Agenda for the 7:00 pm Monday, August 15, 2016, Town of QualicumBeach Regular Council Meeting to be held in the Council Chamber, Municipal Office, 660 Primrose Street, QualicumBeach, BC Page No. (This meeting may be recorded) 1-5 1. ADOPTION OF THE AGENDA THAT Council adopts the August 15, 2016regular Council meeting agenda.

6-12 2. APPROVAL OF THE MINUTES THAT Council approves the July 11, 2016 regular Council meeting minutes.

3. BUSINESS ARISING FROM THE MINUTES (1) Notice of Motion from July 11, 2016 regular Council meeting (Councillor Horner) THAT staff prepare a report on the Town's participation in the Hogweed eradication or campaign; AND FURTHER THAT Council refer this to the Select Committee on Environment and Sustainabilityif Council deems the campaign can be enhanced. (2) Notice of Motion from July 11, 2016 regular Council meeting (Councillor Skipsey) THAT the information provided by JeannieShaver regarding backyard chickens be referred to the Select Committee on Environment and Sustainability for further consideration.

4. PUBLIC INPUT (1) Town of QualicumBeach Road Closure Bylaw (Portion of Lane Dedicated on Judges Row) No. 705, 2016

5. DELEGATIONS 13-15 (1) S/Sgt. Roger Plamondon, RCMP, reporting on the 2ndQuarter crime statistics - For Information (2) Halima Rogers, 225 Crescent Road West, regarding the QualicumBeach Elementary School Parent Advisory Committee's support of the playground enhancement projectsand requesting financial support from the Town (3) Chris Denford, Bill Bomhof (Denford Group), presenting on the intentions on engaging resident groups, businesses and associations on the "Berwick QualicumBeach” project and provide information on project details - For Information

6. CORRESPONDENCE

16-20 (1) Correspondence Log — August 15, 2016 - For Information (2) JoanneSales, Broombusters, (17July, 2016),requesting a letter of support for their grant application. 21 (3) Bill Lewin, Parksville, regarding the health impacts of wood burning heaters. Staff Recommendation: THAT the correspondencefrom BillLewin dated July 29, 2016regarding the health impacts of Wood burning heaters be referred to the Select Committee on Environment and Sustainabilityfor discussion. 22-23 (4) Gail Sampson, regarding herbicide on rail track in QualicumBeach. 24 (5) JoanMiller, Vancouver Island North Film Commission, requesting a letter of Ls.

. Town of QualicumBeach August 15, 2016 Regular Council Meeting Agenda Page 2 of 5

support for their grant applicationto update their regionalwebsite. 25 (6) Lance Nater, regarding wording in the specialevents policy - For Information

7. COMMITTEE 8: LIAISON REPORTS (1) General Government (MayorTeunis Westbroek) (2) Arts & Culture (CouncillorBarry Avis) (a) Select Committee on Environment and Sustainability recommendations from August 3, 2016 meeting: (i) THAT the Select Committee on Environment and Sustainability recommends THAT Council considers suggesting that staff provide a report clarifyingthe Town's position in respect to invasive species including plants, animals and fish on Town controlled and private lands under the Town's jurisdiction,and to summarize current activities and plans to manage such invasive species.

(ii) THAT the Select Committee on Environment and Sustainability agrees and actively supports the recommendations, as proposed by Environment Canada, regarding the recovery strategy of critical habitat for endangered bats, AND FURTHER THAT, the Select Committee on Environment and Sustainability recommends THAT Council and staff may wish to consider elements of Environment Canada's proposal for the protection of bats and certain other species at risk.

(iii) THAT the Select Committee on Environment and Sustainability recommends to Council THAT the following locations are suitable for a Community Garden: the town-owned land adjacent to The Old School House (TOSH)and a portion of the School District No. 69 grounds at the QualicurnCommons, as an extension to the current Community Garden program that the Select Committee on Environment and Sustainabilitybelieves is demonstrating sustainable environmental management.

(b) Select Committee on Beach Day Celebration recommendation from August 9, 2016 meeting: THAT the Select Committee on Beach Day Celebration recommends to Council THAT Council directs staff to purchase 30 tents for the purpose of community event use.

26—27 (c) Notice of Motion THAT Council refer to the Select Committee on Environment and Sustainabilitya draft copy of the Protection of Tree Bylaw for the City of Vancouver for discussion and comment at a future meeting. PAGE

1 Town of QualicumBeach August 15, 2016 Regular Council Meeting Agenda Page 3 of 5

(3) Parks & Recreation (CouncillorNeil Horner) (a) Select Committee on Parks, Recreation and Culture recommendations from July 20, 2016 meeting: (i) THAT the Select Committee on Parks, Recreation and Culture unanimously recommends to Council that the Committee supports the formal request of the QualicumBeach Parent Advisory Council for assistance to support the QualicumBeach ElementarySchool playground enhancement project. (ii) THAT the Select Committee on Parks, Recreation and Culture recommends to Council that staff be instructed to provideexamples of ways other communities have displayed locomotives and heavy equipment.

(4) Protective Services (CouncillorBillLuchtmeijer) (5) Community Development (CouncillorAnne Skipsey)

8. STAFF REPORTS (1) Chief Administrative Officer (DanielSailland) (a) Monthly Management Update - For Information (b) Committee of the Whole recommendations from August 11, 2016 meeting: 2840 (i) THAT the Committee of the Whole recommends to Council THAT Policy 3000-18SpecialEvents be approved, as amended by removing the reference to private businesses in the “Event Resources” section of the applicationform. (ii) THAT the Committee of the Whole recommends to Council THAT Council hold a Committee of the Whole Meeting on Tuesday, September 20, 2016 at the QualicumBeach Civic Centre, 747IonesStreet, Qualicum Beach, BC at 7:00 pm. (iii) THAT the Committee of the Wholerecommends to Council THAT Council direct staff to remove the detailed design of a continuous walkway adjacent to the residential waterfront properties west of Bay Street from the "Next Steps” in the Waterfront Master Plan.

(2) Corporate Administrator (Heather Svensen) (a) Announcement of Council Meeting Motions 4142 (b) 2017 Regular Council Meeting Schedule Staff Recommendation: THAT Council establishes the following schedule for the 2017 regular Council meetings to be held on Mondays at 7:00pm in the Council Chamber, Town Hall, 660 Primrose Street, on: January 16, 2017 May 1, 2017 September 11, 2017 February 6, 2017 May 29, 2017 October 2, 2017 February27, 2017 June19, 2017 October 23, 2017 PAGE, Town of QualicumBeach August I5, 2016 Regular Council Meeting Agenda Page 4 of 5

March 20, 2017 July 17, 2017 November 20, 2017 April10, 2017 Auggst 21, 2017 December 11, 2017 AND FURTHER THAT Council establishes the following schedule for the 2017 Committee of the Whole meetings (ifrequired) to be held on Wednesdays at 10:00 am in the Council Chamber, Town Hall, 660 Primrose Street, on:

Committee of the Whole meetings - 10:00 am (if required) - following dates: Wednesday, February 1, 2017 Wednesday, June28, 2017 Wednesday, February 22, 2017 Wednesday, Iuly 26, 2017 Wednesday, March 15, 2017 Wednesday, August 16, 2017 Wednesday, April 5, 2017 Wednesday, September 6, 2017 Wednesday, April 26, 2017 Wednesday, October 18, 2017 Wednesday, May 24, 2017 Wednesday, November 15, 2017

(3) Financial Department (]. Marsh, Financial Administrator)

43-49 (61) Monthly Financial Report - For Information

(4) Fire Department (Darryl Kohse)

50-51 (3) Monthly Fire Department Report — For Information

(5) Planning (Luke Sales, Director of Planning)

52-53 (a) Monthly Construction and Development Report — For Information

54 (b) Monthly Bylaw Report - For Information 55-58 (C) Downtown to Waterfront: Memorial Avenue Upgrade and Estuary Improvements Staff Recommendations: THAT Council directs staff to apply for grant funding to support the Downtown to Waterfront: Memorial Avenue Upgrade and Estuary Improvements AND FURTHER THAT, Council directs staff to work with Streamkeepers on the conceptual design for estuary improvements at the outlet of Beach Creek. 59-66 (d) Development Variance Permit: 535 Crescent Road West Staff Recommendation: THAT Council directs staff to issue a Development Variance Permit for 535 Crescent Road West, as attached to the August 15, 2016 Planning memo to Council 67-72 Draft Waterfront Master Plan Update Staff Recommendations: THAT Council extends the timeline for written feedback on the draft Waterfront Master Plan until September 12, 2016; AND FURTHER THAT Council considers a revised draft Waterfront Master Plan at a Comm.ittee of the Whole Meeting on Tuesday, September 20, P

_{,‘:us-W Town of QualicumBeach August 15, 2016 Regular Council Meeting Agenda Page 5 of 5

2016 at the QualicumBeach Civic Centre, 747 JonesStreet, Qualicum Beach, BC at 7:00 pm; AND FURTHER THAT Council directs staff to remove the detailed design of a continuous walkway adjacent to the residential waterfront properties west of Bay Street from the ”Next Steps" in the Waterfront Master Plan.

73-81 (f) Official Community Plan Review 2016-2017 Work Plan Staff Recommendations: THAT an Official Community Plan Review Steering Committee be created in accordance with the Terms of Reference attached to the August 15, 2016 Planning memo to Council.

THAT Council directs staff to advertise for volunteers to serve on the Official Community Plan Review Steering Committee.

(6) Engineering, Utilities 8: Airport (BobWeir, P.Eng., Director) (1) Update on Memorial Avenue and Water Services - Verbal Update for Information

BYLAWS 82-84 (1) Bylaw No. 705 Staff Recommendation: THAT the bylaw entitled ”Town of QualicumBeach Road Closure Bylaw (Portion of Lane Dedicated on Judges Row) No. 705, 2016"be read a second time. 85-89 (2) OCP and Zoning Amendment: 444 Country Club Drive Staff Recommendations: THAT the bylaw entitled "Town of QualicumBeach Land Use and Subdivision BylawNo. 580, 1999 Amendment (444Country Club Drive)Bylaw N0. 580.80,2016"be adopted, as amended. THAT the bylaw entitled ”Town of QualicumBeach Official Community Plan Bylaw No. 700, 2011, Amendment (444Country Club Drive) BylawNo. 700.12, 2016" be adopted, as amended.

10. COMMENTS FROM THE GALLERY (Maximum 2 minutes eachforcomments only (no questionsor dialogue),regardingbusinessdiscussedbyCouncilat this meetingexcept publichearingstopics)

11. ADIOURNMENT THAT Council adjourns the meeting.

NEXT SCHEDULED REGULAR COUNCIL MEETING: Monday, September12, 2016 at 7:00 pm PA/QNE

L

E ~, DRAFT Minutes of the 7:00 pm Monday, ]uly 11, 2016, Town of QualicumBeach Regular Council Meeting held in the Council Chamber, Municipal Office, 660 Primrose Street, QualicumBeach, BC PRESENT: Council: Mayor Teunis Westbroek Councillor Barry Avis Councillor Neil Horner Councillor BillLuchtmeijer Councillor Anne Skipsey

ALSO PRESENT: Staff: Daniel Sailland, CAO Luke Sales, Director of Planning Bob Weir, Director of Engineering and Operations Heather Svensen, Corporate Administrator Karla Duarte, Deputy Corporate Administrator Darryl Kohse, Fire Chief Cam Purdon, Superintendent of Public Works, Parks and Buildings Rebecca Augustyn, SpecialProjects Planner

The Mayor called the meeting to order at 7:00pm

ADOPTION OF THE AGENDA Council adopted, by unanimous consent, the July 11, 2016regular Council meeting agenda.

APPROVAL OF THE MINUTES Council approved, by unanimous consent, the 0 June9, 2016 specialCouncil meeting minutes, and 0 June13, 2016 regular Council meeting minutes, as corrected for spelling, grammar and requested changesto reports by Councillors Horner and Skipsey.

BUSINESS ARISING FROM THE MINUTES (1) Motion from June13 regular Council meeting: Councillor Horner MOVED and Councillor SkipseySECONDED, THAT Council adopts the 2015 Annual MunicipalReport, as amended.

Councillor Horner MOVED and Councillor Avis SECONDED, THAT Council amends the motion on the floor by adding a definition for" Triple Bottom Line" to the 2015 Annual Report. CARRIED Councillor LuchtmeijerMOVED and Councillor Horner SECONDED, THAT Council amends the motion on the floor by deletingreference to the words ”can” in the second paragraph on page 3 of the 2015 Annual Report and replacingwith the words ”will”. CARRIED

Councillor Skipsey MOVED and Councillor Horner SECONDED, THAT Council amends the motion on the ?oor by deleting ”181 Sunningdale Road” from the second paragraph on page 6 of the 2015 Annual Report and adding the sentence ”That the Town called for Requests for Expressionsof Interest for 181 Sunningdale Road”. CARRIED . PAQE

“ Town of QualicumBeach July 11, 2016 Regular Council Meeting Minutes - DRAFT Page 2 of 7

MAIN MOTION AS AMENDED: THAT Council adopts the Town of QualicumBeach 2015 Annual Report, as amended. CARRIED

DELEGATIONS (1) Blain Sepos, Parksville QualicumBeach Tourism Association and Evelyn Clark, QualicumBeach Chamber of Commerce and Visitor Centre presented on potential policy changes around the Vacation Rental by Owner issues in QualicumBeach requesting the Town work with the RegionalDistrict of Nanaimo and the City of Parksville to be proactive to come up with a policy.

(2) JeannieShaver, 544 Dogwood Road, regarding backyard chickens - requested action for a bylaw amendment. CORRESPONDENCE

(1) Correspondence Log — July 11, 2016 - For Information 0 Council requested an update on the proposed work to the sidewalks on Primrose Street and the parking stall repairs for the QualicumBeach Seniors’ Centre. Staff advised that the work on Primrose Street would take placein November or December 2016. The work on the parking stalls for the QualicumBeach Seniors’ Centre will take placein Iuly. ]ack MacLean, Royal Canadian Legion Branch 76, requesting a letter of support for the New Horizons for Seniors’ Program grant application. Councillor LuchtmeijerMOVED and Councillor Horner SECONDED, THAT Council provides a letter of support for the New Horizons for Seniors’ Program grant application. CARRIED . (3) J.Daman, President, Eaglecrest Residents’ Association, regarding representation at the Federation of Canadian Municipalities’Conference ~ For Information.

COMMITTEE & LIAISON REPORTS (1) General Government (MayorTeunis Westbroek) Mayor Westbroek commented on: 0 Attending the following:

o The Economic Trust 103‘anniversary and committee and board meetings - Mayor Westbroek was acclaimed chair for the North Island Sunshine Coast Advisory Committee for a two-year term 0 meeting with Mayor Adams (City of Campbell River) and staff regarding

Social Procurement and Waterfront Protection — Campbell River chose the green shore approach in the area called the "Spit” and they will apply the same approach to their green space in their waterfront area downtown o welcoming of 48 students, teachers and parents from the Qualicum Beach Elementary School into the Council chambers and discussed areas of their concern

0 the Echo Player’s Art fundraiser - $12,000 wasraised towards the mural on the theatre; working to meet the $65,000 required PAGE

._.._j.__ Town of QualicumBeach July ll, 2016 Regular Council Meeting Minutes - DRAFT Page 3 of 7

o a BBQfor the Oceanside Community SafetyVolunteers; expressing appreciation on the Town's behalf for all their efforts to help keep our community safe o meeting with Minister Stilwell, Mayor of Cumberland and Mayor of Victoria regarding social procurement; Minister Stilwell indicated strong support for communities to pursue social procurement, but noted that Island Health purchasing local food, could take a little longer 0 the Parksville QualicumTourism Association lunch with Councillor Luchtmeijerregarding the issue of vacation rentals; air B&B and related zoning issues

o meeting with Sandra Hopson — "Wheel and Walk About” in QualicumBeach looking at hancli-capparking spaces around Town Hall. Noted that the stalls next to the sidewalks where there are trees is an issue for people to get in and out of vehicles

0 with all of Council, the Canada Day Ceremonies at the Legion — I requested a letter of appreciation be sent to the Royal Canadian Legion for hosting the Canada Day event 0 welcomed and opened the 17*hseason of Bard to Broadway 0 Regional District of Nanaimo (RDN)/ Island Corridor Foundation (ICF)/

Association of Vancouver Island Coastal Communities (AVICC) meeting - Kelly Daniels, former CAO of the RDN was engaged to pursue opportunities for the ICF and RDN to work together. Director McKay noted that a $200,000 fee for contractors to prepare a bid to completethe required work on the railway was estimated 0 the Municipal Insurance Association BC Strategic planning session and board meeting looking at reducing premiums by using return on investments

(2) Arts & Culture (CouncillorBarry Avis) Select Committee on Parks, Recreation and Culture June15, 2016 meeting (1) Councillor Avis MOVED and Councillor SECONDED, THAT Councillor Horner be appointed as Town Representative to the Town of QualicumBeach Select Committee on Parks, Recreation and Culture; AND FURTHER THAT Councillor Avis be appointed as Town Representative to the Town of QualicumBeach Select Committee on Environment and Sustainability. CARRIED

Councillor Avis MOVED and Councillor Horner SECONDED, THAT the use of the locomotive situated across from the QualicumBeach Museum be referred to the Select Committee on Parks, Recreation and Culture for a discussion of ways to increase the interactivity and appeal of the locomotive. CARRIED

PAGE Town of QualicumBeach

July 11, 2016 Regular Council Meeting Minutes — DRAFT Page 4 of 7

Councillor Avis commented on: 0 Attending the following:

0 St. Mark's Church - induction of their new Minister, Susan Haywood Brown 0 Arrowsmith Land and Parks Society tour of a canyon area three kilometres on the north side of the hump (Port Alberni Highway)

0 Annual appetizer event of the Community Garden Society — all 44 beds are being cared for o Bard to Broadway opening ceremony o Royal Canadian Legion Canada Day celebration 0 Community events

0 Beach Day 10am to 4pm — Iuly 17th

o St. Mark's Fair &:Grand Prix d’Art — Iuly 231d 0 Vancouver Regional Library - e-library use is up 33%; Wi-Fi usage is up 30%; website use up 58%; mobile visits up 17%; increase and attendance of programs at the library 25%; circulation was approximately 5 million pieces of literature; visitors 2.5 million in the year (3) Parks & Recreation (CouncillorNeil Horner) Councillor Horner commented on: 0 Attending the following: o ceremonial review for the Sea Cadets 0 annual awards ceremony for Kwalikum Secondary School

0 RegionalDistrict of Nanaimo Parks and Recreation Commission meeting — recommendation to freeze fees

0 Mt. Arrowsmith BiosphereRegion - meeting with Natasha Donevska o QualicumBeach Uptown Market Society Thursday night Sheet Market is held every Thursday night from 6pm -9pm for the months of Julyand August

0 annual general meeting - Broom Busters Evasive Plant Society — noting other communities who are participating in the campaign of broom eradication o conversation with Michael Iessenon Hogweed eradication

Notice of Motion: THAT staff prepare a report on the Town's participation in the Hogweed eradication or campaign; AND FURTHER THAT Council refer this to the Select Com.mittee on Environment and Sustainabilityif Council deems the campaign can be enhanced.

Councillor LuchtrneijerMOVED and Mayor Westbroek SECONDED, THAT council instructs staff to invite the Regional partners: City of Parksville, Regional District of Nanaimo, and Parksville QualicumTourism Association to strike a committee to address the vacation rental policiesin the respective jurisdictionswith the goal to establishinga regional approach to dealing with vacation rentals. CARRIED

(4) Protective Services (CouncillorBillLuchtmeijer) Councillor Luchtmeijercommented on: 0 Parksville QualicumTourism Association - a Memorandum of Understanding will be coming our way

._.__.v___ Town of QualicumBeach

July ll, 2016 Regular Council Meeting Minutes — DRAFT Page 5 of 7

- Trail systems and structure — inventory on trails

(5) Community Development (CouncillorAnne Skipsey) Councillor Skipseycommented on: Attending the following: 0 The QualicumBeach Chamber of Commerce annual BBQat the Arrowsmith Golf and Country Club hearing guest speaker, Francois Bertrand, Executive Regulatory Reform at BC Public Service talking about Red Tape Regulatory Reform Seaside Cruisers’ annual Friday night cruise Select Committee on Development Cost Charges meetings

QualicumBeach triathlon — congratulating the organizers for hosting a successful event O July 15*Canada Day celebration hosted by the Royal Canadian Legion O Bard to Broadway opening ceremony

Councillor Skipsey commented on: O Oceanside Development Construction Association $1,000 scholarship being awarded to Devin Svensen O QualicumBeach Refugee Sponsorship welcoming and bringing home the family on Friday, July 22, 2016

Notice of Motion: THAT the information provided by JeannieShaver regarding backyard chickens be referred to the SelectCommittee on Environment and Sustainabilityfor further consideration.

STAFF REPORTS (1) Chief Administrative Officer (DanielSailland)

(a) Monthly Strategic Plan Verbal Update - D. Sailland reported on: Catch basin maintenance ongoing Fire hydrant maintenance continues to progress Completion of 60-110hours of weed eating and road side mowing; and landscaping maintenance Property tax and utility collection completed Budgets are on target Carbon tax report completed Failed culvert discovered First portion of Memorial Avenue capitalproject to start in the coming weeks

Civic Centre roof repair — including HVAC is being sourced out Bus shelter on VillageWay is completed Stolen backhoe has been located

(19) Regional Growth Strategy Verbal Update - D. Sailland reported on:

Opposition letter sent out to the RegionalDistrict of Nanaimo — dispute resolution process with the Province will commence PAGE Town of QuallcurnBeach

July ll, 2016 Regular Council Meeting Minutes — DRAFT Page 6 of 7

(c) Asset Management Policy Councillor LuchtmeijerMOVED and Councillor Avis SECONDED, THAT Policy Number 3000-15 MunicipalAsset Management be approved. CARRIED

(2) Corporate Administrator (Heather Svensen) (a) Announcement of Council Meeting Motions - Nil

(b) 2016 Qualicum Beach Ocean Mile Swim Event Councillor Horner MOVED and Councillor Skipsey SECONDED, THAT the Town of QualicumBeach supports the 2016 QualicumBeach Ocean Mile Swim event to be held on August 14, 2016 on the QualicumBeach Waterfront. CARRIED

(3) Financial Administration (]ohnMarsh)

(a) Monthly Financial Report — For Information

(4) Fire Department (Darryl Kohse)

(a) Monthly Fire Department Report — For Information

(5) Planning (Luke Sales, Director of Planning)

(a) Monthly Construction and Development Report — For Information

(b) Monthly Bylaw Report — For Information

(c) Potential Community Garden Locations Councillor Avis MOVED and Councillor Skipsey SECONDED, THAT Council directs staff to forward the July 113‘,2016 staff report on potential community garden locations to the Select Committee on Environment and Sustainability, the QualicumBeach Garden Society, and School District No. 69 for consideration and comment. CARRIED

(d) Conversion of Parking Spaces into Landscaping at The Old School House Councillor Avis MOVED and Councillor Horner SECONDED, THAT Council directs staff to install a base for a new public art installation within the space created by the removal of two parking stalls next to The Old School House, as detailed in the Iuly 11, 2016 Planning memo to Council. CARRIED

(e) Development Variance Permit: 535 Crescent Road West Councillor Horner MOVED and Councillor Avis SECONDED, THAT Council directs staff to fulfill statutory notification requirements so that Council can consider issuance of a Development Variance Permit for 535 Crescent Road West at their meeting on August 15, 2016. CARRIED P Town of QualicumBeach July 11, 2016 Regular Council Meeting Minutes - DRAFT Page 7 of 7

(f) Draft Waterfront Master Plan - Public Review Councillor Avis MOVED and Councillor Skipsey SECONDED, THAT Council directs staff to update the Waterfront Master Plan after receiving comments from the public on the draft plan, as detailed in the July 11, 2016 Planning memo to Council; AND FURTHER THAT the Waterfront Master Plan be brought to the August 11, 2016 Comrnittee of the Whole meeting. CARRIED

BYLAWS (1) Bylaw No. 599.03 Councillor LuchtmeijerMOVED and Councillor Horner SECONDED, THAT the bylaw entitled ”Town of QualicumBeach RegionalParks and Trails Parcel Tax and Assessment Roll Preparation BylawNo. 599, 2007, Amendment (RateEffective 2016)Bylaw No. 599.03, 2016" be adopted. CARRIED (2) Bylaw No. 705 Councillor LuchtmeijerMOVED and Councillor Homer SECONDED, THAT the bylaw entitled ”Town of QualicumBeach Road Closure Bylaw (Portion of Lane Dedicated on Iudges Row) No. 705, 2016"be introduced and read a first time. CARRIED

COMMENTS FROM THE GALLERY - Dave Golson, 578 Memorial Avenue, commented on the Waterfront Master Plan and the need to address the areasmost vulnerable on the waterfront; and the location of future community gardens. 0 Carol Dowe, 512 Hawthorne Drive, sought clarity on the price of the Judges Row property outlined in Bylaw No. 705.

ADJOURNMENT Councillor LuchtrneijerMOVED and Councillor Horner SECONDED, THAT Council adjourns the meeting. CARRIED

MEETING ADJOURNED:9:03 pm

Certified Correct:

Heather Svensen Teunis Westbroek Corporate Administrator Mayor PACSE ,., ,_ MAYOR’S REPORT

QualicumBeach - 2nd QuarterComparison 2014/2015/2016

ITEM Reort' - 2014 1% ( Assaults(SpousalAssaults) 9 (2) 6 (2) 2(1)

B & E Business 3

I I B & E Residence 9 2 The? of Motor Vehicle 4 5 The? from Motor Vehicle 13 7 E Theft (over + under $5,000) 18 24 shoplining 1 T

Cause Disturbance 6 4 T Drugs 8 4 3 ImpairedDriving 1 1 I

IRP 90 Day (Fail) 2 3 2 IRP 90 Day(Refuse) 1 0 1 Liquor Act Offences 7 10 3 Motor Vehicle Accidents 26 26 39 Traffic Offences (Provincial) 375 490 299 CriminalCode Tra?c 1] 1 I 0

Ji\Admin\SupporISInl‘l\MnyorsRcporis\20!6 MAYOR’S REPORT

QualicumBeach -— Comparison as at June

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COUNCIL CORRESPONDENCE LOG August 15, 2016 Correspondence on this log includes mail received up to 4:00pm on August 9, 2016

- - - 3 s 0 o - A 0 Jul 5.16 W. Hamilton Regarding issues for discussion Received for information Jul 13.16 Cpl.Foreman, Non— Thankingthe Oceanside Community Safety Received for Commissioned Officer Volunteers for dedication to the community information in Charge, Oceanside RCMP Jul 13.16 C. Dowe, Qualicum Thanking the Town for the benches and tables at Receivedfor Woods Residents’ Christleton Park information Association Jul 13.16 MLAS. Robinson Regardingbooking at appointment duringthe Union Received for of BritishColumbia MunicipalitiesConference information September 26-30, 2016 Jul 13.16 D. Mailloux,Manager- Providingthe “Cruising" newsletter Received for Communications & information PublicAffairs,Nanaimo Port Authority Jul 18.16 P. Tinelle Thankingthe Town for assistance with a water issue Received for information Jul 18.16 R.Taylor Regardingwording ofa proposed noise bylaw Received for information Jul 18.16 Office ofthe Seniors Providinga news release regarding statistics Canada Received for Advocate data for BC Families information Jul 18.16 R. Kraft Regardingthe Civic Centre dog trail Received for information Jul 18.16 G. Moore, Chair,Metro Regardingthe Metro Vancouver Mattress and Bulky Received for Vancouver Board Furniture Extended Producer Responsibility information Jul 18.16 G. Zheng, Visiting Providingappreciation and thanking the Town for Receivedfor Scholar,Universityof recognition information Victoria Jul 18.16 T.Anderson,Canadian Informingthe Town about the Smart Fuelingprogram Receivedfor Independent Petroleum information Marketers Association, AlexScholten, Canadian Convenience Stores Association, P. Boag, Canadian Fuels Association Jul 21.16 R. Cook,President, Requesting a defibrillator be installed and staff Referred to Arrowsmith Needle trained at the Civic Center staff Arts Guild

, ,1

, 1,.» .

Council Correspondence Log Augun15, 2016 Page2of5

Jul 21.16 N. Whelan,Oceanside Regarding wheelchair accessibility at the waterfront Received for Stroke Recovery information Society Jul 22.16 S. Buttner—Schnirer Regardingthe cedar hedge and the MemorialAvenue Referred to construction project staff Jul 22.16 D. Bryan Providing suggestions for the Ravensong Pool Received for Expansion project information Jul 22.16 J. Griffin Providingcomments on the draft Waterfront Master Received for Plan (see feedback binder) information Jul 22.16 L.Jackson,Legislative Request for review and support of resolutions at the Received for Assistant, City of Prince 2016 Union of British Columbia Municipalities information George Conference Jul 27.16 J. Daman, President, Providingcomments on the draft Waterfront Master Received for Eaglecrest Residents’ Plan (see feedback binder) information Association Jul 27.16 Minister Fassbender, Providing information regardingthe 2016 Small Received for Ministry of Community, Community and Traffic Fine Revenue Sharing grants information Sport and Cultural Development Jul27.16 0. Sheean Regarding high levels of electromagnetic radiation Received for information Jul27.16 CouncillorMaki,Village Regardingthe Kraft Heinz Project Play grant Received for of Chase and information K.Snelgrove, Chase & District Skate Park Society Aug 3.16 K. Monahan Providing comments on the draft Waterfront Master Received for Plan (see feedback binder) information Aug 3.16 D. Vernon Providingcomments on the draft Waterfront Master Received for Plan (see feedback binder) information Aug 3.16 D. Mack Providing comments on the draft Waterfront Master Received for Plan (see feedback binder) information Aug 3.16 A. Francis Providing comments on the draft Waterfront Master Received for Plan (see feedback binder) information Aug 3.16 Francis Estate Providing comments on the draft Waterfront Master Received for (S. Walker) Plan (see feedback binder) information Aug 3.16 R. Reid Providing comments on the draft Waterfront Master Received for Plan (see feedback binder) information Aug 3.16 J. Folkins Providing comments on the draft Waterfront Master Received for Plan (see feedback binder) information Aug 3.16 J. Vargas Providingcomments on the draft Waterfront Master Received for Plan (see feedback binder) information Aug 3.16 P. Wolf Providing comments on the draft Waterfront Master Received for Plan (see feedback binder) information Aug 3.16 M. Jessen Providingcomments on the draft Waterfront Master Received for Plan (see feedback binder) information Aug 3.16 D. Ross Providingcomments on the draft Waterfront Master Received for Plan (see feedback binder) information Aug 3.16 B. Watkin Providingcomments on the draft Waterfront Master Received for Plan (see feedback binder) information

:2’. Council Correspondence Log August 15, 2o16 Page3 of5

Aug 3.16 R. Folkins Providing comments on the draft Waterfront Master Received for Plan (see feedback binder) information Aug 3.16 J. O'Reil|y Providing comments on the draft Waterfront Master Received for Plan (see feedback binder) information Aug 3.16 R. Joerin Providing comments on the draft Waterfront Master Received for Plan (see feedback binder) information Aug 3.16 E. McLenahan Providing comments on the draft Waterfront Master Received for Plan (see feedback binder) information Aug 3.16 N. Whittingham Providing comments on the draft Waterfront Master Received for Plan (see feedback binder) information Aug 3.16 C. Macfie Providing comments on the draft Waterfront Master Received for Plan (see feedback binder) information Aug 3.16 P. Axhorn Providing comments on the draft Waterfront Master Received for Plan (see feedback binder) information Aug 3.16 L. Barrand Providing comments on the draft Waterfront Master Received for Plan (see feedback binder) information Aug 3.16 C. Barton Providing comments on the draft Waterfront Master Receivedfor Plan (see feedback binder) information Aug 3.16 B. Fleming—Smith Providingcomments on the draft Waterfront Master Receivedfor Plan (see feedback binder) information Aug 3.16 F. Smith Providingcomments on the draft Waterfront Master Receivedfor Plan (see feedback binder) information Aug 3.16 C. Farmer Providingcomments on the draft Waterfront Master Receivedfor Plan (see feedback binder) information Aug 3.16 D. Ross Providing comments on the draft Waterfront Master Receivedfor Plan (see feedback binder) information Aug 3.16 W. Bartholomew Providing comments on the draft Waterfront Master Receivedfor Plan (see feedback binder) information Aug 3.16 D. Nicklin Providingcomments on the draft Waterfront Master Receivedfor Plan (see feedback binder) information Aug 3.16 S. Ribeyre Providingcomments on the draft Waterfront Master Receivedfor Plan (see feedback binder) information Aug 3.16 R. Sosnowski Providing comments on the draft Waterfront Master Receivedfor Plan (see feedback binder) information Aug 3.16 C. Legault Providing comments on the draft Waterfront Master Receivedfor Plan (see feedback binder) information Aug 3.16 V. Wynans Providingcomments on the draft Waterfront Master Receivedfor Plan (see feedback binder) information Aug 3.16 H. Heringa Providingcomments on the draft Waterfront Master Received for Plan (see feedback binder) information Aug 3.16 J. Griffin Providingcomments on the draft Waterfront Master Receivedfor Plan (see feedback binder) information Aug 3.16 S. Blacklin Providingcomments on the draft WaterfrontMaster Receivedfor Plan (see feedback binder) information Aug 3.16 B. Marble Providingcomments on the draft Waterfront Master Receivedfor Plan (see feedback binder) information Aug 3.16 C. Taylor Providingcomments on the draft Waterfront Master Receivedfor Plan (see feedback binder) information Aug 3.16 l. Brooks Providingcomments on the draft Waterfront Master Received for Plan (see feedback binder) information PAGE Council Correspondence Log August 15, 2016 Page L,of5

Aug 3.16 L. Bettam Providing comments on the draft Waterfront Master Received for Plan (see feedback binder) information Aug 3.16 A. Gannon Providing comments on the draft Waterfront Master Receivedfor Plan (see feedback binder) information Aug 3.16 J. Sampson Providing comments on the draft Waterfront Master Receivedfor Plan (see feedback binder) information Aug 3.16 A. Sharp Providing comments on the draft Waterfront Master Receivedfor Plan (see feedback binder) information Aug 3.16 J. Ferguson Providing comments on the draft Waterfront Master Receivedfor Plan (see feedback binder) information Aug 3.16 M. Wood Providing comments on the draft Waterfront Master Receivedfor Plan (see feedback binder) information Aug 3.16 J. Wood Providing comments on the draft Waterfront Master Received for Plan (see feedback binder) information Aug 5.16 B. Botelho Regarding benches and the untidiness ofthe Town Referred to staff Aug 5.16 J. Chalke, Providingthe 2015/2016Office ofthe Ombudsperson Received for Ombudsperson, Annual Report information Province of British Columbia Aug 5.16 L. Logan, President & Requesting the Town proclaimOctober 16-22, 2016 Responded CEO, Parachute as Canada's National Teen Driver Safety Week noting policy Aug 8.16 J. Benesh Providing comments on the draft Waterfront Master Received for Plan (see feedback binder) information Aug 8.16 P. Hughes Providing comments on the draft Waterfront Master Received for Plan (see feedback binder) information Aug 8.16 H. Rokosh Providing comments on the draft Waterfront Master Received for Plan (see feedback binder) information Aug 8.16 D. Wood Providing comments on the draft Waterfront Master Received for Plan (see feedback binder) information Aug 8.16 S. Mitchell Providing comments on the draft Waterfront Master Received for Plan (see feedback binder) information Aug 8.16 B. Majercsik Providing comments on the draft Waterfront Master Received for Plan (see feedback binder) information Aug 8.16 D. Golson Providing comments on the draft Waterfront Master Received for Plan (see feedback binder) information Aug 8.16 N. Rishworth Providing comments on the draft Waterfront Master Received for Plan (see feedback binder) information Aug 8.15 Oualicum Beach Inviting the Town to attend the Qualicum Beach Received for Chamber of Commerce Rotary & Chamber GalaAuction on November 19”‘ information Aug 9.15 J. Byers Providing comments on the draft Waterfront Master Receivedfor Plan (see feedback binder) information Aug 9.15 B. Dodds Providing comments on the draft Waterfront Master Received for Plan (see feedback binder) information Aug 9.15 Y. Freeman Providing comments on the draft Waterfront Master Receivedfor Plan (see feedback binder) information Aug 9.15 N. Rishworth Providing comments on the draft Waterfront Master Received for Plan (see feedback binder) information Aug 9.15 R. Carr Providing comments on the draft Waterfront Master Received for Plan (see feedback binder) information Council Correspondence Log August 15, 1016 Page5of5

Aug 9.15 B. Phillips Providingcomments on the draft Waterfront Master Received for Plan (see feedback binder) information Aug 9.15 D. Goison Providingcomments on the draft Waterfront Master Received for Plan (see feedback binder) information Aug 9.15 B. Majercsik Providingcomments on the draft Waterfront Master Received for Plan (see feedback binder) information

Note: Copies of the correspondence listed on the Council Correspondence Log are available to review in the binder at the

Municipal Offices information counter, #201 — 660 Primrose Street, QualicumBeach, BC. The Correspondence Log contains letters not already on a regular agenda, and does not contain form letters/solicitationsand letters that are not routinely releasable. From: Lewin [mailto:be|ewin@l;elus.net] Sent: Friday, July 29, 2016 4:05 PM To: Teunis Westbroek Subject: Dementia Friendly Communities

Sir: Just thought you might like some info on wood burning and Dementiaif you didn't already know.

The emissions from a EPA Approved WoodStoVe are 80 to 90% PM 2.5. Few people know a team of 50 scientists (from the UN Environment Program and World Meteorological Organization)recommended phasing out log-burning heaters in developed countries to improve public health and reduce global Warming.

"lncreasedexposure of just 1 ug/m3 PM2.5 increased the risk of dementia by 8%, Alzheimer's by 15% and the risk of Parkins0n’s diseases by 8% Increased exposure of 3.5 ug/m3 reducedthe Volume of white matter in the brain by 6.2 cubic centimeters." Experts advise that current wood heater models are too polluting to be allowed - cause heart attacks, strokes, lung diseases, dementia, cot deaths & affect children's development See http://woodsmol

PAGE From: Teunis Westbroek Sent: Friday, August 5, 2016 11:41 AM To: Gil Sampson Cc: Heather Svensen Subject: RE: Herbicide use on rail tracks

Hi Gil,

I willask Staff to put this letter on our Council Meeting Agenda for the 15“ of August under Correspondence. Council could then decide to refer this to our Select Committee on Environment and Sustainability meeting in September.

Thank you for drawing our attention to this issue.

Kind regards, Teunis

From: Gil Sampson [mailto:[email protected]] Sent: Thursday, August 04, 2016 9:57 AM To: Teunis Westbroek Cc: Daniel Sailland Subject: Herbicide use on rail tracks

Hi Teunis, Are you aware that glyphosate-based herbicide was apparently applied to railtrack inside Qualicum Beach on July 27, 2016? I am determined to see that, first, this never happens again, and, second, that those responsible [not you] are exposed and, if possible, held accountable for recklessly endangering public health and safety. This may sound rather extreme, but if I were to give a one hour factual presentation to Town Council and / or staff about glyphosate, I believe you would reach a similar position. I would prefer to work with the Town, and possibly the RDN,to resolve this, and would very much appreciate starting with a brief meeting with you to hear your advice. Thanks. GilSampson 250 752-6328 p.s. I have attached a couple of photos with which I begin this journey.

PAGE

—————Origina|Message----- From: Ms Joan Miller [mailtoz‘[email protected]] Sent: August 4, 2016 4:16 PM Subject: requesting letter of support

Good afternoon

Vancouver Island North FilmCommission is applyingfor $5000 form Island Coastal Economic Trust to update our regional website. Our current website is being held together with Band-Aids.

The new website will be used to manage a workforce development pilot program we are working on with the Ministry oflobs Tourism and SkillsDevelopment aswell as NICand VIU

We are also working with the Vancouver IslandTrade Unions ( Carpenters/ E|ectricians/ PipeFitters etc. to take people with skillsand give them a film module allowing them to get experience on the slate of films we want to bring in.

Creating a local crew-base is the next step in the development of the film,television, animation and game sectors. Projects will come here for location but willstay ifwe have a viable experience local crew.

The details of the pilot program which will encompass the Island north of the Malahat will be announced once the research and development stage is complete and we enter into the implementation phase.

In the meantime we are getting ready for the project and updating our web tools in order to manage the crew database.

We would appreciate a letter of support for our application.

Attached is a template to work from.

Chers Joan

PAGE Heather Svensen

From: Teunis Westbroek Sent: Thursday, August 11, 2016 2:54 PM To: Heather Svensen Subject: FW: Special Event Policy

-----Original Message----- From: Lance [mai|to:[email protected]] Sent: Thursday, August 11, 2016 2:53 PM To: Teunis Westbroek; BillLuchtmeijer; Neil Horner; Barry Avis; Anne Skipsey Cc: DanielSailland Subject: Special Event Policy

Dear Mr. Mayor and Councillors,

During the C.O.W meeting this morning, I expressed concern with line item 4 of the subject policy. Mr. Sailland offered a very logical response to address my concern.

My problem now is that Mr. Sai||and‘s description of how a questionable application would be handled by the Town is not what the proposed policy states. Ifa questionable event application is received by the Corporate Administrator, the policy should state that the application will be received by the Town and acceptance will be determined by Council.

As currently drafted, the policy states the Corporate Administrator is responsible for receiving special event applications but the Town will not accept applications that endorse or support hatred, discrimination, or contempt. How willa questionable application ever reach council for determination ifthe policy states the Town will not accept such an application?

Ifthe intention is that Council has the right and responsibility to determine what Special Events will be acceptable, then Ifail to understand why line item 4 of the draft policy is necessary. In voting to approve a new policy, l think Council must make every effort to ensure that policy reflects intentions. The draft policy does not reflect the intentions as outlined by Mr. Sailland this morning and line item 4 should be removed.

Sincerely, Lance Nater

Sent from my iPad

PAGE Protection of Trees Bylaw 9958 | City of 5 ' Page 1 of 2 Vancou/ver1 : ?

. , r J /1

of ,. Trees , Protection Bylaw9958 V, . . Did you know This bylaw affects all private property owners in Vancouverwanting to remove a tree.

ifyou want to remove a tree, you need a tree removal permit for every tree that has a diameter (width)of 20 cm or greater, measured at 1.4 m above the ground. A tree trunk with a diameter of 20 cm will have a circumferenceof approximately64 cm.

Get a tree removal permit -)

c:\1(_uTi1f5l:€£/3% Vancouverhas more than ‘ 139,000 street trees that

_ are maintained by the Park 1 Board.Three thousand 1' moreare plante d every yeah

Permit display

The tree permit must be posted in a visible location during tree removal.

Tree removal conditions

On April15, 2014, City Councilamended the Protection of Trees Bylaw to maintain a healthyurban forest. Removed from the bylaw is the abilityfor an owner or builder to remove one healthy tree per year.

Property owners may be granted permission to removetrees, ifone or more of the followingconditions apply: -‘ Trees play an important “ role The tree on a development site is located withinthe buildingenvelope in creating and » maintaininga healthy The tree is located_such that a proposed garage or other accessory building ecosystem by cleaning cannot be so the located as to retain the tree ' air, absorbingcarbon arborist An certi?es the tree is dead, dying, or hazardous 1 dioxide,produci ng oxygen, An arborlst certifies the tree is directly interfering withutilitywires and cannot be absorbing stormwater, pruned and still maintain its reasonable appearance or health reducing erosion and ' providing An accredited plumber certi?es that the roots of the tree are directlyinterfering habitat and food with,or blocking or forwildlife. sewer drainage systems V

A Property development and trees

Unless a tree requires removal under one of the conditions listed above, all property development (renovation or new building) requires you to retain existingtrees located on your property.

Alltrees to be retained on the site require protection during any construction or development. Alltrees on adjacent properties or boulevard trees that are in danger of being damaged must be protected as well.

An arborist‘sreport is required to make a development permit application. PAGE

http1//Vancouver.ca/y0ur-government/protection—of-trees-bylaw.aspx03/08/2016 Protection of Trees Bylaw 9958 | City of Vancouver Page 2 of 2

- Find a certi?ed arborist L1 - View the details needed in the arborist‘s report (Section 7.2) ‘E (17 KB)

Garages and accessory buildings

When designing a garage or other accessory building, ?nd out what measures may be required to retain healthy trees.

- Read the bulletin"ProtectionofTrees inAccessory BuildingApplications"El(98 KB) .

Explanation of amendments sinceApril16, 2014 - Section 4 “E (28 KB) has been amended to re?ect new fees, as enacted by Council on December 1, 2015, effective January 1, 2016. - Section 4.5 has been repealed to remove an owner or builder's ability to remove one healthy tree per year. Other amendments include renumbered sections, removed section references that are no longer accurate, and clari?cation of the owner's responsibility to complywith the bylaw, effective April 16 and 29, 2014. - Appendix A ‘E (11 KB) is revised to include recent amending Bylaw numbers

Sections

- Section 1 — Interpretation '9 (78 KB)

- Section 2 - Application of Bylawand Exemptions ‘E (13 KB) - Section 3 - Certi?cates ‘B (13 KB)

- Section 4 - Tree Permits ‘E3(28 KB)

- Section 5 - Tree Counting and Measurements “B(14 KB)

- Section 6 — Relocation Trees and Replacement Trees '3 (14 KB)

Section 7 — Protection of Trees During Construction '8 (17 KB)

Section 8 — Care and Maintenance of Trees ‘B(13 KB)

Section 9 — Emergency Removal ‘:3(12 KB)

Section 10 - Assessments and Inspections ‘El(12 KB)

Section 11 - Enforcement *8 (71 KB)

Section 12 - Repeal, Transition,and Enactment ‘B(13 KB)

Schedules

- Schedule A — Protection Barrier Distance from Tree ‘E (14 KB)

- Schedule B — Exclusions from Tree Counting Distances from Buildings'3 (15 KB) - Schedule C - Number of Trees Required on a Site '3 (13 KB)

- Schedule D - Types of Replacement Trees ‘B (55 KB)

Appendix

- AppendixA - Listof Amending Bylaws to the Protection of Trees Bylaw‘B (11 KB)

http://Vancouver.ca/your—g0Vemment/protection—of-trees-bylaw.aspx O3/08/2016 . 0 Town of Qualicum Beach M E M O R A N D U M

TO: Daniel Sailland, CAO FOR: August 15, 2016 regular Council meeting

FROM: Karla Duarte, Deputy Corporate Administrator

SUBJECT:Special Events Policy

RECOMMENDATION: THAT Policy 3000-18 ”Special Events” be approved.

PURPOSE To present a Special Events policy that creates a framework for approving Special Events.

BACKGROUND As part of Council's Strategic Plan, special events were identified as an area for policy drafting in order to explore new approaches to operational efficiencies. On December 7, 2015, Council also passed a resolution that directed staff to research and prepare options to implement an emergency preparedness policy for special events and festivals. Policy 3000-18 addresses both considerations by incorporating these elements into the application process. On March 30, 2016, and August 11, 2016, Policy 3000~18 was presented at the Committee of the Whole meeting for discussion and suggestions and changes were made. The revised policy is now presented before Council for approval.

DISCUSSION The Town of QualicumBeach receives many applications throughout the year for Special Events to be held in public spaces. Currently, these applications are processed through the Corporate Administration Department and are assessed on a case by case basis, according to the requests received from the event organizers. Council then approves, by resolution, the events to take place in Town.

A revised applicationform will accompany the policy to better communicate with, and guide, the applicants through the process of planning their event. Applicants should and will be encouraged to meet with staff prior to their event to help identify and confirm the requirements and plan for key services that they may need to access, for the safety and success of the event.

The data collected fromthe more detailed information provided in the application would help with identifying types of events that come to QualicumBeach and resources allotted to each event. Town resources are currently allotted on a case by case basis.

PAGE ,.__.g_;_..__, . Town of Qualicum Beach August 15, 2016 regular Council meeu'ng—Special Events Policy Page 2 of 2 A streamlined approach to approving special events would aid with consistency and better communication between event planners and the public. This policy and application form was developed from best practices and functions from a number of municipalities that make use of an application process to prioritize events, mitigate damage and risk to park spaces, record resources and data of events in their municipalities, and provide a framework for staff to work with applicants to have a successful event.

FINANCIAL IMPLICATIONS Under this policy, all applicants will be responsible for covering costs for event logistics and requirements in parts 3 and 4 of the application. Applicants will also be responsible for completing and submitting proof of any further requirements, such as insurance and liquor licence permits to the Town where and when required.

STRATEGIC ALIGNMENT This is consistent with the strategic goals identified to develop plans for areas of strategic interest and to review existing policies and propose new options and incentives for consideration. It also aligns with the goal of exploring new approaches to operational efficiencies for financial management of Town resources.

SUMMARY - Town of QualicumBeach Policy 3000-18 is presented for approval, as amended with suggestions from the Committee of the Whole meetings. - The policy provides a framework for streamlining the special event application process and documenting resources required from community organizations for Special Events. (N (Q,/__ KarlaDuarte Heather Svensen Deputy Corporate Administrator Corporate Administrator Report Writer Concurrence

I,

I . ‘ x . " E Daniel Sailla /’ \\ CAO d/ Concurrence

PAG n:\0100—0699administration\0360 committees and commissions\cou.nci.l\2016\0815 regular council meeting\memo.special events policy.docx E. Town of Qualicum Beach Policy Manual

Subject: Administration — General — Special Events

V Policy Number: 3000-18 Purpose The Town of Qualicum Beach recognizes that special events contribute to the community's quality of life, tourism, recreation, and cultural fabric. This policy provides a framework and uniform guidelines to support events on land owned and operated by the Town of Qualicum Beach and a process to facilitate the application process.

Applicants are encouraged to meet with Town staff to make arrangements for their event.

Definitions Town means ”Town of QualicumBeach"

Special Event means ”an organized occasion, whether of a public or private nature, including, but not limited to, a festival, parade, musical attraction, community celebration, sporting event, wedding and charitable event held in a facility or on land that is owned, operated or otherwise held by the Town and where the impact on the public space or access to it is significant or for exclusive use."

Policy 1. Anyone who wishes to hold a Special Event using Town of QualicumBeach land, including a trail, road, land or park, must submit a Special Event application form and comply with all Special Event requirements.

2. This policy does not apply to the use of Crown, private or school facilities or property.

3. Types of events included within this policy are community events, organized by a non-profit or community organization, weddings, and events organized by a commercial entity or a community group. This policy does not apply to Town-produced events.

4. The Town will not accept applications for SpecialEvents from any group or organization that endorses views or ideas that promote discrimination, contempt or hatred.

5. Applicants and participants must adhere to the Town of Qualicum Beach bylaws and other applicable Town policiesand guidelines,

Approved: Approved By: PA Town of QualicumBeach Policy No. 3000-18 Policy Manual Page 2 of 3 including, but not liinited to, those concerning fire, traffic, noise, and park use.

6. VVherethe Town receives more than one Special Event application to use the same Town facility or land on the same date, the Town will give priority to a regularly occurring Special Event, provided that the Town received the application no later than 60 days prior to the event, after which time, the Town will address the applications on a first come, first served basis.

7. Where a Special Event is subject to the regulation and approval of other government bodies or agencies, including but not limited to, the RCMP, BC Liquor Board, and Island Health Authority, the Applicant must provide the Town with proof that the Applicant has complied with, and obtained, the necessary approvals.

Procedure 1. An applicant should Contact the Town to discuss the requirements and needs for their event.

2. An applicant must complete the Town of Qualicum Beach Special Event Application form, which is available on the Town website.

3. Applicants must obtain and maintain for the duration of the Special Event, comprehensive general liability insurance comprising coverage of up to $5,000,000 per occurrence, naming the Town as an additional insured.

4. All municipal services deemed necessary for a special event are to be paid for on a cost recovery basis by the organizer, unless otherwise stipulated by the Council of the Town of Qualicum Beach or their designate. Details for this can be found in the application form.

5. Should there be any requests for road closure and special parking arrangements, applicants may be required to provide proof that owners and occupiers of property within an appropriately established distance of the site of the SpecialEvent, who may be affected, have been adequately notified in writing prior to the SpecialEvent.

6. All Applicants may be required to submit a safety and security plan as part of the application process that will address first aid, evacuation in the event of an emergency, security needs, etc. The scope may vary by nature and size of the event and applicants are encouraged to consult with Town staff prior to developing such plan(s). Approved: Amended: ' Approved By: f ._..s.;..._W Town of Qualicum Beach Policy No. 3000-18 Policy Manual Page 3 of 3

7. Where a Special Event is subject to regulation and approval by other government bodies or agencies, the Applicant must provide the Town with proof that the Applicant has complied with, and obtained, the necessary approvals.

8. If alcohol sales are part of a Special Event, the Applicant must obtain a SpecialOccasion Liquor Licence from the Liquor Control and Licensing Branch.

9. If food or drink is to be prepared, served, provided or offered to the public at a Special Event, the Applicant is required to fill out an application from Island Health. Please note, in some instances, Town approval may be required.

10. Applicants must provide a list of any vendors, including food services that will be operating as part of the event. Vendors that are not included on the list will not be permitted to operate on the site.

11. Applicationforms are due no later than 60 days prior to the Special Event.

12. The event organizer is responsible for leaving the area free from litter and in the same condition as prior to the event. The event organizer will be invoiced for any additional costs for repairs that result from the event's operation.

13. The Town reserves the right to refuse use of parks, fields, trails, natural spaces, and roadways.

Responsibility Council: reviews applications Financial Administration: receives and refunds damage deposit Corporate Administrator: receives applications

References 1) City of Courtenay Bylaw 2396 2) City of North Vancouver Policy for Events in Parks and Public Open Spaces 3) City of Victoria SpecialEvent Application Guidelines 4) District of Squamish SpecialEvents Policy 5) Thompson—NicolaRegional District Bylaw 1997

Distribution Council Financial Administration Department Management Corporate Administration Department

Approved: Amended: Approved By: PAq3 Town of QualicumBeach Special Events

The Town of Qualicum Beach recognizes the benefits of special events within the many public spaces of our community. Special events from block parties to large festivals may require special permission and the Town is here to help.

In order for the Town to assist you, an application is required ifyou are planning an event that is:

. open to the public or to which the public has been invited to attend; - held outdoors either in whole or in part; - likelyto be attended, or which may reasonably be expected to be attended, by 100 or more persons; - planning to have a beverage garden.

We encourage you to contact the Corporate Administration Department to discuss and plan your event. Special Event Application Form Page 2 of 8 EVENTRESOURCES

Ifyou're planning a special event, you may need to access the following resources:

1. Special Occasion Liquor Licences A Special Occasion Liquor Licence is required for public and private events ifyou want to serve liquor. For Special Occasion Liquor Licensing, contact the Liquor Control and Licensing Branch in British Columbia. Visit www.pssg.gov.bc.ca for more information.

2. Food Service A Temporary Food Service Application Form must be submitted to your local Health Protection and Environmental Services Office if food sales and preparation willtake place at your event. For more information, please visit www.viha.ca/mho/food. The Town of QualicumBeach also requires a list of food vendors, as well as proof of permit, electrical certification, photos and insurance for all mobile food services.

3. Traffic Control There are traffic control services for the Central Vancouver Island available. Staff can direct you to providers if necessary.

4. First Aid Provision For some events, first aid services will be required and locations of these services should be identified on the site plan. The BC Ambulance Service may require an onsite contact and unimpeded access to the site. St. John'sAmbulance provides first aid coverage for a donation. More information can be found at http://www.sia.ca/Ertg?sh/Customer» Service/Pages/Requ_e_st-First-Aid~Coveragefor-Your—Event.asp><.

5. Special Event Insurance The special event organizer must obtain public liability insurance of no less than $5,000,000. Evidence of insurance must be provided to the Corporate Administration Department no less than 10 days prior to the event. The special event organizer shall indemnify and hold the Town of QualicumBeach harmless from and against all liability, loss, claims, demands, costs and expenses, including reasonable legal fees, occasioned wholly or in part by any negligence or act or omissions by the above named, their officers, agents, employees, volunteers or others for whom they are responsible at law, arising out of any cause whatsoever, either direct or indirect, through its use and/or operation of Town property in connection with the special event. There are a number of different insurance brokers available to you. Get in touch with your local provider for more information.

PAGE

.....___.——- Special Event Application Form Page 3 of 8 6. Equipment Rentals Ifyou require equipment rentals for your event, such as tents, tables and chairs, there are local providers available in the area. Town staff can provide you with a list of contacts.

7. Gambling event licences Ifyour event involves raffles, bingos, poker, social occasion casinos, and wheels of fortune, you will need to apply for a Gambling Event Licence. The application and more information can be found at http://www2.gov.bc.ca/gov/content/sports culture/gamblinggfundraisinggamblingalicence-fundraising.

8. SOCAN ifyou are planning a special event that includes live or recorded music of any kind you are required to pay a licence fee to SOCAN. SOCAN is the Society of Composers, Authors and Music Publishers of Canada. SOCAN collects licence fees for the public performance of music in Canada. Those fees are then distributed to music creators around the world. SOCAN tariffs are regulated by the Copyright Board of Canada. For more information visit www.socan.ca

» ,, , \k/V7 , ,_.»,~ ...;».;,, -—», r,.»,,,.. 4-,-., . TOWN OF SPECIALEVENT QUALICUMBEACH

PO Box 130, #201 — 660 Primrose St. APP ON Qualicum Beach, BC V9K 157 T: 250.752.6921 F: 250.752.1243 E: [email protected] DATE SUBNIITTEDZ

INSURANCE . ALLAPPLICATIONSMUST INCLUDEPROOF OF COMPREHENSIVEOR COMMERCIALGENERALLIABILITYINSURANCE COVERAGEOF UP TO $5,000,000, INCLUSIVEPEROCCURRENCE,FORBODILYINJURYAND PROPERTYDAMAGE,UNDER WHICH THETOWN OF QUALICUMBEACHISADDITIONALINSURED.THE COVERAGEMUST INCLUDEA WAIVEROF ALL RIGHTSOF SUBROGATIONOR RECOURSEAGAINSTTHETOWN OF QUALICUMBEACH.

I HAVEREADAND UNDERSTAND THEINSURANCEREQUIREMENTS: INITIALS: INDEMNITYAGREEMENT IFTHE SPECIALEVENTPERMITISGRANTEDTO YOU BYTHETOWN OF QUALICUMBEACH,YOUAND YOUR ORGANIZATIONMUST INDEMNIFYANDSAVE HARMLESSTHETOWN OF QUALICUMBEACH,THETOWN OF QUALICUM BEACHOFFICIALS,OFFICERS,EMPLOYEESAND AGENTSFROM ANYCLAIM,LAWSUIT,LIABILITY,DEBT, DEMAND, LOSS OR JUDGEMENT(INCLUDINGCOSTS,DEFENCEEXPENSEAND INTEREST)WHATSOEVERAND HOWSOEVERARISING EITHERDIRECTLYOR INDIRECTLYASA RESULTOF THEGRANTINGOF THE PERMITORTHE USEOF TOWN OF QUALICUM BEACHPROPERTYOR FACILITIES.

YOU ALSOAGREETO WAIVE ALLRIGHTSOF SUBROGATIONOR RECOURSEAGAINSTTHETOWN OF QUALICUMBEACH ASA RESULTOF THE GRANTINGOF THE PERMITOR THEUSEOFTOWN OF QUALICUMBEACHPROPERTYOR FACILITIES.

I HAVEREADAND UNDERSTAND THE INDEMNITYAGREEMENT: INITIALS:

Part 1: APPLICANTINFORMATION Name of Applicant Phone EmailAddress

Applicant Organization Mailing Address of Principal Contact or Organization

On Site Contact Day of Event Cell Phone

Part 2: EVENTINFORMATION Name of Event Date(s) of Event

Type of Event (check all that apply) Elcommunity Celebration |:IFestival E] Parade |:IPrivate Gathering l:JExhibition I] Concert/Performance |:lDance _|:lSporting Event |:]Other (please specify) I

Location (Please attach supporting documents, such as route maps and/orsite plan) PAGE Special Event Application Form Page 5 of8

Will your event be open to the public or private (by invitation)? is this an annual event? [I Ticketed Public Event El Free Public Event El Private Event D V55, Number of yearsi [3 No Attendance Estimated Ii of participantsi Estimated # of Spectatorsi Estimated it of staff/volunteers Description of Event (please describe your event or attach a summary in letter format)

Event Schedule Set Up Date: Time:

Event Start Date: Time:

Events End Date: Time:

Take Down Date: Time:

ALLCOSTSASSOCIATEDWITHEVENTLOGISTICSAND REQUIREMENTSARETHE RESPONSIBILITYOF THEEVENTORGANIZER Part 3: EVENTLOGISTICS Please indicate whether your event will include any ofthe following:

Description (Please Include quantity and dimensions - e. g. stage, generator, Tempura ry structures Tents/canopies, portable washroom) i:iYES [I NC

Amplified Sou nd Description (e.g. music, announcements, etc.) i:iYES I:IN0

Food ("Sm-m-,,,,5 may app,” Description (e.g. BBQ, potluck, bottled water, foodvendors, etc.) N0 EIVE5 CI Note: Contact Island Health to apply for a Temporary Food Permit and submit proof to the Town Sales of any Description (e.g. raffletickets, t-shirts, merchandise, etc.) EIYES D No Entertainment Description (e.g. live performers, bouncy castles, games, etc.) i:iYES I:IN0 Alcoholic Beverages Description (e.g. beer garden, VIP tent, etc.) [IVES I:IN0 Note: Contact the Liquor Control and Licensing Branch for a Special Occasion Licence Vehicie ACI-3955/Parking Description (e.g. equipment load-in, display/promotional vehicles, parking coordination, etc.) Requirements

|:lYES |:I N0 Note: Contact the Town ofQualicum Beach at 250-752-6921 regarding vehicle access or parking requests on streets. Notificationto residents and businesses may be required by the event organizer. Signage Description (e.g. special event signage, Read-D-Graph Message, banner pole sign, etc.) EIYES I:IN0 Note: Separate application formsare required forspecial event signage, Read-0-Graph message and banner pole signs and may be obtained at www.gualicumbeoch.cam or by calling 250-752-6921 Other proposed activities (e.g. ?re or pyrotechnics, shuttle bus, etc.) Special Event Application Form Page 6 of 8 Part 4: EVENTREQUIREMENTS Please indicate how you will be providing any of the following services, ifrequired, for your event Portable washrooms Description EYES E No Traffic Control Description EYEs E No

Barricades Description EYES E NO First Aid Description EYES E No ElectricalSet up/Access Description EYES E No

Part 5: EVENTREQUIREMENTSFROM THETOWN Please indicate whether you will be requesting any ofthe following services, ifrequired, for your event (Note: Additional approvals or extra costs may apply). Use of Town Description waste services EYES E NO Use of Streets or Description Sidewalks EYES E NO Water or Hydrant Description Access EYES E NO

Part 6: ENVIRONMENTALRESPONSIBILITY What arrangements have been made to reduce litter and encourage recycling and composting and for removal of excessive waste during or after the event:

Part 7: EMERGENCYMANAGEMENT/SECURITY Please describe your plan for emergency vehicle access to the event site and arrangements to ensure the safety of participants at the event (a separate Sheet may be attached): Special Event Application Form Page 7 of 8 Part 8: CHECKLIST The following items should be submitted with your application:

Event Description

A SITEPLANand ROUTE MAP (walk/run) clearly indicating the area(s) you intend to use and the setup for your event

A copy of your INSURANCEform

SIGN permit, if applicable

Emergency Management Plan, if applicable

VENDOR listing, if applicable

PROOF of notification to neighbours, if applicable

(Acopy of your current BUDGETfor your event may be required)

TERMS 8:.CONDITIONS: 1. Completion ofthis application form is not a guarantee that your application will be approved. 2. The Town of Qualicum Beach reserves the right to change, alter or refuse any or all requests. 3. Allfees must be paid within fifteen (15) days of booking confirmation unless other arrangements have been agreed upon. 4. The Permit Holder is responsible for ensuring that: the assigned area is appropriate for the activity; the activity is conducted in a safe, orderly manner; the activity is restricted to the assigned area; the event activity does not interfere with other users. 5. Depending on the size of the event a damage deposit ranging from a minimum of $250 to any other amount deemed reasonable (in accordance with operational estimates), will be required. 6. Any property damage which occurs during the permitted event, setup or take—down,is the responsibility of the Permit Holder. Damage should be reported immediately. it will be assessed and repair costs billed to the Licensee. 7. The Permit Holder is responsible for leaving the area clean and litter-free and may be billed for any subsequent cost incurred by the Town for clean—up. 8. Iftraffic control is required, the Town of Qualicum Beach must be consulted and additional fees may apply 9. The Town of Qualicum Beach reserves the right to cancel any event or activity for any reason and shall not be responsible for any associated costs or damages. 10. The Permit Holder must comply with all applicable Town of Qualicum Beach bylaws and policies, including, but not limited to: Mobile Food Vending Policy 3008-9, Banners policy 4004-8; Read—o-GraphSign Policy 4004-9; Animal Control Bylaw649; Anti-Idling Bylaw No. 636; Mobile Vending Bylaw 50608; Noise Control Bylaw S52; Nuisance Abatement & Cost Recovery Bylaw593; Outdoor Burning Bylaw 601; Parks Regulation Bylaw 551 PAG """‘--.. Special Event Application Form Page 8 of 8

APPLICATION CAN BESUBMITTED BYONE OF THE FOLLOWING METHODS: MAIL: Town of Qualicum Beach, Box 130, Qualicum Beach, BCV9K 157 IN PERSON: Town of QualicumBeach, #201-660 Primrose Street, QualicumBeach, BC

Part 9: APPLICANTSIGNATURE Name Signature Date

DEPARTMENTuse ONLY Approval By Approval Date Comments Corporate Administration

Bylaw

Superintendent

Fire Chief

Council

Original to folder. Copies distributed to: Applicant, BylawEnforcement Officer, Parks Department, PublicWorks Department, Fire Department and Planning Department. Town of QualicumBeach M E M O R A N D U M

T0: Daniel Sailland, CAO FOR: August 15, 2016 regular Council meeting FROM: Heather Svensen, Corporate Administrator SUBJECT: 2017 Regular Council Meeting Schedule RECOMMENDATION: THAT Council establishes the following schedule for the 2017 regular Council meetings to be held on Mondays at 7:00 pm in the Council Chamber, Town Hall, 660 Primrose Street, on:

January 16, 2017 May 1, 2017 September 11, 2017 February 6, 2017 May 29, 2017 October 2, 2017 February 27, 2017 June19, 2017 October 23, 2017 March 20, 2017 Iuly 17, 2017 November 20, 2017 April 10, 2017 August 21, 2017 December 11, 2017

AND FURTHER THAT Council establishes the following schedule for the 2017 Committee of the Whole meetings (ifrequired) to be held on Wednesdays at 10:00 am in the Council Chamber, Town Hall, 660 Primrose Street, on:

Committee of the Whole meetings - 10:00 am (if required) - following dates: Wednesday, February 1, 2017 Wednesday, June28, 2017

D rweclnesday,February22, 2017} Wednesday, July 26, 20171 Wednesday, March 15, 2017 Wednesday, August 16, 2017

I 7 ‘,,We_dn_esday,April'5‘,2017 . Wednesday,Septe1nber“i6,2017;: V Wednesday, April 26, 2017 Wednesday, October 18, 2017

C T D’ j “ j t1hesday,iNox}féiti15eri15, isa 017: be 201

PURPOSE: To establish the 2017 schedule of regular Council meetings and Committee of the Whole meetings required).

BACKGROUND: The CommunityCharter (CC)requires that Council meet regularly in accordance with its V Procedure Bylaw. Through its Procedure Bylaw, Council must establish meeting procedures, and provide notice of meetings. According to the CC, the public must also be provided with a schedule of the regular Council meeting and be notified of the availability of the schedule. The Town of QualicumBeach Council Procedure Bylaw No. 674, 2013, states that Council shall establish annually, by resolution, a schedule of regular Council meetings that shall begin at 7:00 pm and be held within Town Hall except when Council resolves to hold meetings elsewhere. The Bylaw also states that Council will prepare annually, on or before January 15‘,a schedule of regular Council meetings and will give notice annually, on or before December 15" of the availability of the schedule. P 3 Ji Town of Qualicum Beach August 15, 2016 Regular Council Meeting ~ 2017 Regular Council Meeting Schedule Page 2 of 2 The CommunityCharter establishes that a special Council meeting is a Council meeting other than a regular meeting or an adjourned meeting. Council's practice has been to hold a special Council meeting on the Wednesday morning before the regular Council meeting if there are any items that require closing the meeting to the public, (e.g. land matters, legal matters, labour, etc.) as listed in the CC, and at other times, when required. However, as a special meeting, these dates are not included in the schedule of regular meetings but notice of a specialmeeting is given in advance or all members of Council must be in attendance to waive notice.

PROJECTINFORMATION: Staff have prepared the draft schedule of regular Council meetings for 2017, as listed in the recommendation and on the attached posting schedule, after considering the 2017 schedule for statutory holidays, conferenceschedules (UBCMand AVICC), and past practice. The draft schedule includes a total of 15 regular meetings in 2017. Additional meetings can be called as specialmeetings, if required.

In addition, staff has established 12 Committee of the Whole Meetings required) throughout 2017.

Staff recommend establishing the schedule. Once established, the schedule will be emailed to the Council agenda distribution list, will be available on the Town's website and will be posted on Town bulletin boards. Availability of the schedule will be published in the newspaper.

In accordance with the Procedure Bylaw, after Council establishes the schedule:

— Council can, by resolution, Vary the date or time of a meeting or cancel a meeting, provided that two meetings in a row are not cancelled;

- the Mayor can postpone a meeting to a different date, time or place,provided that the Corporate Administrator is given at least 2 days’ written notice. The Corporate Administrator must post a notice, as soon as possible, when any revisions to the schedule are approved.

ALTERNATIVES: 1. Amend the draft schedule of regular Council meetings by adding, deleting or amending meeting dates or meeting locations, and establish the amended draft schedule. 2. Instruct staff to bring forward for Council consideration, a bylaw to amend the Council Procedure Bylaw to amend the inaugural meeting date or other meeting schedule procedures in the bylaw. 3. Other direction of Council. i fffff Heather Svensen / ”DanzielM§ailla‘nd t Corporate Administrator Chief Administrative Officer Concurrence

Attach: Draft 2017 Regular Council Meeting Schedule _@ "

I File: 0570.01 » Town of QualicumBeach M E M O R A N D U M

To: Daniel Sailland, CAO For: RegularAugust 15, 2016

From: IohnMarsh, CMA Financial Administrator / Deputy CAO

RE: Finance Monthly Report

RECOMMENDATION For Council to receive for information.

REPORT ANALYSIS Attached is the Financial Plan Report listing revenues and expendituresto Jun30, 2016 with a comparison to Jun30, 2015. Both revenues and expenditures are within budget expectations. A Major projects (capital)and debt allocation report and a Financial Position Report to Jun30, 2016 are also attached.

Joli/inK.vMarsh,CMA FinancialAdrninistrator/Deputy CAO Chief Administrative Officer Report Writer Concurrence

Attachment ?le: D640~2(]—STAFF

P/57"xL5l: l TOWN OF QUALICUMBEACH Aug 15/16 FINANCIALPLANREPORT - JUNE 2016 l 1 1 l YTDto Jun 30/16 YTD to Jun 30I15 l 1 Budget 16 (compared to budget) audget 15 (compared to budget) l l REVENUES:

PROPERTY VALUE TAXES

Municipal Property Taxation

Municipal Taxation 7,770,440 7,776,422 100.1% 7,432,272 7,432,124 100.0%

Total Municipal Property Taxation 7,170,440 7,776,422 100.1% 1,432,212 7,432,124 100.0%

Other Gov't Taxes (this section nets to nil)

V.|. Regional Library 454,000 453,989 100.0% 426,037 436,455 102.4% Sewer Tax Rate Levy 1,572,000 1,572,135 100.0% 1,468,217 1,437,879 101.7% Other—Regional District 2,045,000 2,044,477 100.0% 1,976,738 2,032,224 102.8% School District#89 4,606,000 4,605,684 100.0% 4,666,790 4,602,701 95.6% Regional HospitalDistrict 474,000 473,731 99.9% 460,619 461,954 100.3% E C Assessment Authority 122,600 122,819 100.2% 130,944 126,860 96.9% MunicipalFinance Authority 400 437 109.2% 410 413 100.8%

Sub Total Other Gov‘tTaxes Collected 9,274,000 9,273,271 100.0% 9,124,755 9,147,985 100.3% Less Taxes Paid To Other Gov'ts -9,274,000 -283,354 8.1% —9,124,755 -273,943 3.0% Less Accounts Payable Other Gov’ts 0 -8,989,901 0 —8,B74,042

Total Net Other GoV't Taxes 0 0 0 0

Grants In Lieu of Taxes & 1% UtilityTax

Grants For 1% UtilityTaxes 145,482 109,378 75.5% 147,031 19,189 13.1% Grants in L‘leuof Property Taxes 240,218 119,517 49.8% 210,477 65,064 30.9%

Total Grants In Lieu 01’Taxes 385,695 229,396 59.5% 357,508 84,253 23.6%

PARCEL TAXES - WATER & SEWER

Parcel Tax - Water 785,800 795,410 101.2% 784,800 788,850 100.5% Parcel Tax—Sewer 161,400 163,030 101.0% 161,200 161,630 100.3%

TOTAL PARCEL TAXES 947,200 958,440 101.2% 946,000 950,480 100.5%

TOTAL PROPERTY VALUE TAXES 9,103,335 8,964,258 98.5% 8,735,780 8,466,357 96.9%

FEES AND CHARGES

PublicWorks Services 23,000 31,293 136.1% 17,500 22,135 126.5% Cemetery Services 40,366 15,290 37.9% 39,455 15,430 39.1% Waste Removal Fees 647,319 217,483 33.6% 631,531 217,928 34.5% Water Connections 11,000 15,336 139.4% 7,000 23,250 332.1% Water Rates 1,086,280 235,472 21.7% 1,053,411 223,382 21.2% Sewer Connections 11,000 13,500 122.7% 7,000 14,250 203.6% Sewer Rates 543,522 177,405 32.6% 529,006 175,118 33.1%

TOTAL FEES AND CHARGES 2,362,487 705,779 29.9% 2,284,903 691,443 30.3% PAGE TOWN OF QUALICUMBEACH Aug 15/16 FINANCIALPLANREPORT - JUNE 2016

YTD to Jun 30/16 YTD to Jun 30/15 1 Budget 16 (compared to budget) Budget 15 (compared to budget)

OWN SOURCES

Licences and Permits 201,458 185,886 92.3% 198,125 235,897 119.1% Leases and Rentals 352,710 233,117 66.1% 369,610 212,072 57.4% Interest on Investments 45,000 30,114 66.9% 45,000 20,384 45.3% ,3 Interest and Penaltyon Taxes 66,349 5,102 7.7% 59,853 4,345 7.3% AirportSen/ices 195,499 102,000 52.2% 149,677 81,918 54.7% Community Hall 30,937 11,865 38.4% 30,182 16,743 55.5% CivicCentre 121,989 62,166 51.0%, 122,889 60,145 49.9% Contributions and Sales 65,000 114,283 175.3% 40,000 56,400 141.0% Miscellaneous Revenues 58,000 44,396 75.5% 33,310 28,165 33.5% ,T

TOTAL OWN SOURCES 1,136,942 788,923 69.4% 1,099,146 716,069 65.1% I GOVERNMENT GRANTS

Revenue Sharing 305,000 477,722 156.6% 305,000 489,844 160.6% Other Government Grants 738,000 25,000 3.4% 13,000 15,000 115.4% RDN Fireand Other Services 235,000 0 0.0% 231,494 0 0.0% Gas Tax Grants 403,000 0 0.0% 278,000 0 0.0%

TOTAL GOVERNMENT GRANTS 1,681,000 502,722 29.9% 827,494 504,844 61.0%

GRANDTOTAL REVENUES 14,233,764 10,961,687 76.7% 12,947,323 10,379,213 80.2%

EXPENDITURES:

DEBTCHARGES

Debt interest 128,000 64,277 50.2% 106,000 10,340 9.8% Debt Principai 453,000 231,468 0.0% 0 0 0.0%

TOTAL DEBT CHARGES 591,000 295,746 50.0% 106,000 10,340 9.8%

CAPITALEXPENDITURES

General Capital 4,125,000 549,924 13.3% 940,774 12,262 1.3% Fire HallCapital 0 0 0.0% 4,460,200 2,990,184 67.0% Wafer Capital 675,000 90,190 13.4% 350,000 4,870 1.4% Sewer Capital 57,568 0 0.0% 35,300 0 0.0%

TOTALVCAPITALEXPENDITURES 4,857,568 640,114 13.2% 5,186,274 3,007,316 52.0% OTHER MUNICIPALPURPOSES General Government

Legislative Services 125,000 65,781 52.6% 125,000 65,233 52.2% _ Grants in Aid & Tax Exemptions 201,961 100,800 49.9% 197,913 99,000 50.0% Office Maintenance 191,500 90,230 47.1% 231,993 109,259 47.1% = AdministrativeServices 1,212,342 661,149 54.5% 1,164,242 630,287 54.1% Other Services 117,990 72,779 61.7% 113,894 53,815 47.3%

Total General Government 1,848,793 990,740 53.6% 1,833,042 957,599 52.2% PAGE

_:_....._w TOWN OF QUALICUMBEACH Aug 15/16

FINANCIALPLANREPORT — JUNE 2016

YTDto Jun 30/16 YTDto Jun 30/15 Budget 16 (compared to budget) Budget 15 (compared to budget)

Protective Services

RCMPPolice Protection 1,275,000 632,760 49.6% 1,235,894 609,261 49.3% Other Protective Services 392,814 214,074 54.5% 588,241 182,315 47.0% Fire Department Services 679,463 340,141 50.1% 609,527 285,920 45.9%

Total Protective Services 2,347,277 1,186,975 50.6% 2,233,662 1,077,496 43.2%

Transportation Services

PNVAdministration81Yard 609,661 344,846 56.6% 604,439 300,346 49.7% Roads and Drainage 846,020 354,202 41.9% 880,912 426,612 48.4% AirportServices 202,602 60,267 29.7% 143,796 39,756 27.6% Street Lighting 165,000 74,311 45.0% 180,000 70,345 39.1% Equipment Operating 551,269 273,635 49.6% 584,061 242,814 41.6%

Total Transportation Services 2,374,552 1,107,260 46.6% 2,393,208 1,079,373 45.1%

Environmental AndPublic Health

Garbage Removal 155,000 73,772 47.6% 150,000 69,954 46.6% Other Environmental Programs 500,173 208,623 41.7% 488,608 162,298 33.2% Water Maintenance 1,025,000 496,122 48.4% 989,384 464,187 46.9% Sewer Maintenance 226,000 119,497 52.9% 230,415 90,680 39.4% PublicHealth (Cemetery) 49,350 15,881 32.2% 48,146 13,334 27.7%

Total Environmental And Public Health 1,955,523 913,894 46.7% 1,906,553 800,452 42.0%

Community Development

Planning and Zoning 321,002 137,338 42.3% 213,173 99,762 4530/.

Community Development — Chamber & DIT 91,000 39,879 43.8% 88,000 32,129 365% Community Development - Museum 66,852 53,852 80.6% _ 37,161 52,161 140.4% Community Development - Town Functions 326,409 124,339 38.1% 436,645 93,665 21.5%

Total Community Development 805,263 355,409 44.1% 774,979 277,716 35.8%

Parks And Recreation

RecreationServices 17,003 12,417 73.0% 16,714 13,399 80.2% Community Hall 73,657 28,732 39.0% 133,446 24,634 18.5% Civic Centre 362,197 147,572 40.7% 356,630 174,549 48.9% Parks Building and Washrooms 187,401 94,658 50.5% 189,356 60,154 31.8% Beach Maintenance 63,391 27,894 44.0% 66,360 30,315 45.7% Parks and Landscaping 800,134 404,126 50.5% 856,103 378,962 44.3%

Total Parks And Recreation ' 1,503,788 715,401 47.8% 1,618,809 682,014 42.1%

Sub Total General MunicipalPurposes 9,584,196 4,654,059 45.6% 9,540,254 4,320,283 45.3% Sub Total Water MunicipalPurposes 1,025,000 496,122 43.4% 989,384 464,187 469% Sub Total Sewer Municipal Purposes 226,000 119,497 52.9% 230,415 90,680 39.4%

TOTAL OTHERMUNICIPAL PURPOSES 10,835,196 5,269,678 43.6% 10,760,053 4,875,150 45.3%

GRANDTOTAL EXPENDITURES 16,283,764 6,205,537 33.1% 16,652,327 7,392,301; 47.4% TOTAL NET EXPENDITURES -2,000,000 4,756,149 -3,705,000 2,486,407

PAGE TOWN OF QUALICUMBEACH Aug 15/16 FINANCIALPLAN REPORT - JUNE2016

YTDto Jun 30/16 YTDto Jun 30/15 Budget 15 (compared to budget) Budget 15 (compared to budget)

NON OPERATING ITEMS AND TRANSFERS

Other Non Operating Items

DCC Transfers 0 0 0.0% 0 0 0.0% Proceeds from Lease 0 O 0.0% 0 0 0.0% Proceeds from Sale Of Assets 14,000 11,770 84% 19,000 215,327 1133.3%

Total Other Non Operating Items 14,000 11,770 84.1% 19,000 215,327 1'I33.3"/.. other Non Operating Transfers

'

Transfer from Reserve — General 1,500,000 0 0.0% o o 0.0%

Transfer from Reserve — Water 550,000 0 0.0% 0 0 0.0% Transfer from Reserve - Sewer O D 0.0% 0 0 0.0% Proceeds from Debt 0 0 0.0% 3,750,000 0 0.0%

Transfer from Reserve V Land 0 0 0.0% 0 0 0.0% Transfer to Reserve - Land 0 0 0.0% 0 O 0.0%

Transfer to Reserve - Funds -14,000 0 0.0% —14,000 0 0.0%

Transfer to Reserve — Water —50,000 0 0.0% ~50,000 0 0.0%

Total Other Non Operating Transfers 1,986,000 0 0.0% 3,686,000 0 0.0%

Other Non Cash Items

Developer Contributed Capital O 0 0.0% 0 0 0.0% Amortizationof Assets -3,100,000 -1,550,000 50.0% 45,200,000 —1,600,000 50.0% Net NunCash Items 3,100,000 1,550,000 50.0% 3,200,000 1,600,000 50.0%

Total other Non Operating Items 0 0 0.0% 0 0 0.0%

TOTAL ITEMS& TRANSFERS 2,000,000 11,770 0.6% 3,705,000 215,327 5.8%

FINANCIALPLANBALANCE 0 4,767,919 0 2,701,734 Town of Qualicum Beach AU915/16 Major Projects and Debt Allocations - Jun 2016

2016 Budget June YTD2016 Annual Allocations Fire HallDebt 555,000 0 283,549

A Paving Program 360,000 0 50,128 Equipment Replacement 300,000 42,934 129,443 Misc, Age Friendly Trans Plan Improvements 40,000 0 12,900 Total 1,265,000 42,934 476,020

Building Proiects Town Hall BuildingRepairs 350,000 235 13,285 AirportBuildingImprovements & Beaufort 135,000 0 129,090 Beach Washroom lmprovments 100,000 0 0 CivicCentre BuildingBuildingImprovements 100,000 0 0 Total 685,000 235 142,375

Drainage Proiects

Misc. Drainage System improvements , 0 0 42,345 Memorial Avenue Drainage 250,000 0 15,333 Crescent Road West Drainage Rehabilitation 150,000 0 0 Primrose Drainage (Quallcum Commons area) 100,000 0 0 Total 500,000 0 57,678

/OtherProiects Miscellaneous 0 O 0 Laburnum Pedestrian Widening 40,000 0 16,267 Memoriallmprovments 1,850,000 44,237 98,050 MemorialAvenue BikeLane 350,000 18,028 43,083 Total 2,240,000 62,264 157,399

General Fund Capital and Debt 4,690,000 105,433 833,472

Water Cagital Berwick5 Commissioning 200,000 0 68,519 RebuildHemsworthPump Station 100,000 0 5,835 Eaglecrest Watermain Rationalization 100,000 0 0 Misc. Water System improvements 100,000 0 0

Misc. Sensitive Bank Imp. (Poplar Rd in2016) 175,000 - 3,594 15,836 Total 675,000 3,594 90,190

Sewer Cagltal Crawler Cam for Sewer 57,568 0 0 Miscellaneous Sewer System improvements 0 0 0 Total 57,568 0 0

Total Major Projects and Debt Expenditures 5,422,568 109,027 923,662 TOWN OF QUALICUMBEACH Aug 15/16 UNAUDITEDCONSOLIDATED STATEMENTOF FINANCIALPOSITION AS AT JUNE 30,2016

Jun 30116 May 31116 Dec 31/15 FINANCIALASSETS Cash and investments 13,718,211 6,852,080 9,637,234 Accounts receivable 9,907,076 17,060,914 1,335,413 23,625,288 23,912,993 11,022,652 CURRENT LIABILITIES Accounts payable 9,394,718 9,277,322 915,246 Accrued employee-benefits 685,447 745,318 597,721 Deferred revenue 84,129 43,623 1,028,712 Performance bonds and deposits 168,660 167,267 162,701 10,332,954 10,233,530 2,704,381

DEFERRED REVENUE- CAPITAL 1,728,831 1,728,831 1,728,831 LONG TERM DEBT 4,397,896 4,397,896 4,629,364 CAPITAL LEASE OBLIGATION 0 0 0 16,459,681 16,360,257 9,062,576

NET FINANCIALASSETS 7,165,606 7,552,736 1,960,076

NON FINANCIALASSETS Land 34,025,924 34,025,924 34,025,924 Buildings and Structures 29,405,973 29,399,126 29,256,986 Equipment (vehicles) 5,445,356 5,402,423’ 5,315,913 Infrastructure 105,316 324 105,257 067 104 954 641 ' Total Tangible CapitalAsset HistoricalCosts 174,193,573 174,084,540 173,553,464 Less amortization -62.004 457 -61.7415124 —60.454.457 Total Net Tangible"CapitalAssets 112,189,121 112,338,416 113,099,007 Inventories 43,111 43,111 43,111 Prepaid Expenses 1,839 1,421 17,672 112,234,070 112,332,947 113,159,789

ACCUMULATED SURPLUS 119,399,676 119,935,684 115,119,865

Note: Accumulated Surplus Comprised of Tangible Capital Assets Net of Debt 107,791,225 107,940,520 108,469,643 Surpluses and Reserves 6,650,222 6,650,222 6,650,222 Other adjustments 190,310 292,908 0 Net Cash for balance of revenues/expenditures 4,767,919 5,052,033 0 119,399,676 119,935,684 115,119,865

M 1+ P”4 1.9..» .._,_

u—_._..__,__ Town of Qualicum Beach FIRE DEPARTMENT

MEMORANDUM

TO: Daniel Sailland / CAO FOR: Regular Council, August 15, 2016 FROM: Darryl Kohse, Fire Chief

SUBJECT:Monthly Fire Department Report

PURPOSE To provide Council with the July Fire Rescue Department report.

BACKGROUND The QualicumBeach Fire Department services the Town of QualicumBeach and Regional District areas of approximately 34.5 square kilometres with an estimated population of 10,500 in the fire protection area. Fire Rescue services range from structure fires, interface fires, automobile accidents and specialized service.

SUMMARY Between July 1 and July 31 the department has had a total of 27 calls of service. The following is a breakdown of the incidents: 5 Motor Vehicle Accidents 1 Smoke in Structure 8 Alarm Activations 1 Duty Officer 5 Medical Aids 2 Bush/Interface Fires 1 Hydro Related Emergency 2 Vehicle Fires 1 Mutual Aid (Structure Fire) 1 Public Assistance

Incident Staff Hours: 79 hours, 25 minutes Average Response Time: 5.37 minutes TOTAL CALLS OF SERVICE Calls of Service 2016. Since December 1, 2015 there has been a total of 165 calls of service. The following is a breakdown of total incidents in 2016 to date:

— December 2015 — 17 incidents June2016 20 incidents

— January 2016 — 18 incidents July 2016 27 incidents February 2016 - 18 incidents

March 2016 - 15 incidents April 2016 - 23 incidents May 2016 - 27 incidents Incidents recorded for monthly reports may vary due to report submission deadlines.

TRAINING During the month of July, the department completed 12 regular training sessions and 3 special training . sessions. The following is a breakdown of training for July.

12 Regular Sessions 3 SpecialTraining Sessions 39 Total Session Hours 180 Total Staff Hours PAGE Mr‘ Town of QualicumBeach Fire Deparhncnt August 15, 2016 Regular Council Meeting Monthly Fire Depamnent Report, July 2016

As part of our training, the department has been Visiting the larger complexes throughout the community this summer conducting pre—incidentplanning should a fire or major incident occur. This planning better prepares the department to deal with issues by identifying hazards and challenges that the department might face during an incident.

Several of ourrecruit firefighters are nearing completion of their exterior firefighter training and will soon be riding department apparatus to calls. These members will have completed their first of three levels of training as they work towards their Firefighter ll designation. The Firefighter H program takes between 18 ans 24 months to complete and will meet the professional firefighter standards of British Columbia once completed.

We are also pleased to report that the department has now recruited seven new department members who will start training the first week of August.

INSPECTIONS / PREVENTION/PUBLIC EVENTS In the month of July 2016, the department completed 27 commercial fire inspections. The department has also been working on pre—fireplans for our commercial occupancies throughout the community. We expect to have over 65 new pre—fireplans completed and uploaded to our dispatch server for easy access during incidents by the end of summer.

APPARATUS / EQUIPMENT The department has just completed its annual pump test on all front line apparatus. All apparatus have passed testing with an excellent rating and have no mechanical issues. The department also plans on conducting an annual hose testing in August to ensure that all of our fire hose meet the National Fire Protection Standard. Hose testing is expected to take a week to complete.

FUNDRAISING On Iuly 22, 2016 the QualicumBeach Fire Department completed its annual Muscular Dystrophy Boot Drive. Members worked Very hard during this one day event raising just over $2395.70 through the generous support of our residents and summer Visitors.

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TO: Daniel Sailland, CAO FOR: Council Meeting, August 15, 2016

FROM: Luke Sales, Director of Planning

SUBJECT: Downtown to Waterfront: Memorial Avenue Upgrade and Estuary Improvements

RECOMMENDATION: 0 THAT Council directs staff to apply for grant funding to support the Downtown to Waterfront: Memorial Avenue Upgrade and Estuary Improvements 0 AND FURTHER THAT Council directs staff to work with Streamkeepers on the conceptual design for estuary improvements at the outlet of Beach Creek.

PURPOSE To seek Council guidance on an upcoming infrastructure grant opportunity.

DISCUSSION Town staff believe that there will be federal infrastructure funding opportunities announced within the next two months. To prepare for this opportunity, staff are seeking early Council guidance on a preferred grant project so that the Town will be ready with a complete application.

The Age-Friendly Transportation Plan identifies several projects that could make good use of this funding as shown in Appendix ’A'. The grant project recommended by staff, "Downtown to Waterfront Corridor and Estuary Improvements”, ties together several of the Town's strategic objectives. Theproposedroundabout willimproveone ofthe Town's most problematicintersections. A roundabout at Highway 19A and Memorial Avenue is recommended by the Age-friendlyTransportation Plan as the third priority i.nthe plan, as shown in the attached summary table. Note that the first two priorities (Hwy. 19A—CountryClub Drive and Village Way at Kwalicum Secondary) are already in the Towns workplan for 2016-2017. Completionofthe MemorialAvenue Upgradeswillcompleteone ofthe Town's most important transportationcorridors.Development of a cycling and walking route between downtown and the waterfront along Memorial Avenue was identified in the QualicumBeach CyclingPlan and QualicumBeach Official Community Plan. The long-term plan is to completely reconstruct Memorial Avenue from downtown QualicumBeach to the waterfront, including a separated bike path along the entire length with shoulder bikeways on both sides. In 2016 the Town began work on the lower one—thirdof this corridor and, with this grant project the Town would complete the separated path and road reconstruction on the remaining upper portion of Memorial Avenue. Theproposedprojectwillenhance?shhabitat forBeachCreek. For many years, the Town has worked with local Streamkeepers volunteers to improve fish PAGE Grant Application: Memorial Avenue Upgrade and Estuary Improvements August 15, 2016 Council Report habitat and conditions on Beach Creek. After a period when no fish were able to spawn up Beach Creek, these efforts have the return of spawning fish to Beach Creek.

1. Beach Creek has been daylighted west of the QualicumBeach Inn using a series of vegetated fish refuge structures. These introduce air and light to the stream and allow fish passage through what would otherwise be an impassible culvert. 2. The Town has worked with local Streamkeepers to maintain and improve natural stream conditions upstream of the waterfront through projects such as fish ladder construction and creation of spawning channels. 3. The Town has armoured the outlet of Beach Creek to prevent erosion and to enable fish passage.

The proposed roundabout and estuary improvement complements many of the goals and objectives of the draft Waterfront Master Plan (WMP).The WMP is still out for public comment, but the strongly emerging themes align with the proposed grant project. 1. A constructed estuary would help restore damaged ecosystems. The existence of Highway 19A and other developments prevents the complete restoration of the historic Beach Creek estuary, but there is an opportunity to construct estuary conditions seaward of the current outlet. 2. The roundabout will mark the beginning of the central waterfront, force slower speeds and signalling to drivers that they are no longer on a high-speed highway. 3. The roundabout will be constructed to accommodate sea level rise and will be constructed at a higher elevation than the existing roadway. This will set a precedent for future roadway upgrades and show the Town’s commitment towards resilient and adaptive infrastructure. 4. Creation of an estuary could potentially integrate public space, which aligns with the vision of the waterfront as a gathering place. 5. The design of the project would incorporate soft approaches to coastal protection and use natural coastal processes to protect infrastructure. The project would soften the interface between the ocean and land and create a more natural beach profile instead of a hard wall. Grant Application: Memorial Avenue Upgrade and Estuary Improvements August 15, 2016 Council Report

Estuary Improvements The following airphoto shows the current outlet of Beach Creek. At some point after 1960, the Creek was straightened into a culvert and the outlet was moved into the current location. However, this is not a natural condition. As seen in the photo below from 1960, the natural outlet of Beach Creek was much farther to the west. Current estuary conditions are far from ideal ~ a natural estuary provides a gradual transition between stream and foreshore, with vegetation, natural pools and habitat.

A Sediment plume j ' from Beach Creek

Sediment plume from Beach Creek

V . A V — .‘4 Figure2: Hlstarlc Photo (1960) showingBeach Creekmztumloutlet to thewest Grant Application: Memorial Avenue Upgrade and Estuary Improvements August 15, 2016 Council Report

Details on the estuary improvements have not been developed, and staff recommend working with Streamkeepers, a landscape architect and other professionals to develop an appropriate plan for Beach Creek.

Budget The project budget has yet to be finalized, however, the project is estimated at $3,000,000. The percentage of potential grant funding is not yet known.

SUMMARY Staff are seeking Council guidance on a capital project for an upcoming infrastructure grant opportunity. The project recommended by staff, ”Downtown to Waterfront: Memorial Avenue Upgrade and Estuary Improvements” is based on the Age—friendlyTransportation plan, the 2009 Cycling Plan and the draft 2016 Waterfront Master Plan.

ALTERNATIVES 1. THAT Council directs staff to prepare grant application for the following project: [insert project] 2. Provide alternative direction to staff

I V \\. \\

. - MIX» T /,,x , ‘ Luke Sags,SCIP, RPP / Daniel Sailland‘/I l\\J Director of Planning CAO Report Writer Concurrence

\N:\0100-0699ADMINISTRATION\0360COMMITTEES AND COMMISSIONS\Cou.nCil\2016\O815 regular Council mee?ng\memo.RoundaboutGrantApplica|ion.Aug15.docx

PAGE Town of Qualicum Beach M E M O R A N D U M

TO: Luke Sales, Director of Planning FOR: Council Meeting, August 15, 2016

FROM: Rebecca Augustyn, SpecialProjects Planner

SUBJECT:Development Variance Permit: 535 Crescent Road West

RECOMMENDATION THAT Council directs staff to issue a Development Variance Permit for 535 Crescent Road West as attached to the August 15, 2016 Planning memo to Council.

PURPOSE To consider a Development Variance Permit that would reduce the minimum front yard setback on Arbutus Street from 8.0m to 4.81m.

BACKGROUND A Development Variance Permit is required for a portion of the proposed addition to a house at 535 Crescent Road West. The single-storey addition extends to the north—eastof the existing dwelling, as detailed in the attached plans.

' Sub'ectJ ProPerty Arbutus St. is a dead end, but it is still considered a “road” when determining setbacks.

Figure 1: Subject Property

Zoning The subject property is zoned Residential 1 (R1),which specifiesa setback of 8.0m from front property lines. For through lots with a road frontage on the front and back, this 8.0 setback applies to both roads. If Arbutus Street was not a road right of way, the minimum rear yard setback would apply, which is 3.0 In for a single—storeystructure. P/ Development Variance Permit: 535 Crescent Road August 15, 2016 Council Report

DISCUSSION 4 The rninirnum front yard setback of 8.0m is reasonable when adjacent to roads that are constructed or may be constructed in the future. However, it does not make sense to apply a front yard setback to this extension of Arbutus Street, since extending Arbutus St. down the steep bluff to Hwy. 19A would be extremely difficult and impractical. From a legal perspective this portion of Arbutus Street is considered a road, but from a practical perspective it will not be used as one.

It is possible to build an addition in a way that conforms to all the setback requirements, but doing so would likely incorporate a second storey. A second storey on the existing footprint would comply with the zoning, but would be detrimental to views from other homes in the neighbourhood. In the opinion of staff, this is an occasion where complying with the zoning does not offer community benefit and it is reasonable to consider a variance.

As of Monday, August 8, 2016, the two neighbours at 537 Crescent Road West and 533 Crescent Road West have submitted letters of support for the proposed variance.

SUMMARY The proposed variance at 535 Crescent Road West would reduce the minimum setback to the Arbutus Street right of way from 8.0m to 4.81m. In accordance with the requirements of the LocalGovernment Act, notification of the proposed variance was sent to all property owners and tenants within 50m of the subject property so that they can have an opportunity to share any comments or concerns prior to Council consideration. Without the benefit of community input at this meeting, staff recommend issuance of a Development Variance Permit as attached to this memo.

ALTERNATIVES

0 Refuse the Development Variance Permit for 535 Crescent Road West; or I Provide alternative direction to staff.

x "'/ Rebecca Augustyn Luke Sales, MCIP, RPP ,/ ' Daniel A Walill\a\nd Special Projects Planner Director of Planning CAO Report Writer Concurrence Concurrence

N :\0100—0699ADMINISTRA'l'ION\0360 COMMITTEES AND COMMISSION S\Council\2016\O815 regular Council meeting\ memoDVI’.535CrescentRoad_Aug152016.do::x

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"\ TOWN OF QUALICUMBEACH BYLAW NO. 580 SCHEDULE ’4E’ DEVELOPMENTVARIANCE PERMIT

Christine Karen Nokleby Richard Edward Iohnson

Address: 3020 25A Street SW Calgary, AB T3E 1Z7

Except as varied by this Permit, this Development Variance Permit is issued subjectto compliance with all applicable Bylawsand Provincial and Federal Statutes and Regulations, This DevelopmentVariance Permit applies only to those lands within the Town described below, and all buildings, structures and other development therein: Legal: Lot 19, Plan 6206, DL 78, Newcastle District PID: 005-889-109 Civic: 535 Crescent Road West

The land described herein shall be developed strictly in accordance with the following terms and conditions and provisions of this Permit and any plans and speci?cations attached hereto which shall form a part thereof: n/11

With respect to the land, ”Town of QualicumBeach Land Use and Subdivision Bylaw No. 580, 1999, Section 6.4.7 " is hereby varied as follows: a) Relax the minimum setback on the north property line from 8.0 metres to 4.81 metres.

If the permittee does not commence the development permitted by this Permit within 24 months of the date of this Permit, this permit shall lapse.

Security provisions pursuant to the LocalGozzemmentAct which apply to the development are as follows: n/a

This Permit prevails over the provisions of the Bylaw in the event of con?ict.

Notice of this Permit shall be filed in the Land Title Office at Victoria pursuant to the Local GovernmentAct, and upon such ?ling, the terms of this permit or any amendment hereto shall be binding upon all persons who acquire an interest in the land affected by this Permit.

This Permit is not a building permit. Authorizing Resolution passed by the Council this day of , 2016. Development Variance Permit issued this day of , 2016.

Corporate Administrator PAGE Z(.E Em

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PAGE Town of Qualicum Beach M E M O R A N D U M

TO: Daniel Sailland, CAO FOR: Council Meeting, August 11, 2016

FROM: Luke Sales, Director of Planning

SUBJECT:Draft Waterfront Master Plan Update

RECOMMENDATION 0 THAT Council extends the timeline for written feedback on the draft Waterfront Master Plan until September 12, 2016; - AND FURTHER THAT Council considers a revised draft Waterfront Master Plan at a Committee of the Whole Meeting on Tuesday, September 20, 2016 at the Qualicum Beach Civic Centre, 747 IonesStreet, QualicumBeach, BC at 7:00 pm. I AND FURTHER THAT Council directs staff to remove the detailed design of a continuous walkway adjacent to the residential waterfront properties west of BayStreet from the ”Next Steps” in the Waterfront Master Plan.

PURPOSE To provide information on feedback received regarding the draft Waterfront Master Plan.

BACKGROUND The goal of the Waterfront Master Plan is to create a comprehensive plan that will help guide the future of the waterfront while achieving the Town's long~term goals for environmental, economic, social, and cultural sustainability. The second phase of the Waterfront Master Plan will build upon the first phase while incorporating stakeholder concerns, values, and Vision for the waterfront. The second phase aims to answer the following question: ”Taking into account the reality that sea levels will continue to rise for generations to come, how can QualicumBeach preserve and enhance its waterfront for residents, visitors and marine ecosystems?”

A draft Waterfront Master Plan was presented to Council on Iuly 11, 2016 after three years of work in several different phases. 1. The first phase studied the existing coastal processes and the expected effects of sea level rise on the Qualicum Beach waterfront. 2. The second phase engaged the public to explore how the Town should accommodate the effects of sea level rise (Phase 1 findings) while enhancing the Waterfront for users, stakeholders and the natural environment.

The second phase of the Waterfront Master Plan began eight months ago. Since then there have been 23 notices of public meetings from the Town, not including the numerous meetings held by neighbourhood groups and communityassociations: 0 8 email blasts announcing meetings or inviting the public to take (2000+emails) I 9 Council/Committee of the Whole meetings 0 2 Large—formatPublic Information meetings PAGE o 4 Notices iii the PQBNews (Town Tidings)

The draft plan was presented for public input with direction to discuss the plan at the August 11, 2016 Committee of the Whole meeting.

On August 11, 2016 Committee of the Whole adopted the following motions:

THAT the Committee of the Whole recommends to Council THAT Council hold a Committee of the Whole Meeting on Tuesday, September 20, 2016 at the QualicumBeach Civic Centre, 747 IonesStreet, QualicumBeach, BC at 7:00 pm.

THAT the Committee of the Whole recommends to Council THAT Council direct staff to remove the detailed design of a continuous walkway adjacent to the residential waterfront properties west of Bay Street from the ”Next Steps" in the Waterfront Master Plan.

The complete draft Waterfront Master Plan is available for review on the Town's website, www.gualicumbeach.com and printed copies are available for review at the Town Hall.

DISCUSSION The Town has received a high volume of responses to the draft Waterfront Master Plan, through emails, phone calls and counter inquiries. The written responses are summarized brie?y in Appendix ‘A’. The complete record of feedback is in a public input binder, available for review at the Town Hall. The summaries are not a complete record, as some of the responses are lengthy and address many topics. Comments on specific issues are included below.

Topic:WaterfrontWalkway A high proportion of the comments (both positive and negative) address the concept of a waterfront walkway on the water side of existing residences. The plan does not commit to the construction of such walkway, but does include further exploration of several options for connecting different parts of the waterfront with a continuous walkway. Public input throughout this process has strongly favored the connection of these different areas of the waterfront, but until design work is done it is not possible to determine which is feasible or practical. However, detailed design of the walkway next to residences could be considered for removal from the "next steps" of the plan to leave time for more discussion. (Alternative 1)

Topic:Pier The pier that was proposed during the idea fair and included in the plan as a consideration has generated significant feedback. The wording in this part of the plan does not clearly communicate thata pier is an option to be considered, not a commitment. In the next draft the wording will be changed to replace the word "Build” with "Consider building", so that the sentence would read ”Consider building a pier or clock that extends into the water.” (pg. 29) Similar wording changes may be required in other parts of the plan.

Topic:Consultation Process The length of time available to comment on the draft plan was also raised numerous times. There was a misunderstanding that the Town invited comment on ]uly 283‘with a deadline of PAGE August 2nd,2016. However, the date of Iuly 28”‘ was the monthly "Town Tidings" publication in the PQBNews, and the invitation for comment was sent out several weeks earlier, The request for more time to comment can be accommodated, as included in the staff recommendation. For reference, a record of public announcements and meetings regarding the second phase of the Waterfront Master Plan is attached as Appendix ‘B’.Specificissues that require more discussion or analysis should be included in the Official Community Plan review.

Topic: Timingofchangesto the Waterfront Some residents that submitted feedback do not support taking action to mitigate the effects of sea level rise until there is consensus about the future rate of sea level rise. This plan does not support this position, and recommends a precautionary approach to sea level rise climate 1 change; it is better to be prepared. Furthermore, there is significant interest in the community to see renewed amenities in the waterfront area, which is not contingent on sea level rise.

Topic:Scopeand depthofthe WaterfrontMaster Plan Feedback was received suggesting that the Town should take the plan further, incorporating more detail on items such as walkways, bike paths or a stronger commitment to specific options. The Waterfront Master Plan is not a detailed design for the waterfront, but sets on high—levelprinciples to guide decision-making. Certainly there is more work to be done and there need to be more discussions in the future. The upcoming Official Community Plan (OCP) review is one opportunity, but the waterfront will continue to be a discussion topic for decades to come, as the conditions will undoubtedly change, more information will be received, and community priorities may evolve.

Wording and GrammaticalChanges Some feedback regarding improvements to unclear wording, grammatical errors or other minor issues has been addressed, and more changes of this type are still required.

Staff will bring back a revised plan with a detailed log of changes after all feedback has been received.

SUMMARY There has been a high volume of feedback related to the Draft Waterfront Master Plan, and staff recommend more time for community review and comment, as well as time to update the draft. If this recommendation is endorsed, the draft will be open for comment through September 53‘ and discussed at the September 20*‘Committee of the Whole meeting.

ALTERNATIVES 1. THAT Council provides alternative direction to staff g .é Luke Sales, MCIP, RPP Director of Planning Concurrence Report Writer

N:\0100—0699ADMINlSTRATlON\0360COMMITTEES AND COMMlSSIONS\Council\20l6\0815 regular Council meeting\ memo.WMP August 15 2016.docx PAGE I APPE/xi{Mic‘A

Draft QualicumBeach Waterfront Master Plan Feedback - July 15 to August 3, 2016

Thisis a summary ofcammen ts, Thecomplete record offeedbackis available forreview of the Town Hall.

’ ’ ’ ' ‘ Address. 1 '

A Concerns- Lackof time to commentuandnot cation

2981|s|and Highway ~ Security issues, lack of privacy, parking issues and devaluation of property Peter Axhorn

Support’ v Lessening automobiledominancethrough a variety of possibilities

' ‘ Wendy 210 Crescent Road East - Opportunities for public input . 3 _ _ I BatholomewV V - I V §Proposa| .- Drop speed to 30km/hralong beach,signage for arbypass route

Irene Brooks Su ort - Trailsalong the waterfront and not alongthe highway W ' ‘ ' Plan V ? isupport-Waterfront , , , __, , _ ,

‘ ~ Continuous walkwayfor the full length of the waterfrontarea

7 Use of level _ soft landscapingto protect waterfront fromsea rise

a

l i ..:AL95i'PL°;Pi";L... g,., Ci:of osing 19A or bu‘ ding DoreenNicklidg Johnson 1203 MiralomaDrive Suppg? - Elan, M“ w___ Waterfront V‘ Dennis"WW W

Proposal - Seasonal portables washrooms

- Dog on leash and marine life information signs

Taylor Family N/A » Wheelchair/canefriendly accessible entry to beach

- Food trucks, parklets, more picnic tables and benches

- Ensure beach when sea level rises

A4AA

(Concerns - Plan does not protect shorelinefrom climatechange 5 - Plan does not protect the environment, instead promotes commercialization of waterfront

( » Waterfront as a focus for commercial development (tourist accommodation, RV parking) ‘ - Loss of waterfront charm due to increased commercialactivity (dock, food trucks, camping) 5 — Continuous walkway on north side of beach area would interfere with existing infrastructure l and impede beachaccess Joan Sampson ‘ - Dockwouldendanger swimmers and paddleboarders, obscureviewscape - Report contains inconsistencies (discourage motoriled watercraft but encourage food trucks, E camping, I boats) i - Cluttering the beach by adding interpretive signage l - if there is a need for another public building with space for a chalkboard

iProposal — Builda continuous walkway below the golf course i

’ Concerns walkway of waterfront woulddecreaseprivacy,security, and cause the Craig Barton infront homes

~ More In ormation on t e eac ront p an, spec: ica y or pe estrians an cyc ists Sandy Ribeyre (Question ‘Support ~ Would liketo see__pierand walking/bike path along the waterfnront

‘ Concerns - Foodtrucks ‘ - Lackof notificationand due diligence informing residents of plan,as wellas not encouraging residentfeedback ‘ Support - Potentialyboardwalkand/orpier K’-wiaevelopmentof opportunitiesfor businesses to lyldonimproved access to water ..e...._.e N” _.. W,

£9 u iSupport , - Effortsto restore the natural state of the beachfront ii ~ Construction of alpierthat willprovide a continuous walkway . 2 ~Remova buildings that are encroaching on Town property

i —i . — Morepublicwashrooms, garbage bins, picnic tables, and fountains should be added

S ‘ l ‘ ' Carla Farmer _ €556Yambury Road -Taxrbasecansupport the purchasingof private lands

V l ‘

' Zconcerns ' ~ V i _ , Closing 19Aor diverting traffic away from it

I 7

' l - Increasedcommercialactivity other than a very limitednumberoffood truck l - Do notadd more firepits i sh 5.<3t_£=s_=4é!_e1.~__,__..c,_.t...

‘Concerns— Lackof notifications of the waterfront plan, quick deadlines, and decisionmaking process ,2971 island Highway Wilma & Norman Ellis gwest » Removal of beachfront E - Impact on waterfront property owners PAGE

mi Concerns - Lack of voices from the waterfront residential community from the process

- Short submission period for feedback

- Engagement of key community stakeholders (wate riront owners) has not occurred to date owners (decreased personal security, privacy, impaired views, increase in pestsi

- Plan is a marketing document with an agenda to develop the watariroht nrstiy and secondarily, to protect it »Aii continuous walkway options do not contribute to the protection of property and safety of HVESAAlso,costly and do not manage rising ocean levels

- Walkway in front of homes West of Bay St raise numerous concerns:decreased personal security, privacy, views, beach access, pariting butincreased infestations, property crime, light and human pollution

- Plan does not outline challenges posed roreach option

Proposals - Plan should focus on saiety and protection of all lands and people within the Town‘:

- Extension of feedback period . Individually inform residential wateriront property owners

Collette 0—Rei||y N/A » Remove negative language towards waterfront property owners (i,e. encroachments, non» coniorming hardened their properties)

e Plan should include legal, rinanclal,jurisdictional, political, and moral consideration for each option

- Next steps its is misplaced, incomplete, and requires clariiication, itshould read: ”Engage and openly work with those property owners directly impacted by SLRon the options laid out in this Plan through neighbourhood level consultation to develop and then astahiish adaptation strategies such as x,ii, or 2."

V Next steps #4 does notarise out ofthe process or issues covered in the plan. ltshould read: ”Work with authorities and other lurisdictlonsto confirm the feasibility and processes required to gain approval for the options laid out in the Waterfront Master Plan as well as estahllsh general cost implications for each Option.”

- Next steps i: 5 is written as a conclusion and should be edited to include developing detailed designs for all options The remaining options should be added

~ Next step lie is specific to a future OCP review which appears to be outstanding. it should read: "Update the Waterfront Master Plan in "5 years when it is expected that more accurate and complete SLR data will be available and the iuture Officialcomm ’ty Pi n has gone through public consultation"

3013 islandHighway Joanne Folkins ~ Walkway in front of private properties (obstructed views, devaluing properties, less access for West waterfront owners, available parkingspaces)

0 iconcerns— BoardwalkIn frontofproperties and the impact idevalulng property, privacy, property rights) RichardFolkins l - Building another seawaliin frontof the existing one given the impact of seawails

Proposals— EgcusoAr_l_‘protectln?g_partsof waterfrqrirwith no s_ea_livaiLt3LnaturaLbar?er

Concerns - Unreasonable submission deadlines Anna Francis lProposals - Extend submission deadline iconcerljis- Lackof noti?cation andpublicsubmissiondeadline ; .

,—Conflictsbetweenthe Vision Statement, CommunityCore Values,and the actions proposed _ _ l I I l ‘ ' l i ‘ ‘ in the Plan: .

. r- The Vision specifies to rising sea levels maintaining a , i Statement adapting while _ ' healthy marineecu-system protected fromhuman interferenceand a respect ofthe natural ambience of the but the plan promotes a walkway,pier or dock,mooring buoys, waterfront l l

3035 ‘ Unit El2 island’ ' #1 rentalkiosksto promote increasedbeach activities &,"°?'l“W°ll- Highway West : P - TheCommunity Valuesincludethe preservation oftlie environment,maintaining small ‘ natural beauty Beach.Planpromotes tourist »_ 'town_character, andtranquilityofQuaiicum _ accommodation,restaurants and coffee shops,walkway, foodtrucks,and pop-up coinmercial._ . , ' ewalkwaywould be uncomfortablefor both property owners and users Proposals - Extendthe submissiondeadline ‘ ‘

Concerns — Submission deadlinefor the WMP

Roberta Reid N/A - Noti?cations for WMP

~ _ Proposals Extend submission deadline

:3035IslandHighway Concerns ~ Those outlined by Pete and LeslieWolf Dave &Margie Mack West Proposals - Extendsubmissiondeadline , K 8t 3035 island Highway iconcems - Those outlined by Pete and LeslieWolf KimCoupal—Har|off l Jacquie Vargas-Huene West roposals - Extend submission deadline 2955 islandHighway Shawna Walker ancern ~ Submissiondeadline, iackofpublic noti?cation West ; 3035 Island Highway - Those outlined by Pete and LeslieWolf Dave 8t LisaVernon West Proposals - Extend submission deadline

?concerns- the Plan John Wood 466 Troon Close .Support Policiesin waterfront Marty 466 Troon Support ~ Policies in the

waterfrontPlan 7 Wood > Close

' i — 1 Support ~ Incorporation ofa boardwalk, pier for pedestriansand cyclists

Herb& Marge RokoshN/A — - Enhancementof pubiclacclessto the centralbeachareas

Patti &Jim Hughes 51287Point Mercer Drive Support — Waterfront Plan E APPENism‘ 3»

A it Communicationtogfor the Phase 2 of Waterfront Master Plan (201 016) b Communication Format

November 6, 2015 Email Blast Invitation to of December 1 Public Information Meeting December 1, 2015 Public Information Meeting Phase 1 Presentation and start of Phase 2 December 5, 2015 Council Memo Waterfront Master Plan Engagement Strategy Notification of second phase of WMP January 6, 2016 EmailBlast Invitation to participate by hosting a small group meeting or becoming a facilitator) Notification of second phase of WMP January 29, 2016 Email Blast Invitation to participate in Town hosted small group meetings February 1, 2016 Council Memo Waterfront Master Plan Update Noti?cation Town is entering second phase of the Waterfront Master February 25, 2016 Town Tidings Plan process Requesting input and publicinvolvement

February 22,2016 Council Memo Waterfront Master Plan Update Requesting input from the public through aPub|ic information February 26, 2016 EmailBlast Meeting on March 16, 2016, survey, orjoining the WaterfrontMaster Plan Working Group

March 14, 2016 Council Memo Waterfront Master PlanUpdate

Update on the process, ?ndings to date (values), and next steps March 16, 2016 Public Information Meeting Further engagement on how the waterfront is valued

Linkto the feedback collectedto date March 21, 2016 EmailBlast Request for ideas for the waterfront

Information on the focus to date (common dreams and values of the March 31, 2016 Town Tidings waterfront) Request for ideas for waterfront ideas April 14, 2016 EmailBlast Deadline extension for waterfront ideas April20, 2016 Town Tidings Waterfront Idea Fair on May 9, 2016 (9am to 8pm) April25, 2016 Council Memo Council receives community values Notification of Waterfront Master Plan Idea Fair on May 9, 2016 May 5, 2015 EmailBlast (9am to 8pm) May 15, 2016 Council Memo Waterfront Master Plan Update

Council receives the Engineering and Environmental Framework to Evaluate Waterfront Development Concepts and the Community June 13, 2016 Council Memo Value Framework to Evaluate Waterfront Concepts and the Waterfront Master Plan Vision Statement

Waterfront Master Plan be updated as per comments received and Council Memo brought to the Committee of the Whole Meeting on August 11, 2016

Noti?cation that the draft Waterfront Master Plan is available for EmailBlast comment until August 2, 2016 Notification that the draft plan is open for public comment until July 23, 2016 Town Tidings August 2, 2016 August 11, 2016 Memo Committee of the Whole Meeting

i r Town of Qualicum Beach M E M O R A N D U M

TO: Daniel Sailland, CAO FOR: Council Meeting, August 15, 2016

FROM: Luke Sales, Director of Planning

SUBJECT:Official Community Plan Review 2016-2017 Work Plan

RECOMMENDATION: 0 THAT an Official Community Plan Review Steering Committee be created in accordance with the Terms of Reference attached to the August 15, 2016 Planning memo to Council; 0 THAT Council directs staff to advertise for volunteers to serve on the Official Community Plan Review Steering Committee.

PURPOSE To provide a work plan for a review of the Official Community Plan. In accordance with the six- year review cycle established in the current Official Community Plan (OCP)Bylaw No. 700, this memo marks the start of an OCP review that will be completed in 2017. The proposed OCP review will focus on emerging and current issues through meaningful public engagement, rather than conducting a shallow review of all aspects of the OCP.

BACKGROUND On July 14, 2016 Committee of the Whole adopted the motion ”THAT the Committee of the Whole recommends to Council that an Official Community Plan Review Steering Committee be created in accordance with the Terms of Reference attached to the ]uly 14, 2016 Planning memo to Council as amended. "

This memo provides background on the OCP review workplan.

DISCUSSION The Town of Qualicum Beach Official Community Plan was first adopted in 1978, and the 2017 OCP will be the 89‘major review. Prior to 1978, the Town managed planning through the zoning bylaw. The first land-use plan dates back to 1944, when a zoning bylaw was adopted only two years after the incorporation of QualicumBeach. The first land-use plan was relatively simple, dividing the town i.nto several zones with different character and community expectations. The eastern waterfront, including the ”estate properties" was for high-end development, the central waterfront area was for residential and tourism, and the coastal area in west QualicumBeach was for mid-range residential development, retail, service stations, dance halls etc. Areas to the south, including what we now know as the downtown, had no zoning.

The next zoning bylaw, in 1957 established a land-use framework with many similarities to the land use designations that are currently in the Official Community Plan. The decision was made to re-focus development upland from the golfcourse, and the 6 1/2block commercial core that is still the focus of retail and commercial activity was identified.

PAGE

;-—_..—-—-—~ 2016~2017 OCP Review Work Plan August 15, 2016 Council Meeting

The 2017 OCP marks 75 years since the incorporation of QualicumBeach and almost 60 years since the adoption of the 1957 land use plan that the Town is still building on today. Many things have changed since the 1957 land use plan. These include, but are not limited to: - The Town's boundaries have been expandednine times 0 Some areas in the original plan have been ”upzoned" - Many areas have been rezoned from multlfamily/ tourist designations to residential. area in 0 Permitted heights have decreased (6storeys allowed in the commercial 1957) - Development potential (through rezoning) has increased in the Village Neighbourhood. was in 2011. 0 A strong emphasis on ecologicalprotection and sustainability incorporated in 0 Secondary suites, garden suites and carriage houses are now supported many residential areas. I Design guidelines have been implementedin the Village Neighbourhood. - Development Permit Areas were established to protect environmentally sensitive areas, and to establish regulations on hazardous lands

Many parts of the Town's plan have remained the same - Cornmitment to a compact commercial core in the downtown 0 Commitment to quality of life

The last several OCPS have broadened the focus on quality of life to recognize importance of the preserving ecosystems and natural areas. Policies and initiatives to address social issues, such as affordable housing and youth and family retention, are also now a part of the OCP. The value of economic activity has also been identified.

Reviewing the Official Community Plan provides the community with an opportunity to reconfirm the Town's long—termvision, goals and priorities while adapting and responding to current issues. Many elements of the plan stay consistent from one OCP to the other, but specific policies change. Rather than going through a comprehensive process in 2016-2017, staff recommend a focus on emerging and current issues so that more time and energy can be invested in current priorities. Although it is possible to review the complete spectruin of policies and issues, doing so would either require additional resources or result in a less intensive review of key issues. Topics that are outside the scope can still be discussed, but less resources will be invested in exploring those issues. is Maintaining a focus on key issues is one way that this OCP review will be distinct. The other through the use of a steering committee of community volunteers to guide the process. A steering committee has been utilized in some previous OCP reviews, but not in the 2009-2011 OCP review. The steering committee would serve for the duration of the OCP review, at which point it would be automatically discontinued. The committee would meet once per month initially, and committee members may help facilitate portions of the public engagement. The terms of reference for the comrn.ittee are attached as Appendix ’A’.

The Terms of Reference has been amended slightly based on discussions at Committee of the Whole. 0 The number of public representatives will be up to a maximum of nine. - The meetings will be held on the first and third Monday of the month, but the time of day will be determined at a future date.

0 The Council member will not be a voting member. PAGE 2016-2017 OCP Review Work Plan August 15, 2016 Council Meeting

Following is a breakdown of the steps in the OCP Review, as well as an overview of the timeline.

Step 1: Preliminary Consultation The first step in the public consultation process is to identify the issues that should be reviewed in this Official Community Plan review. Not every aspect of the OCP needs to be reviewed, and the public should be engaged in the development of the scope. This is similar to the implementation of the Waterfront Master Plan, which included a well-defined scope of work that was developed through early public consultation.

Some issues have emerged that will likely warrant discussion in the process. This list will be refined in the preliminary consultation; some items may be added and others may be removed.

0 Short—termvacation rental in residential areas - Waterfront Planning and sea level rise I Municipal services outside of the Urban Containment Boundary I Airport Area Planning I Digital media economy - Pheasant Glen 0 West QualicumBeach Open Space Development Area 0 Bus Garage / QualicumCommons - Social Procurement and triple bottom li.neevaluation 0 The definition of a full OCP review process for QualicumBeach

The preliminary consultation to identify the scope of work is planned for September and October of 2016. This consultation would consist of a large—formatpublic meeting and numerous smaller meetings and interviews.

Step 2: Development of a Public Engagement Plan Public engagement techniques will naturally vary depending on the issues being discussed, so the public engagement plan will be presented following the preliminary consultation. The specificsof the public engagement are still up for discussion, but it should be expected that there will be a Quality of Life Survey and a wide variety of public engagement opportunities related to the topics identified in preliminary consultation.

Step 3: Quality of Life Survey The Town has customarily conducted a Quality of Life Survey i.n conjunction with Official Community Plan reviews. Quality of Life Surveys serve several functions:

1. To monitor and report on residentsatisfaction with municipal services 2. To monitor and report on shifting trends, such as hobbies, transportation, lifestyle and comrnunication preferences 3. To provide feedback on key issues to assist with the Official Community Plan review.

Based on the draft work plan and timeline, the Quality of Life survey would be developed in November—Decernberand the survey will be sent out in late December with approximately six PAGE ~ 2016-2017 OCP Review Work Plan August 15, 2016 Council Meeting

weeks to respond.results would be presented to Council and the public in December. To ensure that seasonal residents have an opportunity to participate in the survey, a notice will be sent out in September by mail to all property owners in QualicumBeach, offering the option to complete the upcoming Quality of Life Survey online or by mail.

The Quality of Life survey will be developed in coordination with a market research consultant to ensure that the methodology and data analysis are done to a high standard. Engaging a consultant ensures that the survey is carried out in accordance with industry standards, and also opens the opportunity to verify results through a rigourous telephone survey.

Step 4: Focused Public Engagement Public engagement is vital to the success of an Official Community Plan review process. Staff propose to focus the public engagement based on recent experience with the Harlech Road Planning Process and the Waterfront Master Plan. Following the International Association for Public Participation (IAP2)guidelines, different engagement methods will be identified to engage a wide range of stakeholders, including those who would otherwise be unengaged.

The engagement methods will target varying levels of participation and allow for multiple points of entry. Some engagement methods are chosen to facilitate open-ended, continual engagement, such as comment boxes and interactive maps, while others facilitate in-depth conversation on specific topics, such as surveys and focused conversations.

As a follow—upto the Quality of Life Survey, focused public engagement will likely consist of 1. La.rge—formatmeetings at key decision points. 2 Small group meetings facilitated by town staff and trained community volunteers 3. Pop—upengagement at community events and in public places. 4. Targeted meetings with youth and other groups. 5 Surveys, comment boxes and other casual engagement opportunities.

Consultation will be facilitated primarily by Town staff and community Volunteers.

Step 5: Draft Plan Following the conclusion of public consultation, staff will draft amendments to the Official Community Plan. Draft amendments will be brought forward in an open Council meeting and may be presented at a large—formatpublic information meeting. Once a draft plan has been released, there will be a period for public feedback, and revisions will be made as appropriate. This review and referral cyclewill repeat until Council is satis?ed with the amendments and the bylaw is adopted.

On the following page is a draft timeline for the 2016 - 2017 OCP review.

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For reference, the 2009-2011OCP Review had a budget of approximately $200,000,of which approximately half was funded through a grant.

It should be noted that the budget may change depending on preliminary consultation regarding project scope.

SUMMARY

The 2016 — 2017 Official Community Plan review will differ from previous reviews in several ways:

1. An OCP steering committee will be formed to help guide the process. 2. The review will focus on key issues rather than the entire OCP 3. The first step in the review is a preliminary consultation to determine key issues. 4. The quality of life survey will be conducted following preliminary consultation, so that it can be used as a tool to inform the review of specific topics.

ALTERNATIVES

1. THAT the Committee of the Whole directs staff to amend the OCP Review work plan as follows (insertchanges) 2. Provide alternative direction to staff

// - ‘ff Luke ales, MCIP, RPP V. Director of Planning CAO 7 Report Writer Concurrence

\N:\0100-0699ADM'IN'lSTRATION\0360COMMITTEES AND COMMISSIONS\Cou.ncil\2016\0815 regular Council meeling\memo.OCPReviewWorkp1an.Aug15.docx OCP Review Steering Committee: Draft Terms of Reference

Appendix ‘A’: OFFICIAL COMMUNITY PLAN REVIEW STEERING COMMITTEE

TERMS OF REFERENCE OFFICIAL COMMUNITY PLAN REVIEW STEERING COMMITTEE

1. PURPOSE OF COMMITTEE The ”Official Community Plan Review Steering Committee” (TheCommittee) shall: 0 Help define the scope of the 2016-2017 Official Community Plan (OCP) Review; - Provide recommendations to Council on decision points

2. LIMITATIONS OF THE DUTIES AND POWERS OF THE COMMITTEE The Committee has no delegated authority from Council and is not empowered to manage any property, aspect or role of the Town's responsibilities. Town staff assigned will be responsible for managing the design and coordination of the planning, the communications plan and the Council-approved event budget.

3. COMPOSITION OF THE COMMITTEE The Comrnittee shall be appointed by Council and be composed of: 0 Councillor liason appointed with the primary interest of Community Development - Director of Planning - Up to eleven (11)community representatives

The composition of the committee should re?ect the diverse interests of the Town, and a variety of backgrounds and expertise will be sought through the selection process.

4. ADVISORY PERSONS TO THE COMMITTEE The following persons may participate in meetings of the Committee in an advisory capacity, but shall not vote:

(a) Councillor Liaison (b) Chief Administrative Officer or designate; (c) Planning Staff and other departmental staff as required; (d) Corporate Administrator or designate, as Secretary to the Committee and clerical assistance for recording minutes, preparing agendas and resource material; (e) Persons representing other interested groups, agencies or businesses who may be invited by the Chair to attend meetings. (f) Consultants (as required)

PAQE

’ OCP Review Steering Committee: Draft Terms of Reference

5. APPOINTMENT AND MEMBERSHIP Chair (a) The Committee shall, at the first meeting, elect from its members a Chair who shall preside at all meetings for the balance of the term.

Nominations Member: (b) The public members will be invited from the community. From applications received, Council will appoint the public members and may, in any case, decline to appoint an applicant and invite new applications.

Term and Termination (c) Members of the Committee shall serve at the pleasure of Council and with a term ending upon adoption of an updated Official Community Plan. (d) Council may terminate the appointment of any member of the Committee at any time.

Resignation and Absenteeism (e) A member may resign from the Committee on presentation of written notice at a regular meeting of the Committee. Any member, other than a member of Council, who is absent from three (3)consecutive meetings without cause or without notice to the chairperson, shall be deemed to have resigned from the Committee.

Vacancies (f) Any vacancy on the Committee, other than a vacancy caused by the resignation of a Council member shall, for the expired portion of any term, be vacant or Council may invite fresh applications from the public, as the case may be.

Composition of Committee (g) At all times, Council shall ensure that at least one member of the Committee is a Council member, as required by the CommunityCharter.

Remuneration (h) All members of the public appointed to the Committee shall serve Without remuneration. All expenses reasonably incurred in the carrying out of Committee business may be reimbursed by the Financial Administrator of the Town with the approval of the Chief Administrative Officer or designate.

6. MEETINGS Regular Meeting PAGE

._._.—._.._... OCP Review Steering Committee: Draft Terms of Reference

(a) Regular meetings of the Committee will be held in the Committee Room of Town Hall on the first and third Monday of each month at (time to be determined).

Special Meeting (b) The Chair of a committee may call a meeting of the committee in addition to the scheduled meetings, or may cancel a meeting. Notice (c) Meeting notice shall be in accordance with the Procedure Bylaw.

S21.101‘11II1 (d) The quorum for a committee is a majority of all of its members.

(e) If there is no quorum of the Committee present within 15 minutes of the scheduled time for a scheduled meeting, the Corporate Officer must: (i) record the names of the members present, and those absent; and (ii) adjourn the meeting until the next scheduled meeting.

3 PAGE TOWN OF QUALICUMBEACH

Bylaw N 0. 705, 2016

A bylaw to close and cancel the dedication of part of a highway

WI-DEREAS,under section 40 of the CommunityCharter,the Council of the Town of QualicumBeach may close all or part of a highway to traffic and remove the dedication of a highway; and

WHEREAS, as required by the CommunityCharter,the Council has posted and published notice of its intention to close the highwayreferred to in this Bylaw and to remove its dedication as a highway, and has provided an opportunity for persons who consider they are affected by such closure and removal to make representations to Council; and

WHEREAS theCouncil does not consider that the closure will affect the transmission or distribution facilities or works of utility operators; and

WHEREAS the owner of the land at the time the plan dedicating the highway was deposited in the land title office is no longer the owner of all of the parcels created by that plan;

NOW THEREFORE, the Council of the Town of QualicumBeach, in open meeting assembled, enacts as follows:

1. Attached to this bylaw as Schedule ” A" and forming part of this bylaw is a reduced copy of the Reference Plan prepared by Michael A. Sims, BCLS and dated 1431day of June, 2016 (the ”Reference Plan”).

2. The approximately 39.1 I112portion of Iudges Row (the ”Closed Lane") dedicated by Plan 30699, District Lot 64, Newcastle District, marked with a heavy outline and labeled ”Closed Lane" on the Reference Plan, is closed to all types of traffic.

3. The dedication as a highway of the Closed Lane is removed and cancelled, effective upon filing of this Bylaw in the appropriate land title office.

4. The Mayor and Corporate Adrnjnistrator are authorized to execute the necessary documents required to give effect to the intent of this Bylaw.

PAGE Town of Qualicum Beach Road Closure Bylaw (Portion of Lane Dedicated on Judges Row) No‘ 705, 2016 Page 2 of 3

5. This Bylaw may be cited as "Town of QualicumBeach Road Closure Bylaw (Portion of Lane Dedicated on Judges Row) N 0. 705, 2016".

READ A FIRST TIME this 115‘day of July, 2016.

READA SECOND TIME this day of , 2016.

READ A THIRD TIME this day of , 2016.

NOTICE given under Section 94 of the CommunityCharter this 2ndday of August, 2016 and 93‘day of August, 2016.

OPPORTUNITY for representations to Council provided under Section 40 of the Community Charterup to the 159“day of August, 2016.

ADOPTED this day of , 2016.

Teunis Westbroek, Mayor

Heather Svensen, Corporate Administrator

Attach. Schedule ”A" - Reference Plan

PAGE Town of Qualicum Beach Road Closure Bylaw (Portion of Lane Dedicated on Judges Row) No. 705, 2016 Page 3 of 3

Schedule “A” to Bylaw No. 705, 2016

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TO: Daniel Sailland, CAO FOR: Council Meeting, August 15, 2016

FROM: Luke Sales, Director of Planning

SUBJECT: OCP and Zoning Amendment: 444 Country Club Drive

RECOMMENDATION 0 THAT the bylaw entitled "Town of QualicumBeach Land Use and Subdivision Bylaw No. 580, 1999 Amendment (444Country Club Drive) Bylaw No. 580.80, 2016" be adopted as amended; " 0 THAT the bylaw entitled Town of QualicumBeach Official Community Plan Bylaw No. 700, 2011, Amendment (444Country Club Drive) Bylaw No. 700.12, 2016" be adopted as amended;

BACKGROUND The owner of 444 Country Club Drive has applied for an Official Community Plan (OCP)and zoning amendment for the former Eaglecrest driving range to permit an 18—lotsubdivision, ”The Cottages at Eaglecrest”.The subject property is currently zoned Recreation 3 (F8)and is identified as Parks and Recreation in the OCP. The required amendments would be as follows:

Maintenance Agreement One February 1, 2016 Council adopted the following motion: "THAT staff work with the applicant on a maintenance agreement to ensure that landscaping in the boulevard along the subject property is maintained in the future by the Eaglecrest Golf Clu ”. This agreement has now been signed and the bylaws can be adopted.

A minor clarification to the description of the land has been made and the bylaws should be adopted as amended.

ALTERNATIVES 1. Provide alternative direction to staff.

. \\ 0 §

L

T saijiand \ Luke Sales, MCIP, RPP 0 Daniel ‘~, Director of Planning CAO Concurrence Concurrence

N:\0100-0699ADMlNISTRATlON\0360COMMTTTEES AND COMMlSSlONS\C0u.ncil\20l6\ 08 15 regular Council meeo'ng\rnemo.444 Country Club Drive August15.1s.docx TOWN OF QUALICUM BEACH BYLAW NO. 700.12

A BYLAW TO AMEND THE TOWN OF QUALICUM BEACH Official Community Plan Bylaw 700, 2011

The Council of the Town of QualicumBeach, in open meeting lawfully assembled, hereby enacts as follows:

”Town of Qualicum Beach Official Community Plan Bylaw No. 700, 2011" is hereby amended as follows:

1. ’Schedule 2.1 Land Use’ is hereby amended by changing the designation of a portion of Lot D, District Lot 122,N anoose District, Plan VIP59040 Except Part in Plan VIP 63131 (444Country Club Drive) from ‘Parks and Recreation’ to ‘Residential’ as shown on Schedule ’A' which is attached to, and forms part of, this bylaw.

2. ’Section 2.2.2 Residential’ is hereby amended by removing Policy 9, ”The Town will consider an application for a nine-unit residential development on the Eaglecrest Golf Course, subject to the requirement of execution of a Development Agreement that sets the Town's conditions, including but not limited to, the 18—holegolf course retention and maintenance covenant."

3. This bylaw may be cited as ”Town of QualicumBeach Official Community Plan Bylaw No. 700, 2011, Amendment (444Country Club Drive) Bylaw No. 700.12, 2016.”

INTRODUCED FOR FIRST READING this 15*day of February, 2016.

READ A SECOND TIME this 22”‘ day of February, 2016.

Notice published pursuant to Section 466 of the LocalGovernment Act on the 3rd day of March, 2016 and the 8*“day of March, 2016.

PUBLIC HEARING held on the 14th day of March, 2016.

READ A THIRD TIME this 14th day of March, 2016.

ADOPTED this 15th day of August, 2016 as amended.

Teunis Westbroek, Mayor Corporate Administrator Official Community Plan Bylaw No. 700, 2011, Amendment Bylaw No. 700.12,2016

Schedule ”A” to Bylaw No. 700.12

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PAGE TOWN OF QUALICUM BEACH BYLAW NO. 580.80

A BYLAW TO AMEND THE TOWN OF QUALICUMBEACH LAND USE AND SUBDIVISION BYLAW NO. 580, 1999

The Council of the Town of QualicumBeach, in open meeting lawfully assembled, hereby enacts as follows:

The ”Town of Qualicum Beach Land Use and Subdivision BylawNo. 580, 1999" is hereby amended as follows:

1. ”Schedule 6A ~ Zoning Map” is hereby amended by changing the zoning designation of a portion of Lot D, District Lot 122, Nanoose District, Plan VIP59040 ExceptPart in Plan VIP 63131 (444Country Club Drive) from Recreation 3 (F3)to Small Lot Residential 1 Zone (SLR1)as shown outlined in a heavy black line on Schedule ’A’ which is attached to, and forms part of, this Bylaw. 2. ”Schedule 7A ~ Subdivision District Map" is hereby amended by changing the designation of a portion of Lot D, District Lot 122, Nanoose District, Plan VIP59040(444 Country Club Road) from Subdivision District ‘Z’ to Subdivision District ’]’ as highlighted and outlined in a heavy black line on Schedule ‘A’which is attached to, and forms part of, this Bylaw. 3. This bylaw may be cited as ”Town of Qualicum Beach Land Use and Subdivision Bylaw No. 580, 1999 Amendment (444Country Club Drive) Bylaw No. 580.80, 2016"

INTRODUCED FOR FIRST READING this 15*day of February, 2016.

READ A SECOND TIME this 22“ day of February, 2016.

Notice published pursuant to Section 466 of the LocalGovernment Act on the 3rd day of March, 2016 and the 8”‘day of March, 2016.

PUBLIC HEARING held on the 14th day of March, 2016.

READ A THIRD TIME this 14th day of March, 2016.

ADOPTED this 15th day of August, 2016 as amended.

Mayor Corporate Administrator

PAGE ”Town of Qualicum Beach Land Use and Subdivision BylawNo. 580, 1999, Amendment (444 Country Club Drive) Bylaw No. 580.80, 2016

Schedule ‘A’ — Bylaw No. 580.80

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