regulation; and iii) the actions and conduct of each person in the party and each guest and visitor of that party while in the campground. RIVERSIDE MUNICIPAL CAMPGROUND POLICY Page 50 of 134 Agenda Item # 7.1.1 POLICY: OPS-008 Page 3 of 6 Registration Required The designated representative of the party that camps or uses facilities of the campground must register with the Campground Attendant or Operator, as the case may be, by providing all of the following information: i) The correct name of the designated representative; ii) The number of persons in the party; iii) The mode of transportation of the party (including license plate numbers); and iv) Any other information reasonably required to identify the party. Controlled Public Access A person must not, between the hours of 10 p.m. and 7 a.m. the following day, enter or remain in a campground except: i) a person who is the member of a registered party; or ii) as authorized by the Operator. Payment of Fees The designated representative of a party that camps or uses a campsite must pay the Campground Attendant or Operator the fees established by Town of Smithers Recreation Fees and Charges Bylaw. Fee Collection Period Fees are levied on an overnight basis. The overnight period commences at 12 noon and terminates at 11 a.m. the following day. Occupiers of a site beyond 11 a.m. during any stay are required to pay the full daily fee. Failing to pay fees will result in eviction (See Eviction). Length of Stay A party may not camp for more than 14 consecutive days. The party must leave the campground for a minimum of 72 hours before returning for another stay of up to 14 days or as approved on a case by case basis by the Operator. Responsibility for Action of Minors All minors must remain in the custody and care of an adult and are not permitted to remain on the site unsupervised. Litter Only Permitted in Receptacle Provided a) A person must not deposit litter in the campground except in a receptacle provided that purpose by the Operator. b) If a receptacle is full or is not available, a person must not leave litter in the campground. RIVERSIDE MUNICIPAL CAMPGROUND POLICY Page 51 of 134 Agenda Item # 7.1.1 POLICY: OPS-008 Page 4 of 6 Signs a) The Operator may erect a sign or deliver a flyer specifying activities which are permitted, prohibited or restricted. b) Every person must observe and obey every prohibition and restriction determined by the Operator under subsection (a). Fires a) A person must not start or maintain a fire in the campground unless the fire is: i) in a fire pit provided by the Operator; ii) not more than 0.5 metres in diameter and 0.5 metres in height; and iii) not subject to a fire ban. b) A person who starts or maintains a fire must extinguish the fire when that person leaves the campfire unattended. c) The Operator may at any time: i) prohibit a fire in the campground; ii) extinguish a fire; or iii) require that a fire be contained within a device approved by the Operator. Illegal Parking and Tow Away a) No vehicles are permitted in the designated camping area: i) without valid insurance; ii) unless the vehicle belongs to a registered party or group; and iii) unless in a site designated by the Operator or signage b) If a vehicle is stopped or parked in contravention of section (i), the Operator may affect the removal of the vehicle to a place of impoundment and any costs incurred by that removal are the sole responsibility of the owner of the vehicle. Control of Domestic Animals a) Except as authorized by the Operator, a person must not allow a domestic animal to enter or remain in the campground unless restrained by a leash not longer than two metres, or confined in a camper, trailer, crate or enclosure. b) Animals must not be confined in a car or truck, or be left unattended in a manner described above in (a), whether confined or not. c) A person who has a domestic animal in the campground must dispose of animal waste in a manner and at a location where the waste will not cause a public inconvenience or annoyance. RIVERSIDE MUNICIPAL CAMPGROUND POLICY Page 52 of 134 Agenda Item # 7.1.1 POLICY: OPS-008 Page 5 of 6 Consumption of Alcohol Except as authorized by the Operator, a person must only responsibly consume alcohol within their registered campsite. Right to Refuse The Town of Smithers retains the right to refuse a party from booking a campsite when it is warranted because of the party’s former behavior at the campground. Evictions a) The Town of Smithers retains the right to evict or have removed any party or group acting contrary to any Policy or law b) Evictions are considered to be immediate unless otherwise stated by the Operator or RCMP c) A person who is evicted is not entitled to a refund of any fee and may have belongings and or vehicle removed. PROCEDURE: Campground Registration a) Campsites, are on a first-come first-served basis, unless reservations have been made. b) Fees are due upon registration. c) Fees are refundable with three days’ notice prior to arrival. EXCEPTIONS: The Operator may at any time make exceptions to this policy. RIVERSIDE MUNICIPAL CAMPGROUND POLICY Page 53 of 134 Agenda Item # 7.1.1 POLICY: OPS-008 Page 6 of 6 APPENDIX A RIVERSIDE MUNICIPAL CAMPGROUND SITE PLAN RIVERSIDE MUNICIPAL CAMPGROUND POLICY Page 54 of 134 Agenda Item # 7.1.2 REPORT TO COUNCIL DATE: March 29, 2018 REPORT: DEV 18-022 FROM: John Steward FILE: 5210-03 Project Coordinator SUBJECT: Award of Asset Management Plan Development RECOMMENDATION: THAT Council award the work of developing an Asset Management Plan for water, sewer and storm assets to OPUS International Consultants in the amount of $62,855. BACKGROUND: The Town of Smithers is in need of an Asset Management Plan for its water, sewer and storm assets. Staff pursued quotations and received 4 submissions as follows Company Location Price Muni Sight Sherwood Park, $65,350 AB Urban Systems Vancouver, BC $65,000 Public Sector Digest London, ON $61,000 (PSD) Opus International Smithers, BC $62,855 Consultants CAO Dir/DS Dir/FIN Agen Date: April 10, 2018 Dir/CS Dir/WO Bldg Ins In-Cam Date: Admin Asst. Fire Planner Agenda Placement: Staff ‘A’ Dir /Rec Air/Mgr PCSO Other: ASSET MANAGEMENT PLAN AWARD Page 55 of 134 Agenda Item # 7.1.2 Regular Council Page 2 Report: DEV 18-022 DISCUSSION OPUS International Consultants had the most comprehensive submission with all elements required in the RFP as well as having a proposal that included all 3 of the utility asset categories: water, sewer and storm. Public Sector Digest did not include all 3 of the asset categories and was not as complete a proposal as submitted by OPUS. There will be staff training involved on maintaining the plan and managing the data during the plans tenure. The specified completion is October 2018. RESOURCE CONSIDERATIONS The project fits within the $63,000 project budget and is to be funded from Utility Surplus funds and a Provincial Planning grant. Respectfully submitted by: Approved for submission by: John W. Steward Anne Yanciw Project Coordinator Chief Administrative Officer ASSET MANAGEMENT PLAN AWARD Page 56 of 134 Agenda Item # 7.1.3 REPORT TO COUNCIL DATE: April 3, 2018 FILE:1610-01 BY: Leslie Ford, Director of Finance REPORT: FIN-18-29 SUBJECT: Policy FIN-016 Operating Surplus and Reserve Policy RECOMMENDATION: THAT FIN-010 Operating Surplus and Reserve Policy be repealed; AND THAT FIN-016 Operating Surplus and Reserve Policy, with proposed amendments, be approved. BACKGROUND: The Town’s Operating Surplus and Reserve Policy Fin -010 was originally approved in 2010 and then slightly amended in 2012. It has not been amended since then. During the 2018 Budget process staff made a recommendation that the Utility Operating Surplus be maintained at a higher level than what is stated in the current Operating Surplus and Reserve Policy – that the minimum go from $800,000 to $1,500,000. One of the reasons for maintaining a higher level of Surplus balance within the Utility fund is that the Town’s underground assets are not insured and in the event of an emergency more immediate funds could be required for large scale repairs/replacements. At the Finance Committee meeting Council approved the following motion (and later officially approved at a Regular Council meeting): Wray/ THAT the Finance Committee recommend to Council to amend the “Operating Surplus and Capital Reserve Policy” by increasing the minimum threshold amount that should be kept within the Utility Operating Surplus from the current $800,000 to $1.5 million. CARRIED. CAO Dir/DS Dir/FIN Dir/CS Dir/WO Bldg Ins Agen Date: April 10/18, Agenda Placement: Staff A Admin Asst. Fire Planner Other: Dir /Rec Air/Mgr PCSO OPERATING SURPLUS AND RESERVE POLICY Page 57 of 134 Agenda Item # 7.1.3 REGULAR COUNCIL Page 2 Report: FIN 18-29 DISCUSSION: Besides increasing the recommended threshold minimum of the Utility Operating Surplus from $800,000 to $1,500,000 other administrative changes are also being recommended. Many of the changes are being recommended to align with current practice. The other changes include: a) Stating that General Operating Surplus can be used for capital as well as special projects (which is occurring) b) Stating that RCMP Operating Surplus can be used to reduce taxation (which it is being used for) c) Recommending that the Second Sheet of Ice Reserve be renamed New Arena reserve and stating that if funds are received and put into this reserve they would be used for upgrades to the New Arena (i.e. if fundraising amounts were to be received in the future, say, for additional seating). d) Including the newest Capital Reserve, Wetzin’kwa Grant Capital Reserve, into the policy. Often the Town receives shareholder contributions from the Wetzin’kwa Community Forest and they go into this reserve. Council has approved use of these funds for capital and/or special operating projects. BUDGETARY IMPACT: The following is the list of the Operating Surpluses and Reserves that are covered through this policy. Statutory Bylaw Reserves are not shown since they are each created separately through their own bylaws and each bylaw specifies the parameters of how funds can be spent. OPERATING SURPLUS AND RESERVE POLICY Page 58 of 134 Agenda Item # 7.1.3 REGULAR COUNCIL Page 3 Report: FIN 18-29 As seen in the chart on the previous page, the only Operating Surplus that is projected to go below recommended policy limits (within the proposed 2018-2022 Five Year Financial Plan) is that of Airport Operating Surplus. This is due to budgeted use of Airport Surplus for capital funding, to cover net operations and to pay for the five year capital borrowing for the new sweeper. LEGISLATION: Establishing thresholds for surpluses and/or reserves is unique to each municipality and is not mandated by legislation. ALTERNATIVES: Make additional changes. Respectfully submitted: Approved For Submission: ______Leslie Ford, Anne Yanciw Director of Finance Chief Administrative Officer p:\reports\2018\2018 report #29 operating surplus and reserve policy fin 016.doc Attachments: o Original FIN-010 Operating Surplus and Reserve Policy o New proposed FIN-016 Operating Surplus and Reserve Policy with proposed changes highlighted in Red OPERATING SURPLUS AND RESERVE POLICY Page 59 of 134 Page 60 of 134 Agenda Item # 7.1.3 POLICY: OPERATING SURPLUS AND CAPITAL RESERVE POLICY SECTION: Finance POLICY #: FIN-010 PREPARED BY: Leslie Ford PAGES: 3 Director of Finance EFFECTIVE DATE: Adopted by Council June 12, 2012 SUPERSEDES: FIN-009 Adopted by Council October 26, 2010 AUTHORIZED: ______Taylor Bachrach Deborah Sargent Mayor Chief Administrative Officer PURPOSE: Whereby Council would like to establish criteria and parameters on the Town’s Operating Surplus and Capital Reserves. POLICY: A. Operating Surplus: a) General Operating Surplus 1. That General Operating Surplus is not to be used to offset general operating costs to reduce annual general property taxation or to balance the budget. 2. That General Operating Surplus is to be only used for special projects. 3. That the annual budgeted General Operating Surplus funds balance is not to go below $1,000,000. OPERATING SURPLUS AND RESERVE POLICY Page 61 of 134 Agenda Item # 7.1.3 Page 2 POLICY #: FIN-010 b) RCMP Operating Surplus: 1. That RCMP Operating Surplus is not to be used to offset RCMP operating costs to reduce annual property taxation nor to balance the annual budget. c) Utility Operating Surplus: 1. That Utility Operating Surplus is not to be used to offset annual utility operating costs. 2. That Utility Operating Surplus is to be only used for special projects and/or utility capital projects and/or utility annual debt payments. 3. That the annual budgeted Utility Operating Surplus funds balance is not to go below $800,000 or the amount of the Utility Debt outstanding, which ever is greater. d) Airport Operating Surplus: 1. That Airport Operating Surplus is not to be used to offset annual airport operating costs. 2. That Airport Operating Surplus is to be only used for airport special projects and/or airport capital projects and/or airport annual debt payments, as approved by Council. 3. That the annual budgeted Airport Operating Surplus funds balance is not to go below $750,000. B. Capital Reserves: a) Facilities Maintenance Capital Reserve: 1. That the Facilities Capital Reserve is to be used to fund capital repairs and/or capital upgrades to the Town’s building assets. 2. That an annual approved allocation by Council of the Town’s budgeted internal equipment charges will be placed into the Facilities Capital Reserve. b) Cemetery Capital Development Reserve: 1. That the Cemetery Capital Development Reserve is to be used to finance capital growth of the cemetery. 2. That an approved Cemetery Capital Development fee within the Cemetery Fees and Charges Bylaw will be allocated to the Cemetery Capital Development Reserve. OPERATING SURPLUS AND RESERVE POLICY Page 62 of 134 Agenda Item # 7.1.3 Page 3 POLICY #: FIN-010 c) Debenture Surplus Funds Capital Reserve: 1. That the Debenture Surplus Funds Capital Reserve is to be used to fund capital project. 2. That the funds received from the Municipal Finance Authority (MFA) on the retirement of debt and/or from the MFA debt reserve are to be placed into the Debenture Surplus Funds Capital Reserve d) Gas Tax Funds Capital Reserve: 1. That the Gas Tax Funds Capital Reserve is to be used to finance capital projects, as established by the criteria of the Federal Gas Tax Program, as administered by UBCM. 2. That up to 20% of the Gas Tax Funds received annually be spent on capital facility upgrades and fleet/maintenance improvements, and that 80% of the Gas Tax Capital Reserve Funds be reserved for larger capital projects. 3. That annual Gas Tax funds received by the Federal Government through UBCM will be placed into the Gas Tax Funds Capital Reserve. e) Second Sheet Ice Capital Reserve: 1. That the Second Sheet of Ice Capital Reserve is to be used to finance the capital development of a second sheet of ice. 2. That funds received from the Province and through fundraising for a Second Sheet of Ice are to be placed into the Second Sheet of Ice Capital Reserve. f) That interest on the capital reserves is to be added annually to the reserves based on the average investment income rate achieved by the Town. C. Council Discretion: Despite any provision of this policy, Council may consider and approve surplus and capital reserve budget items that may not comply with the terms of this policy. n:\policy manual\finance\fin-010 operating surplus and capital reserve policy.doc OPERATING SURPLUS AND RESERVE POLICY Page 63 of 134 Page 64 of 134 Agenda Item # 7.1.3 POLICY: OPERATING SURPLUS AND CAPITAL RESERVE POLICY SECTION: Finance POLICY #: FIN-016 PREPARED BY: Leslie Ford PAGES: 3 Director of Finance EFFECTIVE DATE: SUPERSEDES: Policy# FIN-010 AUTHORIZED: ______Taylor Bachrach Anne Yanciw Mayor Chief Administrative Officer PURPOSE: Whereby Council would like to establish criteria and parameters on the Town’s Operating Surplus and Capital Reserves. POLICY: A. Operating Surplus: a) General Operating Surplus 1. That General Operating Surplus is not to be used to offset general operating costs to reduce annual general property taxation or to balance the budget. 2. That General Operating Surplus is to be only used to fund for capital or special operating projects. 3. That the annual budgeted uncommitted General Operating Surplus funds balance is recommended to not to go below $1,000,000. OPERATING SURPLUS AND RESERVE POLICY Page 65 of 134 Agenda Item # 7.1.3 Page 2 POLICY #: FIN-010 016 b) RCMP Operating Surplus: 1. That RCMP Operating Surplus is not to may be used to offset RCMP operating costs to reduce annual property taxation or nor to balance the annual budget. c) Utility Operating Surplus: 1. That Utility Operating Surplus is not to be used to offset annual utility operating costs. 2. That Utility Operating Surplus is to be only used for special projects and/or utility capital projects and/or utility annual debt payments. 3. That the annual budgeted Utility Operating Surplus funds balance is recommended to not to go below $800,000 1,500,000 or the amount of the Utility Debt outstanding, which ever is greater. d) Airport Operating Surplus: 1. That Airport Operating Surplus is not to may be used to offset annual airport operating costs. 2. That Airport Operating Surplus may is to be only used for airport special projects and/or airport capital projects and/or airport annual debt payments, as approved by Council. 3. That the annual budgeted Airport Operating Surplus funds balance is recommended to not to go below $750,000. B. Capital Reserves: a) Facilities Maintenance Capital Reserve: 1. That the Facilities Capital Reserve is to be used to fund capital repairs and/or capital upgrades to the Town’s building assets. 2. That an annual approved allocation by Council of the Town’s budgeted internal equipment charges will be placed into the Facilities Capital Reserve. b) Cemetery Capital Development Reserve: 1. That the Cemetery Capital Development Reserve is to be used to finance capital growth of the cemetery. 2. That an approved Cemetery Capital Development fee within the Cemetery Fees and Charges Bylaw will be allocated to the Cemetery Capital Development Reserve. c) Debenture Surplus Funds Capital Reserve: 1. That the Debenture Surplus Funds Capital Reserve is to be used to fund capital project. OPERATING SURPLUS AND RESERVE POLICY Page 66 of 134 Agenda Item # 7.1.3 Page 3 POLICY #: FIN-010 016 2. That the funds received from the Municipal Finance Authority (MFA) on the retirement of debt and/or from the MFA debt reserve are to be placed into the Debenture Surplus Funds Capital Reserve d) Gas Tax Funds Capital Reserve: 1. That the Gas Tax Funds Capital Reserve is to be used to finance capital projects, as established by the criteria of the Federal Gas Tax Program, as administered by UBCM. 2. That up to 20% of the Gas Tax Funds received annually be spent on capital facility upgrades and fleet/maintenance improvements, and that 80% of the Gas Tax Capital Reserve Funds be reserved for larger capital projects. 3. That annual Gas Tax funds received by the Federal Government through UBCM will be placed into the Gas Tax Funds Capital Reserve. e) Second Sheet IceNew Arena Capital Reserve: 1. That the Second Sheet of Ice Capital Reserve may is to be used to fund inance the capital upgrades to the New Arena development of a second sheet of ice. 2. That grant funds received from the Provinceand/or funds received and through fundraising for capital upgrades to the New Arena a Second Sheet of Ice are to be placed into the Second Sheet of Ice Capital Reserve. f) Wetzin’kwa Grant Capital Reserve 1. That funds received from the Wetzin’kwa Community Forest (grants and/or shareholder contributions) will be placed into the Wetzin’kwa Grant Capital Reserve. 2. That Wetzin’kwa Grant Capital Reserve funds will be used to for approved capital and/or special operating projects. g f) That interest on the capital reserves is to be added annually to the reserves based on the average investment income rate achieved by the Town. C. Council Discretion: Despite any provision of this policy, Council may consider and approve surplus and capital reserve budget items that may not comply with the terms of this policy. n:\policy manual\finance\fin-016 operating surplus and capital reserve policy.docn:\policy manual\finance\fin-010 operating surplus and capital reserve policy.doc OPERATING SURPLUS AND RESERVE POLICY Page 67 of 134 Page 68 of 134 Agenda Item # 7.1.4 REPORT / RECOMMENDATION TO MAYOR AND COUNCIL DATE: March 20, 2018 FILE:1610-01 BY: Leslie Ford, Director of Finance REPORT: FIN-18-26 SUBJECT: Proposed Changes to the Downtown Revitalization Tax Exemption Program RECOMMENDATION: THAT Council considers the proposed changes to the “Downtown Revitalization Tax Exemption Program” as provided in attached Schedule B. BACKGROUND: At the March 13th, 2018 Regular meeting Council reviewed the minutes from the COW in which Council discussed the program with the public. Council made the following motions at the March 13th Regular Council meeting: DISCUSSION: A working group of Mark Allen, Director of Development Services, Roye Lovgren, Building Inspector and the 2 Councillors who presented motions to make changes to the program, Councillor Brienesse and Councillor Brown, met on March 28th, 2018 to review the changes that each Councillor had in mind. Much of their discussion centered around not only adjusting the exemption to give enough of an incentive to encourage renovations/construction but to be in line with one of the main goals of the program: to increase residential density in the Downtown Core. CAO Dir/DS Dir/FIN Dir/CS Dir/WO Bldg Ins Agen Date: April 10/18, Agenda Placement: Staff A Admin Asst. Fire Planner Other: Dir /Rec Air/Mgr PCSO PROPOSED CHANGES TO DOWNTOWN RTE PROGRAM Page 69 of 134 Agenda Item # 7.1.4 REGULAR COUNCIL Page 2 Report: FIN 18-26 A. Renovation Exemption changes (highlighted in yellow on the attached revised draft Schedule B) The motion pertaining to renovations mentioned adjusting the renovation exemption to reflect possible costs. There are only 2 ways that this can occur: change the exemption term to 10 years and increase the extent of the exemption to include an exemption on some (or all) of not only the new resulting assessment but also on the original assessment (depending on how many residential units are added as a result of construction). Also a minimum construction value of $100,000 is being recommended and that renovations are to add residential dwellings (not renovate current residential dwellings). The following are extracts from Schedule B with the recommended revisions concerning Renovations: DEFINITIONS • The addition of a floor to an existing building is considered a renovation. QUALIFYING IMPROVEMENTS Renovations: • Renovations to an existing building: Minimum construction Value is $100,000; and renovation to an existing building must add additional Residential Dwelling Unit(s) to the building EXTENT OF THE EXEMPTION: RENOVATIONS: Number of Exemption Amount on Additional Total Residential Units: Class 6/Class 1 Assessment 1 25% 2 50% 3 75% 4 100% LENGTH OF THE EXEMPTION: Renovations to an existing building: The revitalization tax exemption term will be for 10 years, with no decline in benefit; and a proponent can only apply once per building PROPOSED CHANGES TO DOWNTOWN RTE PROGRAM Page 70 of 134 Agenda Item # 7.1.4 REGULAR COUNCIL Page 3 Report: FIN 18-26 Reasons for the recommended changes: o According to the Town’s Building Inspector the costs to add an additional floor would be about $170- $180 per sq foot and regular renovations can be around $100/sq ft. o If a building has only class 6 assessment and then spends money to put in a top floor that is going to be for residential purposes, the resulting new assessment may more than likely be residential. Example: o A property owner on Main Street puts in a top floor over a current business and the square footage is small, say, 1200 ft of top floor. That cost could be in the neighbourhood of well over $200,000. However the resulting assessment for the top floor might be residential and no residential assessments on Main Street are high (the residential assessment might be between $100,000 and $130,000). In this case, the business class 6 assessment might not change much but the increase that that is going to probably give the tax savings will more than likely be a majority of residential assessment. A property owner would only receive a tax savings of roughly $500 for every $100,000 of new residential assessment (under the original draft program parameters) and even over 10 years that would only come to $5,000. It was felt that this was not enough of an incentive to encourage new residential development within existing buildings, especially on Main Street, and thus the reason for recommending the exemption be on the whole building (old assessment along with new) for 10 years. Pros and Cons of this Renovation revision: Pros: • This is in line with Council’s objective to encourage more residential units in the downtown core. Cons: • This is quite different than what was presented to the public January/February • The majority of renovations adding new residential units may be in the 25% to 50% assessment exemption category and this may not be enough of an incentive to encourage renovations. PROPOSED CHANGES TO DOWNTOWN RTE PROGRAM Page 71 of 134 Agenda Item # 7.1.4 REGULAR COUNCIL Page 4 Report: FIN 18-26 B. New Construction Exemption changes (highlighted in green on the attached revised draft Schedule B) The motion concerning new construction mentioned producing a hybrid model that would provide as many residential units as possible. Recommended changes to the New Construction exemption section are: DEFINITIONS • Density is defined as number of residential dwelling units per parcel area EXTENT OF THE EXEMPTION: NEW CONSTRUCTION: Density of Residential Exemption Amount on Dwelling Units per parcel TOTAL Class 6/Class 1 area Assessment 1 Dwelling unit per parcel 50% area greater than 290m2 1 Dwelling unit per parcel 75% area between 290m2 - 135m2 1 Dwelling unit per parcel 100% area less than 135m2 Here are some examples of how these formulas would work: 1. Small parcel of 268m2 on Main Street; if 1 residential unit is built, the density is 1 DU/269m2 and the 75% exemption applies. If 2 residential units are built, then the density is 1 DU/134m2 and the 100% exemption applies. 2. Large parcel of 1,160m2 (parcel consists of 4 lots) on a side Avenue; if 1 residential unit is built, the density is 1 DU/1,160m2 and the 50% exemption applies. If 2 residential units are built, then the density is 1 DU/580m2 and the 50% exemption applies. If 5 residential units are built, then the density is 1 DU/232m2 and the 75% exemption applies, and if 9 residential units are built, then the density is 1 DU/129m2 and the 100% exemption applies. PROPOSED CHANGES TO DOWNTOWN RTE PROGRAM Page 72 of 134 Agenda Item # 7.1.4 REGULAR COUNCIL Page 5 Report: FIN 18-26 Pros and Cons of this New Construction revision: Pros: • This is in line with Council’s objective to encourage more residential units in new construction in the downtown core. • This aligns with the Town’s Zoning Bylaw which has Density defined as “Dwelling units per Parcel area” Cons: • This is very different than what was presented to the public during the public consultation period in January/February. • These dwelling unit (density) formulas may not be easy for the average person to understand. • The majority of new construction projects will more than likely only ever be eligible for the 50% exemption based on these density amounts LEGISLATION: Under the provisions of Section 226 of the Community Charter PROJECT TIMELINE: Past Steps (November to March)… • November 7th and November 28th, 2017: Council decided on key parts of the revitalization program • December 12th, 2017: Council approved a draft revitalization program • January/early February 2018: Draft program and COW meeting communicated to the key stakeholders • February 20th, 2018: Council met with the key stakeholders (COW Meeting) • March 13th, 2018: Council reviewed comments/minutes from COW meeting Current Step… • Council to approve a draft revised program (with suggested changes) before it is sent for bylaw completion. Next Steps… • Town’s Municipal Lawyer will complete the draft of the actual bylaw to ensure its legality. • The Draft bylaw will be sent to BC Assessment for their legal team to review and make sure they approve that it could be administered through their legislation. • The Town’s 2018-2022 Financial Plan will include required information about the Town’s Revitalization Tax Exemption objectives (as per Section 226 (6) PROPOSED CHANGES TO DOWNTOWN RTE PROGRAM Page 73 of 134 Agenda Item # 7.1.4 REGULAR COUNCIL Page 6 Report: FIN 18-26 (b) and 165 (3) (1)) of the Community Charter) and this consideration will be noted in the Final version of the Revitalization Tax Exemption Bylaw. • The revitalization tax exemption bylaw will be presented to Council for 3 readings and advertised for 2 weeks in accordance with Sections 227 and 94 of the Community Charter before the bylaw is adopted. • Once adopted the Bylaw will be communicated to the public/business community. Respectfully submitted: Approved For Submission: ______Leslie Ford, Anne Yanciw Director of Finance Chief Administrative Officer p:\reports\2018\2018 report #26 downtown revitalilization tax exemption.doc Attachments: o Schedule A: Draft “Downtown Tax Revitalization Program” presented to the public January/February 2018 o Schedule B: Revised Draft “Downtown Tax Revitalization Program” with suggested changes from the Development Services/Council working group PROPOSED CHANGES TO DOWNTOWN RTE PROGRAM Page 74 of 134 Agenda Item # 7.1.4 PROPOSED DOWNTOWN REVITALIZATION TAX EXEMPTION PROGRAM OVERALL OBJECTIVES OF THE PROGRAM: The Town’s Official Community Plan (OCP) (Section 5.3.3 - Downtown) recommends concentrating new residential uses within the Downtown area in order to reinforce the Downtown as the heart of the community. It also recommends supporting continued Downtown revitalization as well as creating a compact and complete Downtown. Policy 1 of the OCP states that the Downtown is the preferred location for mixed-use commercial/residential buildings. The Objectives of the proposed Smithers Revitalization Tax Exemption program are: • To add “Efficient Growth” to the Smithers tax base; • To diversity options for housing stock; • To contribute to the success and vibrancy of the Downtown core; and • To reduce GHG emissions by making a more walkable community with a less energy intensive lifestyle. The program will accomplish those objectives by: • Encouraging the revitalization of Downtown Smithers through increased mixed-use development in the Downtown Core; • Increasing the opportunity for more people to live in the Downtown core; • Encouraging the densification of the Downtown core; and • Increasing the stock of apartments in the Town. DESIGNATED EXEMPTION AREA: The Revitalization Tax Exemption area will be limited to the Downtown core, defined as the area between King and Queen Street and between Railway Avenue and Highway 16 (as outlined in the attached Exemption Area Map). EXEMPTION CRITERIA: The following criteria will have to be met in order to apply for a Smithers Revitalization Tax Exemption: LAND USE REQUIREMENT • The project’s intended commercial and mixed-use land use(s) must be permitted uses for the subject property. 1 PROPOSED CHANGES TO DOWNTOWN RTE PROGRAM Page 75 of 134 Agenda Item # 7.1.4 PROJECT TYPES ACCEPTED • The project can either be a Renovation of an existing Commercial Building (or existing mixed use Commercial/Residential building) or Construction of a new Mixed Use Commercial/Residential Building DENSITY • Renovation projects will only be able to apply if the project includes renovations to existing residential dwelling units (without reducing the density), or includes the addition of at least one new residential dwelling unit to the building. • New construction projects will only be able to apply if the project includes at least one residential dwelling. QUALIFYING IMPROVEMENTS • At least 50% of a renovation value to an existing building must be related to residential dwelling renovations, upgrades and/or additions. • New construction projects must include an approved residential dwelling component. EXTENT OF THE EXEMPTION: The following tax exemptions for each type of investment will be approved: • Renovations to an existing building – Qualifies for an exemption of 100% of the increase in the assessed value of resulting Class 6 and/or Class 1 Building Improvement assessments, over the previous year. • New Construction – o Qualifies for an exemption of 75% of the assessed value of the resulting new Class 6 and Class 1 Building Improvement assessments if only one residential dwelling unit is included. o Qualifies for an exemption of 100% of the assessed value of the resulting new Class 6 and Class 1 Building Improvement assessments if 2 or more residential dwelling units are included. LENGTH OF THE EXEMPTION: The revitalization tax exemption term will be for 5 years, with no decline in benefit; and a proponent can only apply once per building. The exemption will be discontinued if, during the 5-year exemption term, there is no longer any residential assessment associated with the property. 2 PROPOSED CHANGES TO DOWNTOWN RTE PROGRAM Page 76 of 134 Agenda Item # 7.1.4 REVISED DOWNTOWN REVITALIZATION TAX EXEMPTION PROGRAM OVERALL OBJECTIVES OF THE PROGRAM: The Town’s Official Community Plan (OCP) (Section 5.3.3 - Downtown) recommends concentrating new residential uses within the Downtown area in order to reinforce the Downtown as the heart of the community. It also recommends supporting continued Downtown revitalization as well as creating a compact and complete Downtown. Policy 1 of the OCP states that the Downtown is the preferred location for mixed-use commercial/residential buildings. The Objectives of the proposed Smithers Revitalization Tax Exemption program are: • To add “Efficient Growth” to the Smithers tax base; • To diversity options for housing stock; • To contribute to the success and vibrancy of the Downtown core; and • To reduce GHG emissions by making a more walkable community with a less energy intensive lifestyle. The program will accomplish those objectives by: • Encouraging the revitalization of Downtown Smithers through increased mixed- use development in the Downtown Core; • Increasing the opportunity for more people to live in the Downtown core; • Encouraging the densification of the Downtown core; and • Increasing the stock of apartments in the Town. DESIGNATED EXEMPTION AREA: The Revitalization Tax Exemption area will be limited to the Downtown core, defined as the area between King and Queen Street and between Railway Avenue and Highway 16 (as outlined in the attached Exemption Area Map). EXEMPTION CRITERIA: The following criteria will have to be met in order to apply for a Smithers Revitalization Tax Exemption: LAND USE REQUIREMENT • The project’s intended commercial and mixed-use land use(s) must be 1 PROPOSED CHANGES TO DOWNTOWN RTE PROGRAM Page 77 of 134 Agenda Item # 7.1.4 permitted uses for the subject property. PROJECT TYPES ACCEPTED • The project can either be a o Renovation of an existing Commercial Building (or existing mixed use Commercial/Residential building); or o Construction of a New Mixed Use Commercial/Residential Building on a vacant lot DEFINITIONS • Density is defined as number of residential dwelling units per parcel area. • The addition of a floor to an existing building is considered a renovation. QUALIFYING IMPROVEMENTS Renovations: • Renovations to an existing building: Minimum construction Value is $100,000; and renovation to an existing building must add additional Residential Dwelling Unit(s) to the building New Construction • At least one residential unit is to be included in the construction of the new building EXTENT OF THE EXEMPTION: RENOVATIONS: Number of Additional Exemption Amount on Residential Units: Total Class 6/Class 1 Assessment 1 25% 2 50% 3 75% 4 100% 2 PROPOSED CHANGES TO DOWNTOWN RTE PROGRAM Page 78 of 134 Agenda Item # 7.1.4 NEW CONSTRUCTION: Density of Residential Exemption Amount on Dwelling Units Per Parcel TOTAL Class 6/Class 1 Area Assessment 1 Dwelling unit per parcel 50% area greater than 290m2 1 Dwelling unit per parcel 75% area between 290m2 - 135m2 1 Dwelling unit per parcel 100% area less than 135m2 LENGTH OF THE EXEMPTION: Renovations to an existing building: The revitalization tax exemption term will be for 10 years, with no decline in benefit; and a proponent may only apply once per building. New Construction: The revitalization tax exemption term will be for 5 years, with no decline in benefit; and a proponent may only apply once per building. The exemption will be discontinued if, during the exemption term, there is no longer any residential assessment associated with the property. CHANGE OF OWNERSHIP DURING THE EXEMPTION PERIOD: A Revitalization Tax Exemption can be transferred to a new owner as long as the new owner is willing to take on the conditions of the revitalization tax exemption program/agreement. Revised April 2018 3 PROPOSED CHANGES TO DOWNTOWN RTE PROGRAM Page 79 of 134 Page 80 of 134 Agenda Item # 7.1.5 REPORT TO COUNCIL DATE: March 29, 2018 REPORT: DEV 18-019 FROM: Mark Allen, P.Eng. FILE: 5330-20 / 18-14 Director of Development Services SUBJECT: Procurement Method for Town Water Main Computer Modelling Contract #2018-14 RECOMMENDATION: THAT Council authorize the Selected Bid Process in Purchasing Policy FIN-006 for Water Modelling Contract #2018-14; AND THAT Council authorize staff awarding Contract #2018-14 to WSP/Opus International Consultants Limited, provided their proposal is within the approved 2018 project budget. BACKGROUND: Computerized water distribution modelling software provides a way to effectively analyze pressurized water systems and calculate water volumes and pipe pressures throughout a water pipe network. The results obtained from the software are used to manage the water supply, plan future installations, and ensure adequate flows for fire fighting. The Town’s current computerized water distribution model was developed by Opus, Dayton and Knight Consultants (“Opus”) in the early 2000’s, and currently resides with Opus, meaning the software and the model files are maintained on Opus’ computer hardware, and the files and software are the property of Opus, not the Town. In the past, when the Town required information to be acquired from the model, or further updates to be added, Opus was contracted to provide the service. Presumably, the original Services Agreement with the consultant was structured in this way because, at the time, the Town did not have the resources or expertise to run the model in-house. DISCUSSION: The Development Services Department now wishes to have a substantial update to the water model completed. After completion of the update, staff wish to purchase both the revised model files and the modelling software, so that going forward Development Services staff are able to make changes, update, and query the model themselves. CAO Dir/DS Dir/FIN Agenda Date: April 10, 2018 Dir/CS Dir/WO Bldg Ins In-Cam Date: Admin Asst. Fire Planner Agenda Placement: Staff “A” Dir /Rec Air/Mgr PCSO Other: Supplemental WATER MAIN COMPUTER MODELLING CONTRACT Page 81 of 134 Agenda Item # 7.1.5 Regular Council Page 2 Report: DEV 18-019 The cost for this project is expected to be in the range of $20,000 to $30,000; therefore, under Purchasing Policy FIN-006 a Request for Formal Quotation process is required. Since procurement is complicated by the fact that Opus is currently in possession of the Town’s water model files, staff request that the Selected Bid process specified in Policy FIN-006 be authorized for this contract. Purchasing Policy FIN-006 promotes open and transparent procurement practice, established through a competitive bid process. Inherent in this process is the assumption that the method is fair to all parties involved. While the competitive bid process may at first appear to be a fair approach, it would ask proponent consultants to expend time and resources preparing a proposal when, realistically, they have little chance for success, as fairness is compromised by only one proponent having access to the existing files. Alternative 2 (below) is more fair, but would result in higher overall cost to the Town due to “double payment” for the files. COMMUNICATIONS If Fin-006 is waived as requested, Opus would be contacted directly and asked to prepare a proposal outlining a scope of work and including a total fee with detailed cost breakdown. If, after review, the proposal is accepted and the cost falls within the established budget, the project would be awarded to the firm directly. ENVIRONMENTAL CONSIDERATIONS Maintaining an up-to-date model of the Town’s water infrastructure assets will assist with proper management of the potable water system, a necessary part of water conservation and planning. ALTERNATIVES 1. Publish a general RFP call and select a consultant competitively. Under this option, consultants other than Opus who wish to participate would be required to begin work on a new model, duplicating work previously completed by Opus. 2. Approach Opus and request to purchase the existing model files. Once the Town obtains ownership of the files, publish a general RFP call to select the consultant competitively. Under this option, there would be an initial (possibly substantial) cost to obtain the current files, in addition to the cost to purchase the updated files at project completion. Prepared by: A. Herzog Senior Engineering Technician WATER MAIN COMPUTER MODELLING CONTRACT Page 82 of 134 Agenda Item # 7.1.5 Regular Council Page 3 Report: DEV 18-019 Respectfully submitted by: Submission approved by: Mark Allen, P.Eng. Anne Yanciw Director of Development Services Chief Administrative Officer MA/ah \\Engstorage\engdata\ENGINEERING\PROJECTS\2018\_CONTRACTS 2018\2018-14 Water System Modeling\DEV 18-019 Direct Award of Water Modelling Contract.docx WATER MAIN COMPUTER MODELLING CONTRACT Page 83 of 134 Page 84 of 134 Agenda Item # 7.2.1 REPORT TO COUNCIL DATE: April 3, 2018 REPORT: ADM 18-026 FROM: Dianna Plouffe FILE: 6750-20 Director of Corporate Services SUBJECT: Community Grant Writer - 2018 RECOMMENDATION: THAT Council receive report ADM 18-026 Community Grant Writer 2018, for information. BACKGROUND: In February 2018, the Town was advised that our grant application to Northern Development Initiative Trust for a Community Grant Writer had been approved for a rebate grant of up to $8,000.00. A Request for Proposals was advertised for two consecutive weeks in the local newspaper and on the Town’s website. Two applications were received within the deadline. DISCUSSION: The Community Grant Writer contract has been awarded to Emily McGiffin. Ms. McGiffin held the Community Grant Writer position previously in 2010 and 2011 and was very successful, surpassing the NDIT grant requirements in each year. Respectfully submitted by: Submission approved by: Dianna Plouffe Anne Yanciw Director of Corporate Services Chief Administrative Officer CAO Dir/DS Dir/Fin Agen Date: April 10, 2018 Dir/CS Dir/WO Bldg Ins In-Cam Date: CAA Fire Planner Agenda Placement: Staff B Dir /Rec Air/Mgr PCSO Other: COMMUNITY GRANT WRITER - 2018 Page 85 of 134 Page 86 of 134 Agenda Item # 8.1 BYLAW NO. 1829 STATUS TOWN OF SMITHERS SUBDIVISION SERVICING & TITLE: DEVELOPMENT STANDARDS BYLAW NO. 1800 AMENDMENT NO. 18-01 APPLICANT: Town of Smithers FILE NO.: 5220-20 PURPOSE: A bylaw to amend Subdivision Servicing & Development Standards Bylaw No. 1800 Date: February 27, 2018 COUNCIL Decision: First and second readings. Bylaw was amended by Council motion(s). Date: March 13, 2018 COUNCIL Decision: a) Council made a motion (R18.145) to amend the bylaw by changing the reference to “frontage” to “off-site works” b) Council postponed motion (a). c) Council directed Staff to report back regarding potential changes to bylaw that would allow for inclusion of paved lanes and any sidewalk in the development. Date: March 27, 2018 COUNCIL Decision: a) Council defeated motion R18.145 from March 13. b) Council approved the bolded wording in the bylaw (added to the bylaw by M. Allen based on Council’s wishes expressed at the March 13 Regular Meeting) addressing paved lanes, any sidewalk in the development, etc. c) Third reading of bylaw, as amended. COUNCIL Date: Decision: \\server\pccommon\wordpro\bylaws\bylaw prep forms\status sheet bylaw 1829.docx BYLAW NO. 1829 Page 87 of 134 Agenda Item # 8.1 BYLAW NO. 1829 TOWN OF SMITHERS SUBDIVISION SERVICING & DEVELOPMENT STANDARDS BYLAW NO. 1800 AMENDMENT NO. 18-01 WHEREAS Section 506 (1) of the Local Government Act, authorizes a local government to enact a bylaw to regulate and require the provision of works and services in respect to the subdivision of land; AND WHEREAS Section 506 (8) of the Local Government Act, authorizes a local government to enact a bylaw as a condition of: (a) the approval of a subdivision, or (b) the issue of a building permit, a local government may require that the owner of the land provide works and services, in accordance with the standards established in a bylaw under this section on that portion of a highway immediately adjacent to the site being subdivided or developed, up to the center line of the highway; NOW THEREFORE the Council of the Town of Smithers, in open meeting assembled, hereby enacts as follows: 1. CITATION: 1.1 This bylaw may be cited as “Town of Smithers Subdivision Servicing & Development Standards Bylaw No. 1800 Amendment No. 18-01” and takes effect as of the date of adoption. 2. ADMINISTRATIVE PROVISION: 2.1 If any section, subsection, sentence, clause or phrase in this bylaw is for any reason held to be invalid by a decision of any Court of competent jurisdiction, the decision shall not affect the validity of the remaining portion of the bylaw. 3. TEXT AMENDMENTS: 3.1 Section 5.1.a) of the Subdivision Servicing & Development Standards Bylaw No. 1800 is amended by replacing “a Works and Servicing Agreement” to “a Servicing Agreement or Off-Site Works Agreement”. BYLAW NO. 1829 Page 88 of 134 Agenda Item # 8.1 TOWN OF SMITHERS BYLAW NO. 1829 Page 2 3.2 Add a new section 5.2 within section 5.0 Works & Servicing Agreement of the Subdivision Servicing & Development Standards Bylaw No. 1800 as follows: 5.2 Works and Services Impractical to Build For the purposes of this section, Works and Services includes, but is not limited to, sidewalks and lane paving within road right-of- ways adjacent to the front yard, rear yard and/or external side yard of the parcel being subdivided or developed. 5.2.1 If: a) a contiguous Parcel application or application for a Subdivision or Development of greater scope has not been received at the same time as the application for the subject Parcel; or b) the required Works and Services are likely to form part of a future project encompassing adjacent or nearby properties; or c) there are no existing Works and Services on either side of the subject Parcel; or d) the Works and Services are not immediately required for the Subdivision or the Development, as determined by the Approving Officer, the Applicant may deliver cash-in-lieu of construction in Canadian currency of construction to the Town equal to 100% of the costs estimated by the Approving Officer to design, construct and install the Works and Services. 5.2.2 The Approving Officer may require the applicant to provide a Professional Engineer’s estimate of the cost of the Works and Services to determine the estimated costs to design, construct and provide the Works and Services and resulting cash-in-lieu required. 5.2.3 The Town will hold the cash-in-lieu in an “Off-Site Works” interest bearing Reserve that will only be used for the future construction of the Works and Services adjacent to the parcel, including front yard, rear yard and external side yard, being subdivided or developed. 5.2.4 The timing of the future construction of the Works and Services will be at the sole discretion of the Town. BYLAW NO. 1829 Page 89 of 134 Agenda Item # 8.1 TOWN OF SMITHERS BYLAW NO. 1829 Page 3 5.2.5 The delivery of cash-in-lieu of construction constitutes compliance with the applicable provisions of this Bylaw. 5.2.6 If the actual costs of construction of the Works and Services vary from the amount of the cash-in-lieu provided, no refund shall be payable by the Town nor shall the applicant be responsible for the shortfall. 5.2.7 For certainty, sections 5.2.1 through 5.2.7 of this bylaw do not waive Works or Services standards or requirements for new Subdivisions or Development. 3.3 Section 6.1 Security of the Subdivision Servicing & Development Standards Bylaw No. 1800 is amended by replacing “a Works and Servicing Agreement” to “a Servicing Agreement or Off-Site Works Agreement”. 3.4 Schedule “B” to Bylaw No. 1800, Section 1.0 Level of Works & Services, Table B.2 Minimum Highway Standards is amended to Table B.3 Minimum Highway Standards and replaced with the following; Table B.3 Minimum Highway Standards ARTERIAL Sidewalk Requirement ZONE ROW Pavement Curb & Curb Type Location Width Width Width Gutter Agricultural: 25m 14m None N/A None N/A A-1 Urban Residential: Non- Both 25m 14m Yes 1.5m Mountable Sides R-1,2,2A,3,4,5 Rural Residential: 25m 14m None N/A N/A N/A R-6,7 Commercial: Non- Both 1.5m 25m 14m Yes C- Mountable Sides 1,1A,1B,2,3,4,4A,4B,5,6,7 Industrial: Non- Both M-1, 2,2A, 25m 14m Yes Mountable Sides 1.5m 3, 3A None N/A Optional Public Use Non- Both 25m 14m Yes 1.5m Mountable Sides P-1,1A,2,3,4 BYLAW NO. 1829 Page 90 of 134 Agenda Item # 8.1 TOWN OF SMITHERS BYLAW NO. 1829 Page 4 COLLECTOR Sidewalk Requirement ZONE ROW Pavement Curb & Curb Type Location Width Width Width Gutter Agricultural: 20m 9.2m None N/A None N/A A-1 Urban Residential: Non- 20m 11m Yes One Side 1.5m R-1,2,2A,3,4,5 Mountable Rural Residential: 20m 9.2m None N/A N/A N/A R-6,7 Commercial: Non- Both 20m 11m Yes Varies C- Mountable Sides 1,1A,1B,2,3,4,4A,4B,5,6,7 Industrial: Non- M-1, 2, 2A 20m 11m Yes One Side 1.5m Mountable M-3, 3A Optional Public Use Non- Both 20m 11m Yes 1.5m P-1,1A,2,3,4 Mountable Sides LOCAL Sidewalk Requirement ZONE ROW Pavement Curb & Curb Type Location Width Width Width Gutter Agricultural: 20m 8.5m None N/A None N/A A-1 One Side Urban Residential: 20m 11m *One Side (15m (8.5m Yes Varies to Bulb in 1.5m Bulb Bulb R-1,2,2A,3,4,5 Cul-de- Radius) Radius) sac Rural Residential: 20m 8.5m None N/A None N/A R-6,7 Commercial: Non- Both 20m 11m Yes Varies C- Mountable Sides 1,1A,1B,2,3,4,4A,4B,5,6,7 Industrial: Non- M-1, 2, 2A 20m 11m Yes Mountable One Side 1.5m M-3, 3A None N/A Optional Public Use 20m 11m Yes Varies One Side 1.5m P-1,1A,2,3,4 BYLAW NO. 1829 Page 91 of 134 Agenda Item # 8.1 TOWN OF SMITHERS BYLAW NO. 1829 Page 5 LANE Sidewalk Requirement ZONE ROW Pavement Curb & Curb Type Location Width Width Width Gutter Agricultural: None None None None None N/A A-1 Urban Residential: 7.5m 4.9m None None None N/A R-1,2,2A,3,4,5 Rural Residential: None None None None None N/A R-6,7 Commercial: C- 7.5m 4.9m None None None N/A 1,1A,1B,2,3,4,4A,4B,5,6,7 Industrial: 7.5m 4.9m None None None N/A M-1, 2,2A, 3, 3A Public Use 7.5m 4.9m None None None N/A P-1,1A,2,3,4 3.5 Schedule ‘B’ Section 1.0 addition of Table B.2 Level of Works and Services in Comprehensive Development Zones to be added to the Subdivision Servicing & Development Standards Bylaw No. 1800 as follows; Table B.2 Level of Works and Services in Comprehensive Development Zones Hydro Pole Undergrou COMPREHENSIVE Municipal Municipal Ornamental Private Private Storm Mounted nd Non- DEVELOPMENT Water Sanitary Ditching Street Water Sanitary Sewer Street Municipal ZONE Service Service Lighting Lighting Services if if CD 1 Required N/A Required N/A Required N/A underground underground Required available unavailable 3.6 Schedule ‘B’ Section 1.0 Table B.3 Minimum Sidewalk, Walkway & Multi- Use Pathway Right-of Way and Paving Widths of the Subdivision Servicing & Development Standards Bylaw No. 1800 is amended to Table B.5 Minimum Sidewalk, Walkway & Multi-Use Pathway Right-of Way and Paving Widths and all sections thereafter are to be numbered accordingly. 3.7 Schedule ‘B’ Section 1.0 addition of Table B.4 Minimum Highway Standards for Comprehensive Development Zones to be added to the Subdivision Servicing & Development Standards Bylaw No. 1800 as follows; BYLAW NO. 1829 Page 92 of 134 Agenda Item # 8.1 TOWN OF SMITHERS BYLAW NO. 1829 Page 6 Table B.4 Minimum Highway Standards for Comprehensive Development Zones Sidewalk Requirement Highway ZONE Curb Designation ROW Pavement Curb & Location Width Width Width Type Gutter Collector Non- Both 20m 11m Yes 1.5m Mountable Sides Collector Non- Both CD 1 20m 11m Yes 1.5m Mountable Sides Lane 7.5m 4.9m None N/A None N/A READ A FIRST TIME THIS 27TH DAY OF FEBRUARY, 2018. READ A SECOND TIME THIS 27TH DAY OF FEBRUARY, 2018. AMENDED AT SECOND READING THIS 27TH DAY OF FEBRUARY, 2018. READ A THIRD TIME THIS 27TH DAY OF MARCH, 2018, AS AMENDED. ADOPTED THIS ___ DAY OF ______, 2018. The Corporate Seal of the Town of Smithers was hereto affixed in the presence of: ______Taylor Bachrach Anne Yanciw Mayor Chief Administrative Officer CERTIFIED A TRUE AND CORRECT COPY of “Bylaw No. 1829 – Town of Smithers Subdivision Servicing & Development Bylaw No. 1800 Amendment No. 18-01”. ______Dianna Plouffe Corporate Officer LB/MA N:\WORDPRO\BYLAWS\BYLAWS FRM 1750 TO CURRENT\BL 1829 SUBDIVISION SERVICING AMENDMENT 18-01.docx BYLAW NO. 1829 Page 93 of 134 Page 94 of 134 Agenda Item # 8.2 BYLAW NO. 1830 STATUS TITLE: “Bylaw No. 1830- Sign Bylaw No. 1789 Amendment No. 18- 01” PURPOSE: To amend the Sign Bylaw No. 1789 regarding materials for permanent signs in the downtown core. COUNCIL Date: March 27, 2018 Decision: First, second and third readings. COUNCIL Date: Decision: COUNCIL Date: Decision: \\server\pccommon\wordpro\bylaws\bylaw prep forms\status sheet bylaw 1830.docx BYLAW NO. 1830 Page 95 of 134 Agenda Item # 8.2 BYLAW NO. 1830 SIGN BYLAW NO. 1789 AMENDMENT NO. 18-01 WHEREAS Section 526 of the Local Government Act authorizes a local government to enact a bylaw to regulate the number, size, type, form, appearance and location of any signs; NOW THEREFORE the Council of the Town of Smithers, in open meeting assembled, hereby enacts as follows: 1. CITATION: 1.1 This bylaw may be cited as “Bylaw No.1830 - Sign Bylaw No. 1789 Amendment No. 18-01” and takes effect as of the date of adoption. 2. ADMINISTRATIVE PROVISION: 2.1 If any section, subsection, sentence, clause or phrase in this bylaw is for any reason held to be invalid by a decision of any Court of competent jurisdiction, the decision shall not affect the validity of the remaining portion of the bylaw. 3. TEXT AMENDMENTS: 3.1 Section 4.2 of Sign Bylaw No. 1789 is amended by adding: “h) Canopy signs consisting of fabric-covered awning material.” 3.2 Section 5.5 of Sign Bylaw No. 1789 is amended by removing “Canopy Sign” from the table under the column titled “SIGN TYPE”. 3.3 Section 7.7a) of Sign Bylaw No. 1789 is amended by adding “or” at the end. 3.4 Sections 7.12, 7.13 and 7.14 of Sign Bylaw No. 1789 are amended by removing them and replacing with the following: 7.12 Permanent signs located in C-1, C-1A and C-1B zones between Highway 16 and Railway Avenue must incorporate relief in the form of recessed, routered, raised or die-cut letters, and must be built with one or more of the following materials: a) Wood; b) Metal, excluding aluminum, alupanel or similar composite material; and/or c) Glass. BYLAW NO. 1830 Page 96 of 134 Agenda Item # 8.2 TOWN OF SMITHERS BYLAW NO. 1830 Page 2 7.13 Permanent signs located in all other commercial zones must be built with one or more of the following materials or lettering: a) Wood; b) Metal, including aluminum, alupanel or similar composite material; c) Glass; d) Lettering that is recessed, routered, raised or die-cut. 7.14 Notwithstanding Section 7.13 (b), permanent signs made from aluminum, alupanel or similar composite materials are permitted as a secondary component of a sign when one or more of the materials or lettering listed in Section 7.13 are used. READ A FIRST TIME THIS 27TH DAY OF MARCH, 2018. READ A SECOND TIME THIS 27TH DAY OF MARCH, 2018. READ A THIRD TIME THIS 27TH DAY OF MARCH, 2018. ADOPTED THIS ___ DAY OF ______, 2018. The Corporate Seal of the Town of Smithers was hereto affixed in the presence of: ______Taylor Bachrach Anne Yanciw Mayor Chief Administrative Officer CERTIFIED A TRUE AND CORRECT COPY of “Bylaw No. 1830 – Sign Bylaw No. 1789 Amendment No. 18-01”. ______Dianna Plouffe Corporate Officer N:\WORDPRO\BYLAWS\BYLAWS FRM 1750 TO CURRENT\BL 1830 SIGN BYLAW AMENDMENT 18-01.docx BYLAW NO. 1830 Page 97 of 134 Page 98 of 134 Agenda Item # 8.3 REPORT TO COUNCIL DATE: April 3, 2018 FILE:1610-01 BY: Leslie Ford, Director of Finance REPORT: FIN-18-30 SUBJECT: Airport Sweeper Short Term Capital Borrowing Bylaw 1833 RECOMMENDATION: THAT Airport Sweeper Short Term Capital Borrowing Bylaw 1833 receive first 3 readings. BACKGROUND: At the March 5th, 2018 Regular Council meeting Council approved the following motion concerning the funding of a new sweeper at the airport: R18.137 Wray/Atrill THAT Council amends the 2018 draft capital plan to include the purchase of a a new towed runway sweeper in the amount of $360,000 with funding as follows: a) $60,000 from the Airport Machinery and Equipment Reserve; b) $60,000 from Airport Operating Surplus; and c) $240,000 in Short-Term Five-Year Capital borrowing; AND THAT Council approve amending the draft 2018-2022 Airport Equipment Replacement program by removing the 2020 budgeted $50,000 replacement of the 2006 Ventrac Tractor. CARRIED. DISCUSSION: Attached is the Short Term Capital Borrowing bylaw, which has been reviewed by the Municipal Finance Authority for completeness. Once adopted this will allow the Town to borrow $240,000 from the MFA which will then have to be repaid back over five years (the repayments are budgeted to start in 2019) CAO Dir/DS Dir/FIN Dir/CS Dir/WO Bldg Ins Agen Date: April 10/18, Agenda Placement: Bylaws Admin Asst. Fire Planner Other: Dir /Rec Air/Mgr PCSO BYLAW NO. 1833 Page 99 of 134 Agenda Item # 8.3 REGULAR COUNCIL Page 2 Report: FIN 18-30 BUDGETARY IMPACT: The estimated principal repayments on $240,000 of $48,000 plus Interest are shown within the Airport’s Five-year Plan. Short term borrowing interest through the MFA is currently at 2.13%. LEGISLATION: Under the provisions of Section 178 of the Community Charter a municipality can borrow up to $50 times its per capita without obtaining public approval. This amount has to be repaid over 5 years. NEXT STEPS: Once this bylaw obtains its first 3 reading it will be sent to the Province for approval. Once Provincial approval has been received it will come back to Council for adoption. Respectfully submitted: Approved For Submission: ______Leslie Ford, Anne Yanciw Director of Finance Chief Administrative Officer p:\reports\2018\2018 report #30 airport sweeper short term capital borrowing bylaw 1833.doc BYLAW NO. 1833 Page 100 of 134 Agenda Item # 8.3 BYLAW NO. 1833 AIRPORT SWEEPER SHORT-TERM CAPITAL BORROWING A bylaw to authorize the borrowing of monies for the purpose of purchasing an Airport Sweeper. WHEREAS, under the provisions of section 178 of the Community Charter, the Council may contract a debt for any purpose of a capital nature, such debt not to exceed at any time a total amount equal to fifty dollars ($50.00) multiplied by the population of the municipality (5,401 population as per the 2016 Census) and may, by bylaw, without the assent of the electors, contract the debt by borrowing and make provision for the repayment of the debt and interest thereon; AND WHEREAS the Town of Smithers has no obligations authorized under said section 178 at the date hereof; AND WHEREAS the Council deems it necessary to borrow up to the sum of two hundred forty thousand dollars ($240,000) for the purpose of purchasing an Airport Sweeper; AND WHEREAS the approval of the Inspector of Municipalities has been obtained; NOW THEREFORE the Council of the Town of Smithers, in open meeting assembled, hereby enacts as follows: 1. The Council is hereby authorized and empowered to borrow upon the credit of the Town of Smithers, from the Municipal Finance Authority, up to the sum of two hundred forty thousand dollars ($240,000) at such time as the same may be required for the purpose of purchasing an Airport Sweeper, and to pay interest thereon. 2. There shall be an amount sufficient to repay the principal in the respective years, raised from Airport fees and charges, together with the payment of interest thereon. 3. The Mayor and Director of Finance are hereby authorized to do all necessary acts and things to carry out the intent of this bylaw. BYLAW NO. 1833 Page 101 of 134 Agenda Item # 8.3 TOWN OF SMITHERS BYLAW NO. 1833 Page 2 4. This Bylaw may be cited for all purposes as “Bylaw No. 1833 - Airport Sweeper Short-Term Capital Borrowing”, and comes into effect on the date of adoption. READ A FIRST TIME THIS DAY OF APRIL 2018. READ A SECOND TIME THIS DAY OF APRIL 2018. READ A THIRD TIME THIS DAY OF APRIL 2018. APPROVAL OF INSPECTOR OF MUNICIPALITIES THIS DAY OF ADOPTED THIS DAY OF The Corporate Seal of the Town of Smithers was hereto affixed in the presence of: ______Taylor Bachrach Anne Yanciw Mayor Chief Administrative Officer CERTIFIED A TRUE AND CORRECT COPY “Bylaw No 1833 – Airport Sweeper Short - Term Capital Borrowing”.” as at third reading. ______Dianna Plouffe Corporate Officer BYLAW NO. 1833 Page 102 of 134 Agenda Item # 8.3 TOWN OF SMITHERS BYLAW NO. 1833 Page 3 CERTIFIED A TRUE AND CORRECT COPY of “Bylaw No. 1833 – Airport Sweeper Short-Term Capital Borrowing”. ______Dianna Plouffe Corporate Officer N:\WORDPRO\BYLAWS\BYLAWS FRM 1800 TO 1849\BL 1833 AIRPORT SWEEPER SHORT-TERM CAPITAL BORROWING.DOC BYLAW NO. 1833 Page 103 of 134 Page 104 of 134 Agenda Item # 9.1 March 29, 2018 Town of Smithers Box 879 Smithers, B. C. V0J 2N0 Dear Town of Smithers Council, RE: Cycle 16 Trail Society I am writing with two requests: 1) I am in the process of completing an application for $15,000.00 from the Wetzin'kwa Community Forest Corporation (deadline May 31) and am hoping that the Town of Smithers will provide a letter of support for this application. In order to mitigate a steep grade in certain sections of Phase 1 of the Multi-Use Trail, Cycle 16 will need to set up Right-Of- Way agreements with private landowners. The funds will help us secure these agreements and help to pay registration fees. Setting up right-of-way agreements is a key component to our success in furthering the project. 2) I am wondering if Town Council would be willing to prepare a generic support letter for the Cycle 16 Multi-Use Trail, as we anticipate needing to approach you for many grant applications that we will be completing in the future. Sincerely, Janet Harris Member-at-Large CYCLE 16 - LETTER OF SUPPORT Page 105 of 134 Page 106 of 134 Agenda Item # 9.2 From: Norma Stumborg To: Front Desk; Tracy Eyssens; Keith Henry; Gladys Atrill; [email protected]; [email protected]; [email protected]; [email protected]; [email protected]; [email protected]; Info @ Telkwa.ca; Dianna Plouffe; Annette Morgan Cc: Lucy Gagnon Subject: Request for Letter of Support - Witset First Nation Date: March-26-18 12:21:24 PM Attachments: BCR 57 Witset FN RDKS Gas Tax Fund - signed March 21 2018 Council.pdf Dear All, Witset First Nation requests a letter of support to accompany our grant application to RDKS Gas Tax Fund to complete the final phase of our RV Park and Campground Revitalization Project in the amount of $40,500. We discovered black mold in the office building and the roof and plumbing needs to be replaced; other items of a small nature are 2 gazebos to provide shelter for our cultural tours and a furnace to replace the 1978 oil furnace in the caretaker unit onsite. It is imperative to keep and retain visitors overnight in order to generate economic activity for our region, a significant amount of which flows to our neighboring communities. Plus, this valuable asset helps to nurture and promote our uniquely Witsuwit’en identity and culture. We greatly appreciate your support and humbly request to receive your letters by April 11, 2018. As an aside, if the snow goes this year, to host the Grand Opening celebration and plan to invite all our funders, supporter and contractors to the event. Missiyh, on behalf of Witset Community Economic Development Norma Stumborg, CEDC In Friendship, Norma Stumborg Community Economic Development Coordinator, Witset First Nation (Moricetown) Suite #3 – 205 Beaver Road Smithers, B.C. V0J 2N1 250-847-2133 “Integrity and Innovation – Moving Forward Together” This electronic message and any attached documents are intended only for the n amed addressee(s). If you have received this message in error, please notify the sender immediately and delete the original message. Thank you. WITSET - CAMPGROUND REVITALIZATION - RDKS GAS TAX Page 107 of 134 Agenda Item # 9.2 WITSET - CAMPGROUND REVITALIZATION - RDKS GAS TAX Page 108 of 134 Agenda Item # 9.3 From: Norma Stumborg To: Front Desk; Tracy Eyssens; Keith Henry; Gladys Atrill; [email protected]; [email protected]; [email protected]; [email protected]; [email protected]; Deklan Corstanje; Verna Wickie; [email protected]; Info @ Telkwa.ca; Dianna Plouffe; Info @ Telkwa.ca Cc: Lucy Gagnon Subject: Request for Letter of Support - Witset First Nation Date: March-26-18 12:36:00 PM Dear All, Witset First Nation requests a letter of support to accompany our grant application to the BC Arts Council in the amount of $30,000 for the purpose of adding Witsuwit’en moccasin and jewelry making programming by Mabel and Melanie Forsythe onto our Witsuwit’en Cultural Tours. First Nation Cultural Tourism is an important economic driver locally, provincially and nationally. See statistics below. Tourism is a naturally occurring event in Witset already with many tourists flocking to the Canyon each year to watch the Witsuwit’en fishing, experience the beauty of the Canyon and get a chance to see a live salmon! As mentioned earlier, there is no market offering there presently other than the occasional food truck and person selling fish. Now with a fully accessible, upgraded, world class RV Park and Campground and Museum, we can host overnight guests in fine fashion and continue to build on our professional, authentic, First Nation Witsuwit’en Cultural Tours. We request your support in this endeavour through a letter for funding of our project. Please return your letters of support by April 11, 2018. On behalf of Witset Community Economic Development, Missiyh, Norma Stumborg, CEDC Some statistics: AtBC travel research shows that 16.8 million North Americans (Canadian and American) travellers participated in Aboriginal experiences in the past two years. Aboriginal experiences were the motivator for approximately 5 million travellers – roughly 1/3 of those that participated in Aboriginal experiences – showing that there is a significant market opportunity for high quality, authentic Aboriginal tourism experiences. Research from Destination BC shows that tourists seek to meet and interact with aboriginal people, experience how they live and learn about their culture and traditions and understand how they lived in the past. They want to experience arts and crafts (making and doing), dancing and drumming, ceremonies and pow-wows, and traditional activities such as fishing, hunting and gathering. In 2005, over 1.2 million people participated in BC commercial outdoor adventures tourism, an increase of 24% from 2001; U.S. visitors and BC residents are the heaviest participants in outdoor adventure tourism in BC. In Friendship, Norma Stumborg Community Economic Development Coordinator, Witset First Nation (Moricetown) Suite #3 – 205 Beaver Road Smithers, B.C. V0J 2N1 250-847-2133 WITSET - CULTURAL TOURS - BC ARTS COUNCIL Page 109 of 134 Agenda Item # 9.3 “Integrity and Innovation – Moving Forward Together” This electronic message and any attached documents are intended only for the n amed addressee(s). If you have received this message in error, please notify the sender immediately and delete the original message. Thank you. WITSET - CULTURAL TOURS - BC ARTS COUNCIL Page 110 of 134 Agenda Item # 9.4 Heart & Stroke Foundation Provincial Office 200-1212 West Broadway Vancouver, BC V6H 3V2 March 21, 2018 Town of Smithers Mayor and Council [email protected] Dear Mayor and Council: On behalf of Heart & Stroke, I am writing to invite the Town of Smithers to consider joining the Communities on the Move initiative. This initiative aligns with several Smithers’ priorities outlined in the Town’s: Strategic Priorities 2015-2018, Official Community Plan, Annual Report 2016 and Age Friendly Assessment and Action Plan 2016. In addition, the initiative supports Smithers’ objectives related to economic development, healthy communities and livability. What is Communities on the Move? The Communities on the Move declaration brings forward a comprehensive and cohesive set of recommendations for how the provincial government could accelerate the development of world-class transportation systems in communities throughout BC. It outlines the need for increased provincial investments and supportive public policies to support active, healthy, and complete communities. The Communities on the Move vision is that, in 10 years--in communities small and large--it will be easy, safe and enjoyable to get around, whether by walking, biking, public transit, driving, ride-sharing or in a wheelchair. A diversity of BC municipalities and high-profile organizations have already endorsed the Communities on the Move declaration, including: • The BC Healthy Living Alliance • The Heart & Stroke Foundation • The Public Health Association of BC • The BC Recreation and Parks Association • The Trails Society of British Columbia • Walk On BC • The BC Cycling Coalition • The Disability Alliance BC • The Surrey Board of Trade • The Hastings Crossing Business Improvement Association • The Sechelt Downtown Business Association • The City of Dawson Creek; the City of Vernon; the City of Victoria; the City of North Vancouver; the Village of Cumberland; the District of Tofino; the City of Parksville; the Village of Keremeos; the Village of Queen Charlotte; the Town of Creston; the Town of Gibsons; the City of Courtenay; the City of Penticton; the Squamish-Lillooet Regional District; the Village of Burns Lake, etc. 1 COMMUNITIES ON THE MOVE - HEART & STROKE FOUNDATION Page 111 of 134 Agenda Item # 9.4 The Communities on the Move declaration is guided by the following values: Healthy Communities Economic Opportunities and Cost Savings Clean Air and Environment Mobility for All Consideration of Community Needs Safety for All Road Users. The Communities on the Move recommendations were developed by taking into consideration regional diversity, as well as by compiling needs and solutions from regions throughout BC under one cohesive declaration—to strengthen the voice of stakeholders BC-wide with an interest in advancing diverse mobility choices. What does Communities on the Move call for? Investment in innovative transportation systems for rural communities. Investment in a Provincial Active Transportation Strategy to support the development of local cycling and walking infrastructure. Increased support and long-term funding for transit. Development of Winter City Guidelines. Commitment to equitable transportation for all. Commitment to road safety. To review the entire declaration (two-page-long), see declaration attached as Appendix A. Who is behind Communities on the Move, and why? The initiative is led by the BC Healthy Living Alliance and funded by Heart & Stroke. To date, Communities on the Move has been endorsed by 80+ organizations and local governments from throughout BC and from a diversity of sectors. A primary intent of Communities on the Move is to provide local governments across BC with a cost-effective and “turnkey” platform to voice to the BC government the need for more funding and more supportive provincial policies to assist regional districts and municipalities in creating more walkable, bikeable, transit-oriented, self- sufficient, and accessible communities. How can Communities on the Move benefit the Town of Smithers? This initiative would provide a cost-effective way for the Town of Smithers to voice how the provincial government could further support municipal leadership in creating more livable, healthy communities. By participating in this initiative, Smithers would be joining scores of BC municipalities in providing the Province with a clear, unified, and broadly-supported direction to enhance transportation options in BC communities. Implementation by the Province of the recommendations outlined in the Communities on the Move declaration would help accelerate the successful implementation of various Smithers’ priorities—for example: 2 COMMUNITIES ON THE MOVE - HEART & STROKE FOUNDATION Page 112 of 134 Agenda Item # 9.4 • The Strategic Priorities 2015-2016 document lists under infrastructure projects to develop greenways and to improve connections between downtown and “front country” tourism assets, including the Perimeter Trail. • The Age Friendly Assessment and Action Plan 2016 states that “sidewalks and connectivity between sidewalks was the most frequently heard barrier to ageing in Smithers gathered during direct consultation with seniors”. • The OCP, under “Community Vision and Goals” lists its transportation goal of providing a diversity of transportation choices, including walking and biking trails, to support the Town’s economy and environmental efforts. • The OCP also has committed “to a visionary greenhouse gas reduction target” and we know that, at approximately 37%, transportation is BC’s largest source of emissions. • Finally, the OCP transportation section includes numerous objectives and policies that would be supported by the realization of the Communities on the Move action recommendations. This opportunity for Smithers to join Communities on the Move may be particularly timely given Smithers’ interest in developing an Active Transportation Plan, listed as a strategic priority in the Annual Report 2016. How can the Town of Smithers get involved in Communities on the Move? There are three simple ways through which municipalities can help advance Communities on the Move—thereby propelling forward our shared goals related to healthy, sustainable transportation. Municipalities can: 1) Endorse the Communities on the Move Declaration. This can be done via a simple Council resolution (see sample below). 2) Send a letter in support of the Communities on the Move declaration to the BC Minister of Transportation (copied to the local MLA and to the BC Minster of Municipal Affairs and Housing). Attached as Appendix B for your consideration is a draft letter that Smithers could consider editing as you wish and submitting to the Ministers. 3) Submit a resolution focused on one of the Communities on the Move recommendations to the Union of BC Municipalities (UBCM) for consideration at the 2018 UBCM Annual Convention. Attached as Appendix C, for your consideration, is a draft resolution that the Town of Smithers could consider editing as you wish and submitting to UBCM by June 30. Should a different resolution seem more compelling to Smithers, we would be pleased to help draft one if and as desired. Should the Town of Smithers decide to join Communities on the Move, this can be done via three potential Council resolutions: THAT Council endorses the Communities on the Move declaration published on the BC Alliance for Healthy Living’s website, and permits the Town of Smithers’ name to be added to the list of endorsers on the Communities on the Move website; 3 COMMUNITIES ON THE MOVE - HEART & STROKE FOUNDATION Page 113 of 134 Agenda Item # 9.4 AND FURTHER, that the Mayor, on behalf of Council, submits a letter in support of the Communities on the Move declaration to the BC Minister of Transportation and Infrastructure and BC Minister of Municipal Affairs and Housing (See Appendix B for a sample letter to the Province); AND FURTHER, that Council directs Administration to submit the following resolution to the 2018 Union of BC Municipalities Annual General Meeting and Convention asking the Provincial Government to implement the following recommendation from the Communities on the Move declaration: (See Appendix C for a potential UBCM resolution for Council to consider) I hope you will find it valuable to consider adoption of the above three resolutions. You have an opportunity to add the Town of Smithers to the growing list of BC municipalities that are joining forces around Communities on the Move—ultimately, to advance the building of a healthier, more diverse, and competitive transportation system in BC. Should you have any questions or in case you would like further assistance, feel free to contact Lisa Slakov at [email protected] or 778-798-5803- she would be delighted to help! Respectfully Yours, Alice Miro Manager, Health Promotion, BC & Yukon T 778-372-8007 E [email protected] 4 COMMUNITIES ON THE MOVE - HEART & STROKE FOUNDATION Page 114 of 134 Agenda Item # 9.4 APPENDIX A COMMUNITIES ON THE MOVE DECLARATION: CREATING SMART, FAIR AND HEALTHY TRANSPORTATION OPTIONS FOR ALL BC COMMUNITIES VISION We envision that in 10 years, across BC - in communities small and large, it will be easy, safe and enjoyable to get around, whether by walking, biking, ride-sharing, by public transit or in a wheelchair. We want to see the provincial government making progressive investments that support active, connected and healthy communities. This vision is guided by the following VALUES: • Healthy Communities: Safe biking and walking routes, good street design and regular transit should be available to all British Columbians so that it’s easy to be active and healthy. This can also make it easier for people to be socially connected which is important for good mental health. • Mobility for All: A range of transportation options should be available to all British Columbians – including those who live in smaller communities, and vulnerable groups such as children, older adults and those with disabilities or low incomes, as well as non-drivers – so that everyone can have access to education, employment, shopping, healthcare, recreation, cultural events and social connections. • Clean Air and Environment: Public transit and active modes of transportation should be available to all British Columbians as these can reduce local air pollution and carbon emissions that contribute to climate change. • Economic Opportunities and Cost Savings: Active and public transportation facilities are smart investments as they can stimulate local business and tourism in communities of all sizes. These investments can also control rising healthcare costs because regular physical activity keeps people healthier and out of the healthcare system. • Consideration of Community Needs: All BC communities should have a range of convenient, affordable transportation options that are tailored to their context – whether urban or remote, dense or dispersed, small or suburban. • Safety for All Road Users: The design and rules of the road should ensure that all British Columbians can arrive at their destination safely. COMMUNITIES ON THE MOVE - HEART & STROKE FOUNDATION Page 115 of 134 Agenda Item # 9.4 How do we get there? • A Provincial Active Transportation Strategy o Invest $100M per year over the next 10 years to support the development of local cycling and walking infrastructure within a larger provincial network. Prioritize the completion of connected cycling and walking transportation networks. o Develop an Active Transportation unit within the Ministry of Transportation and Infrastructure to provide professional planning and policy expertise at the provincial level. o Invest in Active School Travel Planning and standardized cycling education for healthy, active children. • Investment in Transit o Invest in the full implementation of the BC Transit Strategic Plan 2030 and local governments’ ‘Transit Future Plans’ to grow transit service and meet local needs. o Ensure a fair share of capital funding and secure, predictable revenue tools for the full implementation of the TransLink Mayors’ Council 10-Year Vision. o Continue and expand the universal bus pass (UPASS) program to students and employees of post-secondary institutions. o Invest in public transportation systems that serve small, rural, remote and isolated communities such as the use of school buses and bus services that feed into regional centres. • Commitment to Equity o Ensure transit accessibility for people on disability assistance by increasing the affordability of transit passes. o Improve handyDART service to meet demand and to expand accessibility to evenings, Sundays and holidays. o Ensure funding is allocated geographically and equitably across the province. Recognize infrastructure deficits for pedestrian, cycling and transit modes as well as limitations faced by rural, remote, geographically isolated and small communities as part of funding criteria. • Consideration of Regional Needs o Work with local governments to establish a Rural Transportation Strategy. Develop and invest in innovative community transportation systems, ride-sharing, tele-services and telecommuting options that can serve rural and remote British Columbians. o Develop and support the implementation of Winter City Guidelines that give residents the opportunity to be active all year long. This should include operational measures such as snow- clearing for active transportation networks and improved winter road maintenance. o Support the Metro Vancouver Mayor’s Council to pursue alternative funding mechanisms. • Commitment to Safety o Support the BC Road Safety Strategy Vision Zero: work with partners to create safer streets and to eliminate fatalities and serious injuries on the roads of BC. Speed limits should be reduced and strictly enforced, including through the use of cameras and other proven safety measures. o Prioritize safety measures for vulnerable road users such as pedestrians, cyclists and those in wheelchairs and mobility devices. COMMUNITIES ON THE MOVE - HEART & STROKE FOUNDATION Page 116 of 134 Agenda Item # 9.4 ATTACHMENT B Draft Letter of Support for Communities on the Move from Town of Smithers to Province Date Honourable Claire Trevena Minister of Transportation and Infrastructure Parliament Buildings Victoria, British Columbia V8V 1X4 Cc: Local MLA Minister of Housing & Municipal Affairs BC Healthy Living Alliance ([email protected]) Dear Minister: On behalf of the Town of Smithers, I am happy to provide this letter of support for the Communities on the Move declaration (attached). The declaration was developed by the BC Healthy Living Alliance in collaboration with 20+ organizations, and—to date—has been endorsed by 80+ organizations and local governments from throughout BC. The Town of Smithers is proud to be an endorser of the Communities on the Move declaration. The Communities on the Move vision states that in 10 years, it will be easy, safe and enjoyable to get around in BC communities, whether by walking, biking, public transit, driving, ride-sharing or in a wheelchair. The vision is supported by a declaration that includes a comprehensive set of recommendations on how the provincial government could accelerate the development of world- class transportation systems in communities throughout BC, through strategically allocated provincial investments and public policies. The Town of Smithers greatly values our stunning natural surroundings and would like to help preserve this bounty through many measures, including through our visionary greenhouse gas reduction target. We are committed to growing our active transportation and outdoor walking and biking recreation facilities, such as the Perimeter Trail, by working on expansion, infrastructure and connectivity improvement of these facilities. Implementing the Communities on the Move recommendations would provide much-needed provincial funding to accelerate implementation of these goals which are included in a number of our Town plans including our Strategic Priorities 2015-2016, our Official Community Plan, the Age Friendly Assessment and Action Plan 2016 and the Annual Report 2016. As you lead planning to address the infrastructure needs of rural and urban British Columbia under the government’s comprehensive capital infrastructure plan to build a Better BC, as 1 COMMUNITIES ON THE MOVE - HEART & STROKE FOUNDATION Page 117 of 134 Agenda Item # 9.4 mandated by the Premier, we encourage you to take into consideration the recommendations made under the Communities on the Move initiative, as part of your planning process. The Town of Smithers appreciates this opportunity to work with the provincial government to continue to improve BC infrastructure and transportation systems. Thank you for your consideration of local governments’ needs. Sincerely, MAYOR 2 COMMUNITIES ON THE MOVE - HEART & STROKE FOUNDATION Page 118 of 134 Agenda Item # 9.4 APPENDIX C Draft Potential Resolution for Submission to UBCM WHEREAS communities that experience serious winter climates would greatly benefit from enhanced winter planning and dedicated funding to ensure that all modes of transportation are reliable and safe year-round; AND WHEREAS a range of transportation options should be available to all British Columbians– including those who live in smaller communities- inclusive of children, older adults, people of diverse abilities, non-drivers, and people with low incomes: THEREFORE BE IT RESOLVED that the Town of Smithers calls on the provincial government to develop and support implementation of Winter City Guidelines that give residents the opportunity to be active all year long. This should include provincial support for operational measures such as improved maintenance of winter roads and active transportation networks. COMMUNITIES ON THE MOVE - HEART & STROKE FOUNDATION Page 119 of 134 Page 120 of 134 Agenda Item # 10.1 ¡ *-\ ¡+l^\¡-iì\i lt'--:-; I 1-"{lI ì l IÞ i{ :lþr li\\j" ì:l 301 - 1268 Fifth Avenue d L"=\.1/l-:-¡.1 \f r:., . tnì Prince George, BC V2L 312 ern ri t-T i ..: rel 25O-561-2525 Fax: 250-561 -2563 fl4l\R ? 8 fT]B info@northerndeveiopment. bc.ca INITIATIVE TBUST www.northerndevelopment.bc.ca Town *.* S¿a;ii:,, ., -r March L5,2078 Bulkley Valley Folk Music Society PO Box 2209 Q7ço"?o Smithers, BC VOJ 2N0 Attention: Chris Blois Coordinator Dear Mr. Blois: Subject: 2018 Midsummer Music Festival Fabulous Festivals and Events Program Northern Development Project Number 5541 50 Thank you your for application to the Fabulous Festivals and Events program. Northern Development is pleased to advise you that your application has been approved for S5,OOO. Please find enclosed the chedue for 52,500. A report for the 2018 Midsummer Musíc Festival must be submitted within 3O days of the festival's completion on Northern Development's reporting form in order to receive the remaining 52,500. The report¡ng form can be found at n b d events/. We wish you every success with your 2018 Midsummer Music Festival. We are excited to see how it will continue to stimulate economic growth in our region. Sincerely, Joel McKay Chief Officer c Taylor Bachrach, Mayor, Town of Smithers L CAO l Dir/Ds Ll DirlFl¡t l-J Agon Date Dile S fl DirÂrVO n Btdg tns Ll ln-eanr Aelnlin Asst. Ll Fìre t-l Piarìner D Agencia Coord. lJ Ar Mgr N PCSO l,l Oiher; NDIT - MIDSUMMER MUSIC FESTIVAL Page 121 of 134 Page 122 of 134 Agenda Item # 10.2 From: Aymone Agossou To: Front Desk Cc: Mark Allen Subject: FCM - Municipal Asset Management Program – Funding Decision Date: March-27-18 7:07:09 AM Attachments: MAMP-15406-Approval Letter-180326.pdf Dear Mayor Bachrach: We are pleased to inform you that your municipality has been approved for funding from FCM’s Municipal Asset Management Program. Please find your approval letter, attached, which contains important information regarding public project announcements. I will be in contact with the lead applicant for the project to confirm contracting details shortly. Thank you for your municipality’s interest in asset management funding. Sincerely, Aymone Agossou Project Officer, Funding | Municipal Asset Management Program Agente de projet, Financement | Programme de gestion des actifs municipaux T. 343-925-6411 FCM - MUNICIPAL ASSET MANAGEMENT PROGRAM Page 123 of 134 Agenda Item # 10.2 March 26, 2018 His Worship Mayor Taylor Bachrach and Members of Council Town of Smithers P.O. Box 879, 1027 Aldous Street Smithers, British Columbia V0J 2N0 Title of initiative: Sewer and Storm Asset Management Plan Project Application number: MAMP-15406 Dear Mayor Bachrach and Members of Council: On behalf of the Municipal Asset Management Program (MAMP) it is my pleasure to confirm that the Town of Smithers has been approved for a grant in the amount of up to $50,000. In the near future, Aymone Agossou will contact Mark Allen, Director of Development Services of the Town of Smithers to finalize the agreement for the grant. FCM’s obligation to fund the above-noted initiative will only become binding once the agreement is fully executed. Public announcements regarding MAMP-funded initiatives are overseen by FCM in partnership with the Government of Canada. Your municipality is welcome to participate in that process, but until authorised by FCM and Infrastructure Canada, any public statements related to the status of the application for MAMP funding are not permitted. This communication protocol is contained in the grant agreement. If you require further information prior to receiving the contract, please contact Aymone at 343-925-6411 or by e-mail at [email protected]. Thank you for your interest in MAMP. We look forward to working with you to improve asset management practices in your community, and to sharing the results of your initiative with communities across Canada. Sincerely, Michael Burt Manager, Funding cc: Mark Allen, Director of Development Services FCM - MUNICIPAL ASSET MANAGEMENT PROGRAM Page 124 of 134 Agenda Item # 10.3 From: Polly Palmer To: Corporate Services Subject: Cannabis Sales Revenue Sharing Date: March-21-18 4:13:01 PM Attachments: 2018-03-13-Cannabis Sales Tax.pdf Attached is a copy of a letter to Minister Robinson on behalf of the District of Peachland Council regarding Cannabis Sales Revenue Sharing. Regards, Polly Palmer, CMC Director of Corporate Services District of Peachland Phone: 250.767.3704 Fax: 250.767.3433 Website: www.peachland.ca This email and any attachments may contain privileged information, including material protected by the Freedom of Information and Protection of Privacy Act. Any use of this information by anyone other than the intended recipient is prohibited. If you have received this transmission in error, please immediately reply to the sender. Thank you. PEACHLAND - CANNABIS SALES REVENUE SHARING Page 125 of 134 Agenda Item # 10.3 PEACHLAND - CANNABIS SALES REVENUE SHARING Page 126 of 134 Agenda Item # 10.4 From: Alison Watson Subject: Northwest Food Security Forum Date: March-30-18 9:46:25 AM Attachments: Invitation Letter.pdf ATT00001.htm On behalf of the NW Food Security Forum Organizing Committee please find the attached invitation for inclusion in the next Regular Council Agenda. The full program and registration information is available online at www.nwfoodsecure.org. Thanks, Alison Alison Watson, MCIP, RPP Watson Projects | Community Planning Services Box 3866 | Smithers, BC | V0J 2N0 NW FOOD SECURITY FORUM Page 127 of 134 Agenda Item # 10.4 BETTER TOGETHER: NORTHWEST FOOD SECURITY FORUM INVITATION What does food security look like in 2018? How about in 2028? Are we moving in the right direction? The NW Food Security Forum Organizing Committee would like to invite representatives from your organization to participate in the first annual “Better Together: Northwest Food Security Forum” in Smithers, BC on May 17 & 18, 2018. The purpose of the Forum is to develop a shared understanding of community food security, examine frameworks for a coordinated approach, and to identify the next steps to implementing initiatives prioritized by communities across Northwest BC. Program highlights include: ● Food Security 101, strategies to build consensus & set priorities with keynote speaker Janine de la Salle, one of Canada's leading authorities on food systems planning. ● Climate change and impacts on fisheries with researcher Greg Knox, of SkeenaWild. ● “Grab and Go” emergency preparedness assessment with Naomi Gourlay, Emergency Support Services Director, Regional District of Kitimat-Stikine. ● Local food economies & community sustainability with Ken Shaw, NWCC. ● Case studies for food security infrastructure, policy and community education projects. ● Follow up and status of the “2017 Bulkley Valley Food Security Forum”. ● Community energy systems planning with Kevin Pegg of Energy Alternatives. ● Resources to support food security initiatives from Northern Health Authority. ● Customized Food Security Toolkit for Northwest BC. Full program and registration information are available now on our website www.nwfoodsecure.org. About Us “Better Together: Northwest Food Security Forum” is brought to you by the Northwest Food Security Partnership (NFSP). Formed in 2017, our mandate is to continue the conversation of community food security in northwest BC, foster collaboration across jurisdictions and advocate for the strategic implementation of food security policy and plans. We are a grassroots organization with a planning team of seven people from across Northwest BC representing healthcare, government, farmers, planners, and the general public. This initiative is a continuation of what work down at the Bulkley Valley Food Security Forum in May 2017, also in Smithers. Support Us Funds raised through sponsorship will be used to cover the costs of planning & hosting the Forum. Please take a look at the attached sponsorship opportunities and consider showing your support for this initiative. If you require further information, please contact [email protected] or 250-847-1399. Sincerely, Laurie Gallant, Project Lead and Alison Watson, Senior Planner NW FOOD SECURITY FORUM Page 128 of 134 Agenda Item # 10.4 MAY 17-19, 2018 FORUM SPONSORSHIP OPPORTUNITIES DIAMOND SPONSOR $5000 + • acknowledged on signage and print materials • acknowledged on the NWFS website and Facebook page • verbal acknowledgement during the event • eight (8) complimentary conference registrations • opportunity to deliver a welcome to delegates during the conference • can include a gift or promo piece in delegate packages PLATINUM SPONSOR $2500-5000 • acknowledged on signage and print materials • acknowledged on the NWFS website and Facebook page • verbal acknowledgement during the event • six (6) complimentary conference registrations • opportunity to deliver a welcome to delegates during the conference • can include a gift or promo piece in delegate packages GOLD SPONSOR $1500-$2500 • acknowledged on signage and print materials • acknowledged on the NWFS website and Facebook page • verbal acknowledgement during the event • four (4) complimentary conference registrations • opportunity to deliver a welcome to delegates during the conference • can include a gift or promo piece in delegate packages SILVER SPONSOR $500–$1500 • acknowledged on signage and print materials • acknowledged on the NWFS website and Facebook page • verbal acknowledgement during the event • two (2) complimentary conference registrations BRONZE SPONSOR $250–$500 • acknowledged on signage and print materials • acknowledged on the NWFS website and Facebook page • verbal acknowledgement during the event • one (1) complimentary conference registrations ** Complimentary registrations can also be donated to a participant with financial barriers. Let us know and we can assist with matching up your donation. NW FOOD SECURITY FORUM Page 129 of 134 Page 130 of 134 Agenda Item # 12.1 April 6, 2018 Mayor Bachrach & Council, Town of Smithers RE: Gateway Signs – Short Notice Request Tourism Smithers would like to place welcome messages at the Smithers gateway signs. This is for the purpose of welcoming those working on the film production Wings Over Everest. The production will only be in Smithers a couple of weeks, but our community has a reputation for the welcome it offers to those working in the film industry. This is a short notice request since the pre-production crew is already working here. The signs will say “Smithers Welcomes Cast and Crew of Wings Over Everest” with the following artwork as part of the sign. This is similar to other welcome signs for previous film productions. The cost of the signs is the responsibility of Tourism Smithers. Sincerely, 56 Email: [email protected] Gladys Atrill Gladys Atrill, Executive Director, Tourism Smithers, Box 3243, Smithers, BC V0J 2N0 Phone: 250-877-2290 Email: [email protected] www.TourismSmithers.com GATEWAY SIGNS - WINGS OVER EVEREST Page 131 of 134 Page 132 of 134 Agenda Item # 12.1 Striîthe 'Jfr POLICY: GATEWAY SIGN MANAGEMENT SEGTION: Administration POLICY #: ADM-027 PREPARED BY: Dianna Plouffe PAGE: 1 of 2 Director of Corporate Services EFFECTIVE DATE: August 9, 2016 SUPERSEDES: Supersedes PoiicyADM-021, Adopted January 8,2013 AUTHORIZED r ne Yan Mayor Chief Administrative Officer PURPOSE: The purpose of this policy is to provide a consistent process and eligibility criteria for the management of promotional opportunities with our gateway signage. POLICY: The Town of Smithers must maintain a consistent and fair process for the promotional application of our Gateway signage. Specific criteria for eligibility is integral to achieving this goal as is a formal approval process. The Gateway Signs at the East and West entrances to Town were created to provide a welcome to our Town in the upper signage and a promotional vehicle for events and general marketing in the lower signage. This interchangeable lower portion is to keep the signage fresh and relevant with marketing benefits to our community. The following criteria are to be applied in the approval and production of the lower signage. 1 Signage for events put on by the Town, such as, but not limited to, conferences, community celebrations and other special events, will be produced at the cost of the Town where budgets permit. GATEWAY SIGNS - WINGS OVER EVEREST Page 133 of 134 Agenda Item # 12.1 Page 2 ot 2 Policy #: ADM-027 2 Signage promoting an event hosted by an external party, but on Town owned property, will be approved by Council on a case by case basis, and the signage production will be paid by the external party. Examples of these could include but not be limited to, annual events such as the Fall Fair, Trade Show, BV Music Festival, Museum Showings, Library Book Sales etc. 3 Signage promoting an economic, social or environmental benefit to the Town and in essence, serving to market the Town's attributes (ie. Home of the School of Exploration and Mining, or Home of World Class Steelhead Fishing) will be approved by Council, and produced at the cost of the Town where budgets permit. These types of signs would be used in between date specific event signage. 4 Signage promoting a specific private sector event in which the only benefactor, financially or otherwise, is the promoter (ie. retail sales events) will not be approved. 5 Signage promoting an event not related back to the Town (as outlined in number two above), but having a reach to the entire community versus a specific group, will be approved by Council on a case by case basis. Costs for signage production and installation will be borne by the party. 6 At any time, Council may consider signage that doesn't fit into the above criteria but provides a benefit to the municipality. 7 When time is of the essence and doesn't provide an opportunity for Council to approve per scheduled meetings, the Chief Administrative Officer or designate and Mayor or designate can approve production and installation on Gateway Signage that fits any one of the above criteria. All sign production by external parties will be approved by the Town to ensure quality and appropriateness. This approval function will be managed by the Director of Works and Operations. Signs are to be produced locally. GATEWAY SIGNS - WINGS OVER EVEREST Page 134 of 134