DISTRICT OF SOOKE Committee of the Whole Minutes Meeting held January 5, 2015 at 7:00 pm Council Chamber, 2225 Otter Point Road
COUNCIL PRESENT STAFF PRESENT Mayor Maja Tait Gordon Howie, Chief Administrative Officer Councillor Bev Berger Michael Dillabaugh, Director of Finance Councillor Ebony Logins Bonnie Sprinkling, Corporate Officer Councillor Brenda Parkinson Elisabeth Nelson, Municipal Engineer Councillor Kevin Pearson Tina Hansen, Corporate Assistant Councillor Kerrie Reay
ABSENT: Councillor Rick Kasper
1. Call to Order The meeting was called to order at 7:00 p.m.
2. Approval of Agenda MOVED to approve the agenda as circulated. CARRIED
3. Presentation: Primary Health Group Linda Nehra introduced Primary Health Care Services Working Group (PHCSWG) members Emma Isaac, and Marlene Barry. Ms. Nehra provided a powerpoint presentation and addressed the Committee as to the work of the PHCSWG. Ms. Nehra reported that the working group was formed in December 2013, to build on the work of the Mayor's Advisory Panel on Community Health and Social Initiatives and to address specific gaps in the health care system in Sooke and surrounding areas. Ms. Nehra overviewed issues for Sooke such as shortage of family physicians, limited availability of diagnostic services, the need for housing and care for seniors and other gaps in the health care system. Ms. Nehra explained that Mayor and Council have a vital role to play in the creation of health services in the community. The Primary Health Care Services Working Group is recommending that Council appoint a liaison to the Working Group.
A discussion ensued between the Committee and Ms. Nehra as to the following: • Whether physicians in rural practice still receive a subsidy for working in rural areas • Whether the Juan de Fuca Electoral Area is included in the work of the Primary Health Care Services Working Group • How often the Primary Health Care Services Working Group meets • Council will be discussing Committee Structure during its Strategic Planning Session in February 2015.
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Meeting Date: January 5, 2015 District of Sooke Adopted on: January 12, 2015 Committee of the Whole Meeting Minutes
MOVED and seconded to receive the report on the Primary Health Care Services Working Group (PHCSWG) for information; AND THAT Mayor Tait is to attend the PHCSWG meetings until Council has completed its Strategic Planning Session in February 2015. CARRIED UNANIMOUSLY
4. Town Centre Sidewalk Verbal Update Nathan Dunlop, McElhanney Consulting Services provided an update as to the Town Centre Sidewalk Project from Church Road to Otter Point Road which will be done in conjunction with resurfacing of Highway 14 by the Ministry of Transportation and Infrastructure (MoTI). Mr. Dunlop advised that they are working with MoTI, electrical contractors and the consultant for the roundabout on the sidewalk design. The tendering for the resurfacing and sidewalks will be done by MoTI in March 2015 with the award of construction to follow.
A discussion ensued between the Committee and Mr. Dunlop as to the following: • Timeline for the award of construction for the roundabout on Sooke Road • Whether there has been an indication from MoTI of what portion of Sooke Road will be resurfaced • Concerns as to the curves and dips at the intersection of Sooke Road and Otter Point Road and whether the District can look into having this rectified during construction • Whether ground work (drainage works) are being discussed at the sites of the roundabout project and sidewalk projects
MOVED and seconded to receive the update report on the Town Centre Sidewalk Project for information. CARRIED UNANIMOUSLY
5. District of Sooke Council Committees Mayor Tait advised that the District of Sooke Council Committees report is to provide information to Council for consideration and discussion during the upcoming Council Strategic Planning Session.
Committee Discussion: • Clarification as to when the CRD Committees meet (i.e. CRD Housing Trust Committee) • Council will need to consider whether there is value in having some of the Committees • Once Council has completed their strategic priorities, Council will know what they wish to accomplish and have a better idea of what Committee they will want to liaise with • Council will want to consider ways of eliminating duplication, and to consider what will and what will not work within the Committee structure
MOVED and seconded to receive the District of Sooke Council Committees Report for information. CARRIED
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Meeting Date: January 5, 2015 District of Sooke Adopted on: January 12, 2015 Committee of the Whole Meeting Minutes 6. Public Input
Ellen Lewers, Sooke resident addressed the Committee as to the Town Centre Sidewalk project and concerns as to the large number of entrances/exits coming off of Sooke Road that can make sidewalks hazardous. Ms. Lewers suggested that Council consider discussing the possibility of relocating some the entrances/exits away from Sooke Road with the project Consultant.
7. Adjournment The meeting was adjourned at 7:41 p.m.
Certified Correct:
,
Maja Tait Bonn Sprinkling Mayor Cor rate Officer
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Meeting Date: January 5, 2015 District of Sooke Adopted on: January 12, 2015 Committee of the Whole Meeting Minutes DISTRICT OF SOOKE
Minutes of the Regular Meeting of Council held in the Council Chamber at 2225 Otter Point Road, Sooke, BC on January 12, 2015 at 7:00 p.m
COUNCIL PRESENT STAFF PRESENT (Open Portion) Mayor Maja Tait Gordon Howie, Chief Administrative Officer Councillor Bev Berger Michael Dillabaugh, Director of Finance Councillor Rick Kasper Bonnie Sprinkling, Corporate Officer Councillor Ebony Logins Steve Sorensen, Fire Chief Councillor Brenda Parkinson Tina Hansen, Corporate Assistant Councillor Kevin Pearson Staff Sgt. Jeff McArthur (left 7:38 p.m.) Councillor Kerrie Reay
CALL TO ORDER Mayor Tait called the meeting to order at 7:00 p.m.
APPROVAL OF THE AGENDA
MOVED and seconded to approve the agenda with the following item as new business: NB-1 MOTION TO CLOSE THE MEETING TO THE PUBLIC: Motion to close the meeting to the public immediately following Agenda Item R1C-1 under section 90(1)(a) of the Community Charterto discuss personal information about an identifiable individual who holds or is being considered for a position as an officer, employee or agent of the municipality or another position appointed by the municipality. CARRIED UNANIMOUSLY
ADOPTION OF MINUTES
MOVED and seconded that the minutes of the Regular Council meeting held on November 3, 2014 be adopted as circulated. CARRIED UNANIMOUSLY
MOVED and seconded that the minutes of the Special Council meeting held on November 6, 2014 be adopted as circulated. CARRIED UNANIMOUSLY
MOVED and seconded that the minutes of the Inaugural Council meeting held on December 1, 2014 be adopted as circulated. CARRIED UNANIMOUSLY
MOVED and seconded that the minutes of the Special Council meeting held on December 8, 2014 be adopted as circulated. CARRIED UNANIMOUSLY 1 Meeting Date: January 12, 2015 District of Sooke Adopted on: January 26, 2015 Regular Council Meeting Minutes MOVED and seconded that the minutes of the Special Council meeting held on December 29, 2014 be adopted as circulated. CARRIED UNANIMOUSLY
MOVED and seconded that the minutes of the Special Council meeting held on January 5, 2015 be adopted as circulated. CARRIED UNANIMOUSLY
MOVED and seconded that the minutes of the Committee of the Whole meeting held on January 5, 2015 be adopted as circulated. CARRIED UNANIMOUSLY
MINUTES FOR INFORMATION MOVED and seconded that the following minutes be received for information: November 5, 2014 Board of Variance CARRIED UNANIMOUSLY
DELEGATIONS
D-1 Transition Sooke Open Space Meeting Final Summary — Tony St. Pierre Jeff Bateman, President, Transition Sooke introduced Tony St. Pierre, Facilitator for the Transition Sooke Open Space Meeting held October 18, 2014. Mr. Bateman reported that it is Transition Sooke's hope that the Open Space Meeting Final Report will assist Council in their Strategic Planning for the future.
Tony St. Pierre provided a powerpoint presentation and summary of the Transition Sooke Open Space Meeting Final Report as submitted. Mr. St. Pierre overviewed the recommendations that resulted from the workshop on the following issues: • Energy independence and collaboration with the T'Sou-ke Nation • Council/community relationship (structure, communications, integrity) • Emergency Response Services • Quality of Life (beautification, trails and parks, infrastructure) • Health, Education and Social Services • Jobs and the Environment • Food Security, Sustainability & Local Food Economy
A discussion ensued between Council and Mr. St. Pierre as to future Transition Sooke Open Space Meetings, opportunities to work with T'Sou-ke Nation on energy projects, and Council's upcoming Strategic Planning Session.
Mayor Tait took the opportunity to thank Mr. Bateman and Mr. St. Pierre for the presentation.
MOVED and seconded to receive the Transition Sooke Open Space Meeting Final Report as presented. CARRIED UNANIMOUSLY
2 Meeting Date: January 12, 2015 District of Sooke Adopted on: January 26, 2015 Regular Council Meeting Minutes PUBLIC QUESTION AND COMMENT PERIOD
Dick Thut, Sooke resident, commended Transition Sooke for their work and addressed Council as to the concept of composting to generate heat for the community.
Ellen Lewers, Sooke resident, inquired as to whether Council's upcoming Strategic Planning Session will be open to member of the public. Ms. Lewers suggested having the trees in the town centre (previously lit up for Christmas) be lit up with white lights. Ms. Lewers further provided comments as to agenda items; correspondence from Hudson's Hope and Council Conventions. Ms. Lewers inquired as to the RCMP Monthly Mayor Reports and occurrences under the Mental Health Act.
Jeff Bateman, Sooke resident, addressed Council as to the recommendation for the plebiscite question on Expansion of Oil Tanker Traffic through Coastal BC Waters and concerns that the resolution that Council submits will be read, filed and forgotten like so many others. Mr. Bateman advised that he hopes Council will find other ways of moving forward with this statement against Oil Tankers including a resolution to the upcoming AVICC Convention.
MOVED and seconded to move Agenda Item RA-1 RCMP Monthly Mayor Report— October and November 2014 to immediately following Public Question and Comment Period. CARRIED UNANIMOUSLY
RI-1 RCMP Monthly Mayor Report — October and November 2014
Staff Sgt. Jeff McArthur addressed Council as to the RCMP Monthly Mayor Reports for October and November 2014 and provided further clarification as to occurrences under the Mental Health Act.
Staff Sgt. McArthur reported that the Sooke Detachment members have received training in stationary mobile radar and laser which may have some affect future traffic statistics. Staff Sgt. McArthur advised that enforcement during the holiday season was status quo; there were no more incidents than in previous years. The Staff Sgt advised the Detachment is at full staffing levels at this time with the exception of the Administrative position; the successful applicant is currently undergoing the security screening process.
A discussion ensued between Council and Staff Sgt McArthur as to the upcoming Strategic Planning Session and what the Detachments operational needs will be for the upcoming year including looking at the provision of 24 hour Police coverage to the community.
ACTION ITEM: By general consensus, Council requested that Staff Sgt. McArthur provide the following information for the Council's strategic planning session: • RCMP operational "wish list", including costs associated with an increase of Police coverage to 24 hours/7 days per week • Information on what other RCMP Detachments are doing in communities with similar demographics (size/population)
3 Meeting Date: January 12, 2015 District of Sooke Adopted on: January 26, 2015 Regular Council Meeting Minutes • Information on other means or mechanisms to achieve any operational changes within the Detachment's operational guidelines without increasing costs
MOVED and seconded to receive the RCMP Monthly Mayor Report for October and November 2014 for information. CARRIED UNANIMOUSLY
BYLAWS
B-1 Bylaw No. 609, Sooke Core Sewer Specified Area Amendment Bylaw (147-22) — Sooke Community Association — Removal of Lot from Sewer Specified Area
MOVED and seconded that Bylaw No. 609, Sooke Core Sewer Specified Area Amendment Bylaw (147-22) be adopted. CARRIED UNANIMOUSLY
REPORTS REQUIRING ACTION
RA-1 Multi-Use Community Centre Facilities
MOVED and seconded to authorize the Mayor and staff to proceed with the planning process for new or renovated multi-use community centre facilities; AND TO include the planning process in the 2015 Strategic Plan and 2015-2019 Five Year Financial Plan. CARRIED UNANIMOUSLY
RA-2 Expansion of Oil Tanker Traffic through Coastal BC Waters
MOVED and seconded to refer the Expansion of Oil Tanker Traffic through Coastal BC Waters report back to staff to re-draft the resolution for Council consideration to reflect the results of the non-binding question on the 2014 municipal ballot. CARRIED UNANIMOUSLY
RA-3 2015 Council Convention
MOVED and seconded to confirm attendance at the following 2015 Convention and Seminars as follows: Council Member LGLA AVICC FCM UBCM Mayor Maja Tait x x x Councillor Bev Berger x x Councillor Rick Kasper x x x Councillor Ebony Logins x x x Councillor Brenda Parkinson x x x Councillor Kevin Pearson x x Councillor Kerrie Reay CARRIED UNANIMOUSLY
4 Meeting Date: January 12, 2015 District of Sooke Adopted on: January 26, 2015 Regular Council Meeting Minutes REPORTS FOR INFORMATION
Mayor Tait advised that once Council members begin to attend the various Board or Commission meetings that they have been appointed to, they will want to take the opportunity to report back to Council on meetings and events that they attend.
Councillor Parkinson reported that the Mayor's Advisory Panel on Arts and Beautification participated in making Christmas swags and decorating the Town Centre for Christmas and that it was well received by the community. Councillor Parkinson further reported that the Communities in Bloom Committee participated in the SEAPARC Festival of Trees and received first prize for the Communities in Bloom Christmas tree. A total amount of $1,655.00 was raised and will be donated to the Children's Foundation.
RI-2 Sooke Fire Rescue Service — Monthly Staffing Report — October and November 2014
MOVED and seconded to receive the Sooke Fire Rescue Service — Monthly Staffing Reports for October and November 2014 for information. CARRIED UNANIMOUSLY
RI-3 Finance Department Verbal Report — Review of Preliminary Assessment Information
Michael Dillabaugh reported that the 2015 Preliminary Assessment Role has been received and that the final Revised Assessment Role will be received in April 2015. Mr. Dillabaugh advised that although there has been a general decrease in residential properties, the total assessment has increased by 2.2 percent or 43 million dollars for all classes of properties in Sooke. Mr. Dillabaugh provided information as to non-market and market changes affecting the Assessment Role.
ACTION ITEM: Staff to provide Council with a copy of all classes of property in Sooke and the preliminary assessed values.
MOVED and seconded to receive the Finance Department Verbal Report — Preliminary Assessment for information. CARRIED UNANIMOUSLY
NEW BUSINESS
NB-1 MOTION TO CLOSE THE MEETING TO THE PUBLIC: MOVED and seconded to close the meeting to the public immediately following Agenda Item RIC-1 under section 90(1)(a) of the Community Charterto discuss personal information about an identifiable individual who holds or is being considered for a position as an officer, employee or agent of the municipality or another position appointed by the municipality. CARRIED UNANIMOUSLY
5 Meeting Date: January 12, 2015 District of Sooke Adopted on: January 26, 2015 Regular Council Meeting Minutes CORRESPONDENCE REQUIRING ACTION
C-1 Correspondence dated December 2, 2014 from Hudson's Hope Re: Referral of Proposed Site C Dam Project to BC Utilities Commission
MOVED and seconded to receive the correspondence dated December 2, 2014 from Hudson's Hope Re: Referral of Proposed Site C Dam Project to BC Utilities Commission for information. CARRIED UNANIMOUSLY
CORRESPONDENCE AND COUNCIL REPORTS FOR INFORMATION
1-1 Correspondence dated December 1, 2014 from Islands Trust to Minister of Transport Re: Pleasure Craft Sewage Dumping
MOVED and seconded to file the correspondence from Islands Trust to Minister of Transport Re: Pleasure Craft Sewage Dumping. CARRIED UNANIMOUSLY
1-2 Correspondence dated December 16, 2014 from Rob Martin Re: Derelict Vessels in the Sooke Harbour and Basin
MOVED and seconded to direct staff to follow up with a formal complaint to senior government agencies as to Rob Marlin's correspondence regarding Derelict Vessels in the Sooke Harbour and Basin. CARRIED UNANIMOUSLY
1-3 Council Reader File — October, November and December 2014
MOVED and seconded to file the Council Reader File for October, November and December 2014. CARRIED UNANIMOUSLY
REPORT OF IN CAMERA RESOLUTIONS
RIC-1 October 27, 2014 Regular Council — In Camera Portion RA-1 Sooke Road Roundabout — Memorandum of Understanding with MOTI MOVED and seconded to approve the draft Memorandum of Understanding with the Province — Ministry of Transportation and Infrastructure regarding the implementation of the Sooke Road Roundabout Project; AND authorize the Mayor and Chief Administrative Officer to sign the final version of the Memorandum of Understanding; AND release this resolution when the Province and the District release the joint news release for the Memorandum of Understanding. CARRIED UNANIMOUSLY • Memorandum of Understanding • News Release CARRIED UNANIMOUSLY 6 Meeting Date: January 12, 2015 District of Sooke Adopted on: January 26, 2015 Regular Council Meeting Minutes ADJOURNMENT
MOVED and seconded to adjourn the open portion of the Regular Council meeting at 8:34 p.m. CARRIED UNANIMOUSLY
MOVED and seconded to adjourn the meeting at 9:35 p.m. CARRIED UNANIMOUSLY
Certified Correct:
Maja T Bonn, prinkling Mayor Corporate Officer
7 Meeting Date: January 12, 2015 District of Sooke Adopted on: January 26, 2015 Regular Council Meeting Minutes DISTRICT OF SOOKE Minutes of the Special Meeting of Council held in the Council Chamber at 2225 Otter Point Road, Sooke, BC on January 5, 2015 at 6:00 p.m.
COUNCIL PRESENT STAFF PRESENT Mayor Maja Tait Gordon Howie, Chief Administrative Officer Councillor Bev Berger Michael Dillabaugh, Director of Finance Councillor Ebony Logins Bonnie Sprinkling, Corporate Officer Councillor Brenda Parkinson Councillor Kevin Pearson Councillor Kerrie Reay
ABSENT: Councillor Rick Kasper
CALL TO ORDER Mayor Tait called the meeting to order at 6:00 p.m.
APPROVAL OF AGENDA MOVED and seconded to approve the agenda as circulated. CARRIED UNANIMOUSLY
MOTION TO CLOSE THE MEETING TO THE PUBLIC MOVED and seconded to close the meeting to the public under section 90(1) of the Community Charter to discuss: 90(1)(c) labour relations or other employee relations; 90(1)(e) the acquisition, disposition or expropriation of land or improvements, if the council considers that disclosure could reasonably be expected to harm the interests of the municipality; 90(1)(f) law enforcement, if the council considers that disclosure could reasonably be expected to harm the conduct of an investigation under or enforcement of an enactment; 90(1)(g) litigation or potential litigation affecting the municipality; 90(1)(i) the receipt of advice that is subject to solicitor-client privilege, including communications necessary for that purpose; 90(1)(1) discussions with municipal officers and employees respecting municipal objectives, measures and progress reports for the purposes of preparing an annual report under section 98 [annual municipal report]. CARRIED UNANIMOUSLY
ADJOURNMENT MOVED and seconded to adjourn the meeting at 6:45 p.m. CARRIED UNANIMOUSLY
Certified Correct:
Maja Ta" Bonn Sprinkling Mayor Corpo ate Officer 1 Meeting Date: January 5, 2015 District of Sooke Adopted on: January 12, 2015 Special Council Meeting Minutes DISTRICT OF SOOKE
Minutes of the Special Meeting of Council held in the Council Chamber at 2225 Otter Point Road, Sooke, BC on January 16, 2015 at 6:00 p.m.
COUNCIL PRESENT STAFF PRESENT Mayor Maja Tait Gordon Howie, Chief Administrative Officer Councillor Bev Berger Bonnie Sprinkling, Corporate Officer Councillor Ebony Logins Brent Blackhall, Deputy Director of Finance Councillor Brenda Parkinson Councillor Kevin Pearson Councillor Kerrie Reay
ABSENT: Councillor Rick Kasper
CALL TO ORDER Mayor Tait called the meeting to order at 6:10 p.m.
APPROVAL OF AGENDA MOVED and seconded to approve the agenda as circulated. CARRIED UNANIMOUSLY
MOTION TO CLOSE THE MEETING TO THE PUBLIC MOVED and seconded to close the meeting to the public under section 90(1) of the Community Charter to discuss: 90(1)(i) negotiations and related discussions respecting the proposed provision of a municipal service that are at their preliminary stages and that, in the view of the council, could reasonably be expected to harm the interests of the municipality if they were held in public; 90(2)(b) the consideration of information received and held in confidence relating to negotiations between the municipality and a provincial government or the federal government or both, or between a provincial government or the federal government or both and a third party. CARRIED UNANIMOUSLY
ADJOURNMENT MOVED and seconded to adjourn the meeting at 7:40 p.m. CARRIED UNANIMOUSLY
Certified Correct:
Maja Tai Bon Sprinkli g Mayor Corporate Offi er
1 Meeting Date: January 16, 2015 District of Sooke Adopted on: January 26, 2015 Special Council Meeting Minutes DISTRICT OF SOOKE
Minutes of the Regular Meeting of Council held in the Council Chamber at 2225 Otter Point Road, Sooke, BC on January 26, 2015 7:00 p.m. in Council Chamber
COUNCIL PRESENT STAFF PRESENT Mayor Maja Tait Gordon Howie, Chief Administrative Officer Councillor Bev Berger Michael Dillabaugh, Director of Finance Councillor Rick Kasper Bonnie Sprinkling, Corporate Officer Councillor Ebony Logins Steve Sorensen, Fire Chief Councillor Brenda Parkinson Tina Hansen, Corporate Assistant Councillor Kevin Pearson Councillor Kerrie Reay
CALL TO ORDER Mayor Tait called the meeting to order at 7:00 p.m.
APPROVAL OF THE AGENDA MOVED and seconded to approve the agenda with the following items as supplemental information: • Agenda Item RA-1 Supplementary Information - Expansion of Oil Tanker Traffic through Coastal BC Waters o Correspondence received December 29, 2014 from Kinder Morgan Canada re: Trans Mountain Pipeline Expansion Project CARRIED UNANIMOUSLY
ADOPTION OF MINUTES MOVED and seconded that the minutes of the Regular Council meeting held on January 12, 2015 be adopted as circulated. CARRIED UNANIMOUSLY
MOVED and seconded that the minutes of the Special Council meeting held on January 16, 2015 be adopted as circulated. CARRIED UNANIMOUSLY
PUBLIC QUESTION AND COMMENT PERIOD
Jeff Bateman, Sooke resident, provided comments as to Expansion of Oil Tanker Traffic through Coastal BC Waters and stated that he believes this to be a municipal issue.
Ron Dumont, Sooke resident, provided comments as to Expansion of Oil Tanker Traffic through Coast BC Waters. Mr. Dumont advised that by opposing increased oil tanker traffic, people are not taking into consideration where oil and gas come from and we should be looking at alternate sources of energy. 1 Meeting Date: January 26, 2015 District of Sooke Adopted on: February 10, 2015 Regular Council Meeting Minutes Diane Bernard, Sooke resident commented as to Expansion of Oil Tanker Traffic through BC Coastal Waters stating that she would like to see the resolution move forward to other levels of government.
REPORTS REQUIRING ACTION RA-1 Sooke Horseshoe Pitching Association — Sooke River Road Park Use, Management and Maintenance Agreement
MOVED and seconded to approve the Use, Management and Maintenance Agreement ("Agreement") for an area of Sooke River Road Park, between the District of Sooke and the Sooke Horseshoe Pitching Association ("Association"); AND TO authorize the Mayor and Chief Administrative Officer to sign the Agreement subject to the registration by the Association as a Society with the BC Corporate Registry. CARRIED Councillor Berger opposed the motion
RA-2 Re-Naming of "Cooper's Cove"
Elida Peers, Sooke Historian thanked Council for allowing the re-naming of Cooper's Cove to come forward. Ms. Peers expressed the importance of people having a true understanding of the history behind geographical areas. Ms. Peers announced that the account of the building of the flow line will be coming out in print and will be available on April 19th, 2015. The flow line is an important historical component to Sooke's history.
ACTION ITEM: Staff to investigate whether a portion of the right of way at Cooper's Cove can be designated as park and bring back a report to Council on the matter.
MOVED and seconded to direct staff to proceed with the request for the official name change of "Cooper Cove" to "Cooper's Cove". CARRIED UNANIMOUSLY
RA-3 Silver Spray Fire Protection Service Agreement
MOVED and seconded to approve a one year extension, 2015, to the Fire Protection and Suppression Service and Emergency Response Agreement between the District of Sooke and the Capital Regional District for fire protection in the Silver Spray Local Service Area at a fee equal to 1.1945 per $1,000 assessed value. CARRIED UNANIMOUSLY
RA-4 Expansion of Oil Tanker Traffic through Coastal BC Waters
MOVED and seconded that Council restate the District of Sooke's opposition on the Expansion of Oil Tanker Traffic through Coastal BC Waters by re-sending the previous letter to the Minister of Environment with the results of the non-binding question on the 2014 Election ballot included in the letter; AND THAT the following resolution be submitted to the Association of Vancouver Island and Coastal Communities:
2 Meeting Date: January 26, 2015 District of Sooke Adopted on: February 10, 2015 Regular Council Meeting Minutes "WHEREAS the result of the District of Sooke assent voting opportunity (community opinion) on November 15, 2014 was in the affirmative that the District of Sooke should join other municipalities in renewing and restating its opposition to the expansion of oil tanker traffic through British Columbia's coastal waters; THEREFORE BE IT RESOLVED that District of Sooke renew and restate its opposition to the expansion of oil tanker traffic through British Columbia's coastal waters; AND BE IT FURTHER RESOLVED that the Association of Vancouver Island Coastal Communities request the Union of British Columbia Municipalities and Federation of Canadian Municipalities to continue to petition the provincial and federal governments to stop the expansion of oil tanker traffic through British Columbia's coastal waters." CARRIED Councillor Reay opposed the motion
MOVED and seconded to allow a member of the public to address Council. CARRIED UNANIMOUSLY
Ken Ebbs Canavan, Sooke resident, expressed concerns as to the Expansion of Oil Tanker Traffic through Coastal BC Waters stating that the District of Sooke has already voted on the issue at the Local Election and he believes that the issue should not be debateable by Council following the public's vote.
RA-5 New Building Canada Fund Grant Application
MOVED and seconded to commit to funding the municipal share under the New Building Canada Fund Grant Fund, of the eligible project costs and all ineligible costs for the Grant Road Connector Project (Phillips to Charters portion) through Development Cost Charges and capital reserves or taxes. CARRIED UNANIMOUSLY
ACTION ITEM: That staff provide Council with a financial breakdown as to the costs of the project prior to the New Building Canada Fund Grant Application being sent off on February 18th 2015.
REPORTS FOR INFORMATION
RI-1 Mayor and Council Verbal Report
Mayor Tait advised that she has invited Councillor Pearson to liaise (as a pilot liaison appointment) for the town centre sidewalks, roundabout and Highway 14 improvements. Councillor Pearson will be providing verbal updates to Council on the Highway 14 projects. Mayor Tait provided an update as to her Appointments to CRD Commissions and Boards and provided information to Council as to the issues of conflict of interest with Board Appointments. Mayor Tait reported on the CRD Regional Sustainability Strategy (RSS) advising that CRD staff will be attending the February 2nd Committee of the Whole meeting to get feedback on the RSS from Council. Major Tait reported on the upcoming Local Government Leadership Academy in Parksville. Mayor Tait overviewed some recent highlights in Sooke including a film crew filming at Camp Barnard and an article on mountain biking and the trail system in Sooke which has caught a lot of interest in the mountain biking facilities/areas in the region. Mayor Tait provided information as to a new mural at Hope Centre, the new executive at the Sooke Region Chamber of Commerce, 3 Meeting Date: January 26, 2015 District of Sooke Adopted on: February 10, 2015 Regular Council Meeting Minutes the Royal Canadian Marine Search and Rescue, and the Primary Health Care Working Group.
Councillor Pearson reported on attending the Juan de Fuca Water Distribution Commission meeting and provided information as to updates to the water system including an extension of the water line along West Coast Road to the Kemp Lake Water District.
Councillor Reay reported on being re-appointed to the Vancouver Island Regional Library Board and on attending the Vancouver Island Regional Library Board Annual General Meeting in Nanaimo. Councillor Reay provided statistics as to use of the Sooke library facility advising that even with digitalization, Library use is increasing.
Councillor Berger reported on elections for SEAPARC advising that Director Hicks has been appointed as Chair and she has been appointed Vice-Chair. The Board will be having its Strategic Planning Session in the near future where they will be discussing future recreational needs of the community. Councillor Berger also reported on hard ball coming to Sooke as a pilot project.
RI-2 Chief Administrative Officer's Verbal Report
Gord Howie reported that the implementation of the requirements under the Sunriver Land Development Agreement is moving along and will be finalized shortly. Mr. Howie provided an update as to Highway 14 upgrades advising that the District's website now has a designated page on the road improvements. The website will be updated as the roundabout and sidewalk projects move forward. Mr. Howie advised that Council will be holding its Strategic Planning Session on February 13th and that the CRD will be presenting the Regional Sustainability Strategy at the February 2nd Committee of the Whole meeting.
RI-3 Sooke Fire Rescue Service Monthly Staffing Report — December 2014
MOVED and seconded to receive the Sooke Fire Rescue Service Monthly Staffing Report — December 2014 for information. CARRIED UNANIMOUSLY
CORRESPONDENCE REQUIRING ACTION
C-1 Consent for CRD Bylaw No. 3974, Sooke and Electoral Area Recreation and Facilities Services Combination Bylaw No. 1, 2014
MOVED and seconded to give consent to CRD Bylaw No. 3974, Sooke and Electoral Area Recreation and Facilities Services Combination Bylaw No. 1, 2014. CARRIED UNANIMOUSLY
4 Meeting Date: January 26, 2015 District of Sooke Adopted on: February 10, 2015 Regular Council Meeting Minutes C-2 Correspondence dated January 7, 2015 from Amalgamation Yes Re: Capital Region Amalgamation Study
MOVED and seconded to file the correspondence dated January 7, 2015 from Amalgamation Yes Re: Capital Region Amalgamation Study. CARRIED UNANIMOUSLY
C-3 Correspondence dated January 7, 2015 from Victoria Family Court and Youth Justice Committee Re: Closure of the Victoria Youth Custody Services Centre
MOVED and seconded to file the correspondence dated January 7, 2015 from Victoria Family Court and Youth Justice Committee Re: Closure of the Victoria Youth Custody Services Centre. CARRIED UNANIMOUSLY
ADJOURNMENT
MOVED and seconded to adjourn the meeting at 8:19 p.m. CARRIED UNANIMOUSLY
Certified Correct:
Bonn, rinkling Corpo e Officer
5 Meeting Date: January 26, 2015 District of Sooke Adopted on: February 10, 2015 Regular Council Meeting Minutes
DISTRICT OF SOOKE Committee of the Whole Minutes Meeting held February 2, 2015 at 7:00 pm Council Chamber, 2225 Otter Point Road
COUNCIL PRESENT STAFF PRESENT Mayor Maja Tait Gordon Howie, Chief Administrative Officer Councillor Ebony Logins Elisabeth Nelson, Municipal Engineer Councillor Brenda Parkinson Tina Hansen, Corporate Assistant Councillor Kevin Pearson Councillor Kerrie Reay
ABSENT: Councillor Bev Berger, Councillor Rick Kasper
1. Call to Order The meeting was called to order at 7:02 p.m.
2. Approval of Agenda MOVED to approve the agenda with the following as supplemental information: • Correspondence received February 2, 2015 from Susan Palmer, Senior Project Coordinator, Planning and Protective Services/Regional Planning, CRD • Correspondence received February 2, 2015 from Heather Phillips CARRIED
3. Capital Regional District — Regional Sustainability Strategy
Nils Jensen, Board Chair provided a powerpoint presentation and addressed the Committee as to Capital Regional District (CRD) services and initiatives. Mr. Jensen advised that the CRD is immense, complex and diverse and includes 70 islands, 13 member municipalities, three electoral areas and 11 First Nations. The CRD provides over 200 services to these areas. Trying to balance the interests of all the areas can be challenging and each area's needs' will be considered when going through the process for the Regional Sustainability Strategy.
Mr. Jensen reported that the CRD has over 1,100 employees and is supported by a large number of volunteers. Mr. Jensen further reported that there are currently 60 Commissions within the CRD in which volunteers participate.
Mr. Jensen introduced the CRD Executive Leadership Team:
Bob Lapham Chief Administrative Officer advised that as CAO, he reports to the Board directly to ensure that the Board's policies, objectives and major priorities are implemented through the CRD. Mr. Lapham provided a short overview of the core services and programs of the Capital Regional District.
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Meeting Date: February 2, 2015 District of Sooke Adopted on: February 10, 2015 Committee of the Whole Meeting Minutes Diana Lokken, General Manager Finance and Technology provided an overview of CRD departments that Finance and Technology is responsible for including Finance, Information Technology, Geographic Information Systems, Facilities, Real Estate and Arts Development. Ms. Lokken is also a trustee on the Municipal Pension Board.
Larisa Hutcheson, General Manager Parks and Environmental Services provided an overview of departments and programs through the Parks and Environmental Services including Regional and Community Parks, Recreation Centres (SEAPARC, Panorama Rec Centre), Liquid and Solid Waste Management Programs, Environmental Programs and Environmental Education Programs.
Ted Robbins, General Manager Integrated Water Services reported that the Integrated Water Service is responsible for the operation and engineering of delivering Capital Projects associated with the CRD water and waste water utilities including regional water supply services, sub-regional water supply services and waste water utilities. Mr. Robbins provided information as to the recent integration of water supply and waste water services within the CRD.
Kevin Lorette, General Manager Planning and Protective Services provided an overview of Planning and Protective Services functions including Planning for Juan de Fuca Electoral Area, Building Inspections for three Electoral areas, regional and strategic planning including the Regional Growth Strategy and Regional Sustainability Strategy and Regional Information Systems. Mr. Lorette further reported on Protective Services functions including the 911 Program, Emergency Management, Fire Dispatch, Bylaw Enforcement and Animal Care. Planning and Protective Services also includes CRD Housing, Affordable Housing and the Capital Regional Hospital District.
Signe Bagh, Senior Manager Regional and Strategic Planning reported that the Regional Sustainability Strategy is one of the items within her portfolio. The Capital Regional District is currently getting public input on the DRAFT Regional Sustainability Strategy.
Mr. Jensen provided an overview of the following Capital Regional District Services and Systems: • Regional Infrastructure • Emergency Management • Housing Systems • Regional Drinking Water • Regional Parks and Regional Park Systems • Regional Wastewater Management • Solid Waste Management • Solid Waste Engagement • Monitoring and Testing • Recreation and Culture • Sea to Sea Regional Park Reserve
Mr. Jensen additionally overviewed the following current Capital Regional District challenges: • Core Area Wastewater Treatment • Regional Kitchen Scraps Processing 2
Meeting Date: February 2, 2015 District of Sooke Adopted on: February 10, 2015 Committee of the Whole Meeting Minutes A discussion ensued between the Committee, Mr. Jensen and CRD Staff as to the following: • The sustainability of the regional drinking water supply • Whether water supply itself is used to control growth and development • Whether there are concerns as to the structural integrity of the Sooke Lake Reservoir dam • Council's concerns as to residents in the Otter Point Road area that do not have water as the provision of water is reflected in the District of Sooke Official Community Plan (OCP) • The use of Hartland Road Landfill as a composting facility for the Kitchen Scraps Program and other Recycling Programs
Signe Bagh, Senior Manager Regional and Strategic Planning addressed the Committee as to the development of the Regional Sustainability Strategy. Ms. Bagh advised that this is an opportunity for CRD Staff to hear directly from Council as the Strategy progresses. Ms. Bagh explained that a municipality's Official Community Plan is unique to each community and that the CRD is trying to identify issues that are regional so that they can be addressed as part of the Regional Growth Strategy. Where there are regional issues, there are opportunities for regional cooperation and mutual benefit.
Ms. Bagh explained that the Regional Sustainability Strategy document sets out ideas for discussion and as they continue to receive feedback, the document will continue to evolve. Ms. Bagh advised that each municipality will have to sign off on the Regional Sustainability Strategy before it becomes a bylaw. Once the Regional Sustainability Strategy is adopted as a bylaw, each municipality will have to develop a Regional Context Statement.
Ms. Bagh overviewed the following six key objectives in the Regional Sustainability Strategy: • Reduce greenhouse Gas Emissions • Be Resilient • Manage Growth • Foster Wellbeing • Enhance our Natural Environment • Optimize Infrastructure
Ms. Bagh clarified for the Committee the deadlines for the Regional Sustainability Strategy online survey and feedback form.
Diana Lokken, General Manager, Finance and Technology provided an overview of where the District of Sooke fits in the Capital Regional District 2014 Budget. Ms. Lokken explained costs associated with direct services, mandated services and delegated responsibilities for Sooke and costs associated with contractual and emergency services for Sooke. Ms. Lokken further explained requisitions for MFA Debt and the Capital Regional Hospital District.
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Meeting Date: February 2, 2015 District of Sooke Adopted on: February 10, 2015 Committee of the Whole Meeting Minutes Robert Lapham, Chief Administrative Officer reported that the CRD are working to enhance financial reporting on asset management and reserves. Additionally the CRD is placing information on current Capital Projects around the region onto the CRD website. The CRD is working on putting more information out routinely, proactively and are working with people directly to satisfy the growing need for services.
Mr. Jensen thanked the Committee for allowing CRD Staff to make their presentation. Mr. Jensen advised that the CRD is a shared service organization and that the Staff are there to answer any questions and provide information that is required during the process of the Regional Sustainability Strategy.
Mayor Tait took the opportunity to thank Mr. Jensen and CRD Staff for their presentations and thanked members of the public for attending the meeting.
Public Input: Heather Phillips, Otter Point Resident, provided comments as to the Regional Sustainability Strategy and concerns as to the effect the Sustainability Strategy will have on Sooke, the Juan de Fuca Electoral Area and Port Renfrew. Ms. Phillips asked that Port Renfrew be identified as a "rural centre" for planning purposes and that Sooke and the Juan de Fuca Electoral Area's not be included with "WestShore."
4. Public Input There was no further input from members of the public.
5. Adjournment The meeting was adjourned at 8:33 p.m.
Certified Correct:
Maja Tai Mayor
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Meeting Date: February 2, 2015 District of Sooke Adopted on: February 10, 2015 Committee of the Whole Meeting Minutes DISTRICT OF SOOKE
Minutes of the Regular Meeting of Council held in the Council Chamber at 2225 Otter Point Road, Sooke, BC on TUESDAY, February 10, 2015 7:00 p.m., Council Chamber
COUNCIL PRESENT STAFF PRESENT Mayor Maja Tait Gordon Howie, Chief Administrative Officer Councillor Bev Berger Michael Dillabaugh, Director of Finance Councillor Rick Kasper Bonnie Sprinkling, Corporate Officer Councillor Ebony Logins Elisabeth Nelson, Municipal Engineer Councillor Brenda Parkinson Steve Sorensen, Fire Chief Councillor Kevin Pearson Tina Hansen, Corporate Assistant Councillor Kerrie Reay Staff Sgt. Jeff McArthur (left at 7:50 pm)
CALL TO ORDER Mayor Tait called the meeting to order at 7:00 p.m.
Fire Chief Sorensen took the opportunity to introduce the following new volunteer firefighters for the Sooke Fire Department: • Brian Zutz • Andrew Fulthorpe • Shane Robertson • Peter Kornacki • Wes Raposo • Chris Daoust (not in attendance)
APPROVAL OF THE AGENDA MOVED and seconded to move Agenda Item RI-1 RCMP Monthly Mayor Report to immediately following Adoption of Council and COW Meeting Minutes. CARRIED UNANIMOUSLY
MOVED and seconded to remove Agenda Item D-2 Creating Homefulness Society/VVoodwyn Farms from the agenda. CARRIED UNANIMOUSLY
MOVED and seconded to add the following item as new business: NB-1 MOTION TO CLOSE THE MEETING TO THE PUBLIC: Motion to close the meeting to the public immediately following Agenda Item 1-1 under section 90(1) of the Community Charter to discuss: 90(1)(k) negotiations and related discussions respecting the proposed provision of a municipal service that are at their preliminary stages and that, in the view of the council, could reasonably be expected to harm the interests of the municipality if they were held in public;
1 Meeting Date: February 10, 2015 District of Sooke Adopted on: February 23, 2015 Regular Council Meeting Minutes 90(1)(1) discussions with municipal officers and employees respecting municipal objectives, measures and progress reports for the purposes of preparing an annual report under section 98 [annual municipal report]. CARRIED UNANIMOUSLY
MOVED and seconded to approve the agenda as amended. CARRIED UNANIMOUSLY
ADOPTION OF MINUTES MOVED and seconded that the minutes of the Regular Council meeting held on January 26, 2015 be adopted as circulated. CARRIED UNANIMOUSLY
MOVED and seconded that the minutes of the Committee of the Whole meeting held on February 2, 2015 be adopted as circulated. CARRIED UNANIMOUSLY
DELEGATIONS
D-1 Greater Victoria Coalition to End Homelessness — Update on Homelessness in the Region — Andrew Wynn Williams, Executive Director Andrew Wynn-Williams, Executive Director, provided a powerpoint presentation and overview of Housing and Homelessness in Greater Victoria. Mr. Wynn-Williams overviewed the following: • Definition of Homelessness • Spectrum of Housing and Supports • Drivers of Homelessness o Vacancy Rates o Average Rent o Income • Number of People Experiencing Homelessness in Greater Victoria • Number of People at Risk of Homelessness in Greater Victoria • Housing Solutions • Overview of Shelter Users • Patterns of Homelessness in Greater Victoria • Supportive Housing Needs • Affordable Housing Needs • Role of Municipal Government • Costs of Homelessness • Public Support to End Homelessness
Mr. Wynn-Williams advised that there is a significant housing shortage in Greater Victoria for those with lower incomes which is a key driver of homelessness in the region; the cost of providing housing will be less than the cost of managing homelessness as a crisis. A discussion ensued between Council and Mr. Wynn-Williams as to the 2014 data collected by the CMHC Housing Market and the BC Housing Association for Sooke and other municipalities in the Capital Regional District.
Mayor Tait thanked Mr. Wynn-Williams for the presentation. 2 Meeting Date: February 10, 2015 District of Sooke Adopted on: February 23, 2015 Regular Council Meeting Minutes D-3 Sooke Elderly Citizens Housing Society — "Challenges of using mobility scooters in Sooke: - Carol Mallett & Bill Jones
Carol Mallett, Ayre Manor volunteer, provided a powerpoint presentation and addressed Council as to the challenges of using mobility scooters in Sooke. Ms. Mallett introduced Bill Jones who is new to riding mobility scooters and assisted in collecting the information for the presentation. Ms. Mallett stressed the importance that mobility scooters serve to those who have mobility challenges but wish to maintain their independence. Ms. Mallett overviewed the following concerns for mobility scooter riders in the town centre: • Challenges to scooters riding on sidewalk due to obstacles, small spaces for manoeuvering, lack of ramping, dangerous slopes and reduced visibility for vehicle drivers and scooter riders • Concerns that scooter riders are often forced to travel on the roads that are unsafe due to traffic, uneven pavement, speed bumps and drainage infrastructure (grates) • Challenges for scooter riders in stores and other public spaces due to lack of scooter parking, narrow openings and obstacles in the aisles
Ms. Mallett reported that wheelchair users, cyclists, parents with strollers and people with walkers all experience similar issues while navigating through the town centre and several accidents with scooter riders have occurred around the town. Ms. Mallett asked for Council's consideration in removing or remediating mobility scooter hazards in the town centre, consider running an awareness campaign for mobility scooters and include accessibility (District of Sooke Accessibility Report) as a component in future design and development in Sooke
Bill Jones provided information to Council as to incidents that Ayre Manor residents have experienced due to obstacles in the town centre. Mr. Jones reiterated that not only mobility scooter riders are affected but also people in wheelchairs, mothers with strollers and others with mobility issues.
A discussion ensued between Council, Ms. Mallet and Mr. Jones as to the following: • The previous Council tried to arrange a contract with the Sooke Region Chamber of Commerce to have a program that would encourage local businesses to become more age friendly; it is important that the Chamber receive the information that has been presented this evening • The Legion is looking at prices to have a tree encroaching on the sidewalk in front of the Legion removed • Whether information was gathered from high traffic areas beyond the town centre • Importance of getting this type of information out to the public
RI-1 RCMP Monthly Mayor Report — December 2014 Staff Sgt. McArthur provided an overview of the RCMP Monthly Mayor Report for December 2014. The Staff Sgt. reported on the Detachment's recent purchase of a new restraint chair which has become useful on at least one occasion. Staff Sgt. McArthur reported on enforcement actions over the past month involving arrests for meth amphetamine trafficking, property offenses a domestic assault.
3 Meeting Date: February 10, 2015 District of Sooke Adopted on: February 23, 2015 Regular Council Meeting Minutes A discussion ensued between Council and Staff Sgt. McArthur as to an update on the public servant administrative position, 24/7 RCMP coverage in Sooke, and high impact crash sites in Sooke. Staff McArthur will be providing information to Council on these items at the upcoming Strategic Planning session.
MOVED and seconded to receive the RCMP Monthly Mayor Report — December 2014 for information. CARRIED UNANIMOUSLY
PUBLIC QUESTION AND COMMENT PERIOD
MOVED and seconded to allow members of the public to address Council as to the 2012 Sooke River Pedestrian Crossing report. CARRIED UNANIMOUSLY
Sheila Needs, Soule Road resident, stated that she recently submitted a letter and petition to Mayor and Council as to the Sooke River Pedestrian Crossing at Soule Road. Ms. Needs stated that the previous Council did not approve the plan and that she is not in support of the plan.
Robert Barry, Soule Road resident, provided comments as to the Sooke River Pedestrian Crossing plan. Mr. Barrie advised that they did their due diligence when purchasing their property and were advised by the District that there were no future plans for Soule Road.
Mayor Tait clarified that the Sooke River Pedestrian Crossing report was received by the previous Council and the Council did not move forward with the project.
Randy Michelson, Soule Road resident, commented on the Soule Road location for the Sooke River Pedestrian Crossing and the costs associated with proposed bridge; and advised that Sooke River Road is a dangerous road for pedestrians and cyclists.
Shirley Roodbol, Soule Road resident, stated that she does not support the Sooke River Pedestrian Crossing at Soule Road. Ms. Roodbol read and submitted a written statement.
Elizabeth Dennison, Soule Road resident, advised that she is not in favour of the Sooke River Pedestrian Crossing at Soule Road. Ms. Dennison commented on the safety for traffic and pedestrians on Soule Road and at the intersection at Sooke River Road and Soule Road.
Ken Ebbs-Canavan, Calvert Road resident, commented that the Sooke River Pedestrian Crossing plan was not approved by residents in the area and that Soule Road is a poor location for the crossing. Mr. Ebbs-Canavan advised that there is extensive flooding that occurs in that location every five to six years and that the ground is very unstable.
Council discussed: • The Sooke River Pedestrian Crossing Plan has been "shelved" since 2012 with the identified location of Soule Road
4 Meeting Date: February 10, 2015 District of Sooke Adopted on: February 23, 2015 Regular Council Meeting Minutes • Concerns as to why the issue of the Sooke River Pedestrian Crossing is being discussed at this time and that Council does not having the background information to be able to discuss the matter • There was no financial discussion by the previous Council on the crossing and they did not move forward with the project • Concerns that Soule Road is very narrow and may not be a suitable location for the crossing
Sheila Needs, provided additional comments advising that if Council were to shelve the report again, the property owners would be left in a situation where the sale of the properties would be difficult.
Mayor Tait advised that Council will be discussing priorities for this term during the upcoming Strategic Planning session and Council will be bringing priority items forward for discussion. Council may decide to look at the issue of the Sooke Pedestrian Crossing Plan to see if there should be a revision to the Plan.
Elizabeth Dennison advised that over the years, she has provided information to the District regarding the flood plains and would like Council to receive this information.
MOVED and seconded to shelve the Sooke River Pedestrian Crossing Plan for the Soule Road location for the remainder of this Councils term of office. MOTION WITHDRAWN
MOVED and seconded to direct staff to bring forward a report on the Sooke River Road Pedestrian Crossing - Soule Road to Sun River Nature Park for Council review and to determine if it is the preferred option for the crossing. CARRIED UNANIMOUSLY
ACTION ITEM: Council requested that staff contact the Soule Road residents at the time the Sooke River Road Pedestrian Crossing Report comes forward to Council.
BYLAWS
B-1 Bylaw No. 610, Revenue Anticipation Borrowing Bylaw, 2015
MOVED and seconded that Bylaw No. 610, Revenue Anticipation Borrowing Bylaw, 2015 be introduced and read a first time. CARRIED UNANIMOUSLY
MOVED and seconded that Bylaw No. 610, Revenue Anticipation Borrowing Bylaw, 2015 be read a second time. CARRIED UNANIMOUSLY
MOVED and seconded that Bylaw No. 610, Revenue Anticipation Borrowing Bylaw, 2015 be read a third time. CARRIED UNANIMOUSLY
5 Meeting Date: February 10, 2015 District of Sooke Adopted on: February 23, 2015 Regular Council Meeting Minutes REPORTS REQUIRING ACTION
RA-1 Maintenance Service Contracts — 2015-2015 Contract Extension
MOVED and seconded to authorize the Mayor and Chief Administrative Officer to sign the renewal agreements with Arterra Landscaping for the Ornamental Area Maintenance Services Contract and the Public Washroom Maintenance Services Contract; AND FURTHER authorize the Mayor and Chief Administrative Officer to sign the renewal agreement with Angela Sinclair for the Trails and Walkways Maintenance Services Contract. AND FURTHER authorize the Mayor and Chief Administrative Officer to sign the renewal agreement with Steve's Portable Sawmill and Tree Service for the Greenspace Maintenance Services Contract. AND FURTHER authorize the Mayor and Chief Administrative Officer to sign the renewal agreement with Drew Porter for the John Phillips Memorial Park Maintenance Services Contract. CARRIED UNANIMOUSLY
ACTION ITEM: Council requested that staff provide the amounts that each of the individual Maintenance Service Contract firms have been paid separate from their contracts.
REPORTS FOR INFORMATION
RI-2 Mayor and Council Reports (Verbal) Mayor Tait reported that she and staff met with the Ministry of Transportation and Infrastructure (MoTI) on February 2nd to discuss the roundabout, improvements to Highway 14 and Church Road intersection. Mayor Tait advised that the design of the roundabout will be completed by the end of February or early March and that the design is similar to the roundabout in Lake Cowichan which allows for the navigation of logging trucks. Also, discussions took place as to signage; school crossings and wayfinding signs in the town centre. Mayor Tait reported on attending the Local Government Leadership Academy (LGLA) Forum in Parksville. Mayor Tait advised that she has not yet received a reply from Kinder Morgan to attend an upcoming Council meeting. Mayor Tait reported on an interview she had with Chek News featuring the Harbourview Sea to Sea CRD Park.
Councillor Kasper reported on the Local Government Leadership Academy in Parksville where Council received an update as to a 2 percent increase in Gas Tax Funding, had discussions on the importance of fiscal responsibility and the roles of the Elected Officials. Councillor Kasper further reported that Sooke is one of the 50 percent of municipalities that have put together a Strategic Plan. Councillor Kasper also attended the Regional Planning Committee noting that Council must ensure that the District of Sooke's position and interests are heard and reflected in the Regional Sustainability Strategy.
Councillor Berger reported on a SEAPARC grant application to construct an artificial turf field at Fred Milne Park. Councillor Berger also reported on participating in Literacy Week events with a grade five class.
6 Meeting Date: February 10, 2015 District of Sooke Adopted on: February 23, 2015 Regular Council Meeting Minutes Councillor Pearson reported on attending the Juan de Fuca Water Distribution Commission meeting and advised that they are still waiting to hear on funding for the extension of the water line on West Coast Road to the Kemp Lake Water District
Councillor Parkinson read and submitted her Councillor report.
Gord Howie reported that the Year End Report provides a history of the District's activities from the previous year and forms a portion of the Annual Report that will be presented later this year along with information on Council's Strategic Plan.
RI-3 New Building Canada Fund Grant Application
MOVED and seconded to direct staff to prepare the New Building Canada Fund Grant Application for the Grant Road Connector Project (Phillips to Charters portion) with the culvert option. CARRIED Councillor Logins opposed the motion
RI-4 2014 Year End Report
MOVED and seconded to receive the 2014 Year End Report for information. CARRIED UNANIMOUSLY
CORRESPONDENCE AND COUNCIL REPORTS FOR INFORMATION
1-1 Council Reader File — January 2015
MOVED and seconded to file the Council Reader File — January 2015. CARRIED UNANIMOUSLY
NEW BUSINESS
NB-1 MOTION TO CLOSE THE MEETING TO THE PUBLIC: Motion to close the meeting to the public immediately following Agenda Item 1-1 under section 90(1) of the Community Charter to discuss: 90(1)(k) negotiations and related discussions respecting the proposed provision of a municipal service that are at their preliminary stages and that, in the view of the council, could reasonably be expected to harm the interests of the municipality if they were held in public; 90(1)(1) discussions with municipal officers and employees respecting municipal objectives, measures and progress reports for the purposes of preparing an annual report under section 98 [annual municipal report]. CARRIED UNANIMOUSLY
7 Meeting Date: February 10, 2015 District of Sooke Adopted on: February 23, 2015 Regular Council Meeting Minutes ADJOURNMENT MOVED and seconded to adjourn the open portion of the Regular Council meeting at 9:27 p.m. CARRIED UNANIMOUSLY
MOVED and seconded to adjourn the meeting at 10:39 p.m. CARRIED UNANIMOUSLY
Certified Correct:
Maja Tait Bon bprin Mayor Corporate Officer
8 Meeting Date: February 10, 2015 District of Sooke Adopted on: February 23, 2015 Regular Council Meeting Minutes DISTRICT OF SOOKE Committee of the Whole Minutes Meeting held February 16, 2015 at 7:00 pm Council Chamber, 2225 Otter Point Road
COUNCIL PRESENT STAFF PRESENT Mayor Maja Tait Gordon Howie, Chief Administrative Officer Councillor Rick Kasper Michael Dillabaugh, Director of Finance Councillor Ebony Logins Bonnie Sprinkling, Corporate Officer Councillor Brenda Parkinson Elisabeth Nelson, Municipal Engineer Councillor Kevin Pearson Tina Hansen, Corporate Assistant
ABSENT: Councillor Berger, Councillor Kerrie Reay
1. Call to Order The meeting was called to order at 7:00 p.m.
2. Approval of Agenda MOVED and seconded to approve the agenda with the following items as supplemental information: • Correspondence received February 16, 2015 from Gail Hall • Correspondence received February 14, 2015 from Patricia Marsh CARRIED UNANIMOUSLY
3. Off-leash Dog Park Discussion Mayor Tait advised that the purpose of this evening's meeting is for Council discussion on the off-leash dog park as the District has received inquiries on the issue. There is interest in the community to have a dedicated off-leash dog park as well as requiring dogs on-leash only for Whiffin Spit Park.
Gord Howie provided an overview of the timeline for the off-leash dog park to date. Mr. Howie reported that the off-leash dog park group was able to raise $500 in funds towards the preferred location at Ponds Park Corridor.
Committee Discussion: • The raising of additional funds by the off-leash dog park group to go towards the Park • Importance of receiving input from members of the public on the issue of dogs in community parks • Status of the Spiritwood Development proposal to develop an off-leash dog park in the Spiritwood Development location • There is an identified need for an off-leash dog park somewhere in the community but the budget process should be completed prior to making any decisions on the issue • Concerns as to costs associated with the additional parking at Ponds Park Corridor and concerns as to the close proximity of the dog park to residences 1
Meeting Date: February 16, 2015 District of Sooke Adopted on: February 23, 2015 Committee of the Whole Meeting Minutes • Council may need to look at revisiting the John Phillips Memorial Park Plan and also look at other parks that could be suitable locations • Council to consider off-leash dog parks when reviewing new development applications • Importance of making a decision on the issue as sport facilities (Throup Road ball park and Fred Milne soccer fields) are experiencing problems with dogs and refuse
Public Input Ellen Lewers, Sooke resident, provided comments as to the Off-leash dog park and how the dog park will affect the upcoming budget. Ms. Lewers also advised that people do not leash their dogs on the Galloping Goose Trail and on Whiffin Spit and are leaving dog waste bags along the side of the trail. Ms. Lewers does not support the amount in the budget for "doggie bags."
Mayor Tait advised that Council will need to take the budget into consideration and that there will need be public input for members of the public on the issue of the off-leash dog park. In terms of "leashing" dogs, there is the issue of how that would be enforced.
Bonnie Sprinkling advised that the "off-leash dog park" group was advised that Council would be discussing the issue this evening.
Council further discussed: • The City of Kelowna has a "Take a Bag Leave a Bag" Program which could help reduce the costs of "doggie bags" • Concerns that dog owners are leaving the bags on the side of the trail • Additional garbage cans have been installed in various locations in order to help control the used "doggie bags" that are being left behind
MOVED and seconded to receive the two Public Information Packages on the Off- Leash Dog Park. CARRIED UNANIMOUSLY
Action item: Staff to provide Council with the current statistics as to dog licences issued within the District of Sooke and the amount of funds allocated for doggie bags in the financial plan.
4. Current Issues There was no further input from members of the public.
5. Adjournment The meeting was adjourned at 7:27 p.m.
Certified Correct:
Maja T Bo Spn i ling Mayor Corporate Officer 2 Meeting Date: February 16, 2015 District of Sooke Adopted on: February 23, 2015 Committee of the Whole Meeting Minutes DISTRICT OF SOOKE
Minutes of the Regular Meeting of Council held in the Council Chamber at 2225 Otter Point Road, Sooke, BC on February 23, 2015 7:00 p.m., Open Portion, Council Chamber
COUNCIL PRESENT STAFF PRESENT (Open Portion) Mayor Maja Tait Michael Dillabaugh, Director of Finance Councillor Bev Berger Bonnie Sprinkling, Corporate Officer Councillor Rick Kasper Elisabeth Nelson, Municipal Engineer Councillor Ebony Logins Steve Sorensen, Fire Chief Councillor Brenda Parkinson Tara Johnson, Planner II (left at 7:55 pm) Councillor Kevin Pearson Tina Hansen, Corporate Assistant
ABSENT: Councillor Ebony Logins, Councillor Kerrie Reay
CALL TO ORDER Mayor Tait called the meeting to order at 7:00 p.m.
APPROVAL OF THE AGENDA MOVED and seconded to approve the agenda with the following items and new business/ supplemental information: • NB-1 New Business: Correspondence dated February 23, 2015 from Sooke Elderly Citizens' Housing Society RE: Request that Council fund Development Permit Application fees • Agenda Item C-1 Supplementary Information: Correspondence dated January 26, 2015 from Rupert Yakelashek, Songhees and Esquimalt First Nations RE: Declaration of the Right of a Healthy Environment o Correspondence received February 23, 2015 from the City of Port Moody o Correspondence received February 23, 2015 from Jeremy Newell CARRIED UNANIMOUSLY
ADOPTION OF MINUTES MOVED and seconded that the minutes of the Regular Council meeting held on February 10, 2015 be adopted as circulated. CARRIED UNANIMOUSLY
MOVED and seconded that the minutes of the Committee of the Whole meeting held on February 16, 2015 be adopted as circulated. CARRIED UNANIMOUSLY
1 Meeting Date: February 23, 2015 District of Sooke Adopted on: March 9, 2015 Regular Council Meeting Minutes DELEGATIONS
D-1 Timberwest — Corporate Profile, Activity & Operations around Sooke — Domenico lannidinardo, Vice President of Sustainability, Chief Forester Domenico lannidinardo provided an overview of the Timberwest corporate profile, and operations in the Sooke region. Mr. lannidinardo reported that Timberwest has been in operations for more than 100 years and manages lands that are both public and privately owned. Mr. lannidinardo advised that Timberwest is privately owned and their land in this region makes up approximately 20 per cent of the lands in Sooke and the Capital Regional District. There are approximately 20 logging trucks per day hauling through the community of Sooke; of those, 10 trucks belong to Timberwest. The company works closely with First Nation communities in the region on a variety of projects including the WIND power project and silver culture. Mr. lannidinardo reported that 2015 looks to be a typical year for production in the region.
A discussion ensued as to the following: • Logging truck traffic travelling through Sooke versus taking the circle route through Lake Cowichan • Concerns as to the speed that logging trucks travel through Sooke and along Highway 14 • Most appropriate way for residents to report speed limit violations with logging trucks • Consideration to the resurfacing improvements and construction of the roundabout beginning this summer; working with the MoTI • Many residents of Sooke benefit from the Timberwest woodlot program to salvage timber • Whether Timberwest has plans to provide public access to recreational areas such as Bear Creek Reservoir
Council thanked Mr. lannidinardo for his presentation.
D-2 Our Horizon — Warning Labels on Gas Pumps — Eric Gray Erin Gray, volunteer, provided a powerpoint presentation and overview of the Our Horizon initiative to encourage municipalities to have warning labels placed on gas station pumps in order to create more awareness of climate change. Ms. Gray advised that climate change is an issue that does not provide feedback making people less likely to make the appropriate changes. Ms. Gray further advised that the warning labels will provide a direct impact, encourage a more positive attitude and make people feel comfortable in their roles in climate change. Ms. Gray stated that municipalities in British Columbia have the authority to require gasoline retailers to place climate change labels on their gas pumps. Ms. Gray asked for Council's support for the labels and support of a resolution going forward to the UBCM Convention in September 2015. A discussion ensued between Council and Ms. Gray as to the following: • Who would be responsible for the costs, distribution and maintenance of the labels on the gas pumps
2 Meeting Date: February 23, 2015 District of Sooke Adopted on: March 9, 2015 Regular Council Meeting Minutes • Whether Our Horizon have looked into having a resolution sent to the Association of Vancouver Island Coastal Communities Convention in April 2015
MOVED and seconded to receive the information from Our Horizon as to Warning Labels for Gas Pumps. CARRIED UNANIMOUSLY
ACTION ITEM: Council requested that the information from Our Horizon as to Warning Labels on Gas Pumps go to a Council Committee such as the Climate Change Action Committee for future discussion.
PUBLIC QUESTION AND COMMENT PERIOD
Rupert Yakelashek, Victoria resident (student), read his submission and request to Council to consider passing a Declaration of the Right to a Healthy Environment. Mr. Yakelashek advised that he participated in the David Suzuki Blue Dot Tour event and since the tour a number of cities across Canada have made similar declarations. Mr. Yakelashek has worked with the City of Victoria and other municipalities in the Capital Region on passing a declaration. Mr. Yakelashek asked for Council's consideration in passing a similar declaration for the Right to a Healthy Environment.
Franny Yakelashek, Victoria resident (student) read her statement to Council as to the Right to a Healthy Environment. Miss Yakelashek advised that she also attended the David Suzuki Blue Dot Tour event with her brother Rupert. Miss Yakelashek advised that she attends many activities in Sooke and asked Council to consider passing a Declaration.
Nathan Harlan, Victoria resident (student), read his statement to Council as to the Right to a Healthy Environment advising that he supports the proposal and that it is important to him because everyone has the right to clean environment. Nathan believes that the resolution is a step in the right direction to creating a healthy environment for everyone.
Erin Harlan, Victoria resident (student), read her statement to Council as to the Right to a Healthy Environment advising that we cannot live without it. Erin noted that other municipalities have also agreed to support the proposal.
Terrance Martin, Sooke resident, addressed Council as to the Timberwest presentation and concerns that Timbervvest has hardened their stand on access to lands. Mr. Martin also addressed Council as to the Capital Regional District watershed and concerns as to the potential closing of the watershed and limited communications with the public.
Alexandra Martin, Sooke resident, addressed Council as to parking for the Sooke Horseshoe Pitch at Sooke River Road Park. Ms. Martin asked that Council consider parking arrangements so that it does not interfere with or obstruct parking at the Fred Milne soccer field.
Jeff Bateman, Sooke resident, took the opportunity to thank Rupert Yakelashek and his friends for coming from Victoria to speak to the issue of the Right to a Healthy Environment. Mr. Bateman advised that on the plebiscite question on "No Oil Tanker Traffic", 97 percent of students at a local elementary school voted in favour of the 3 Meeting Date: February 23, 2015 District of Sooke Adopted on: March 9, 2015 Regular Council Meeting Minutes question. Mr. Bateman would like to see Council take the information on Warning Labels for gas pumps to the Climate Change Action Committee.
MOVED and seconded to move Agenda Item C-1 Correspondence dated January 26, 2014 from Rupert Yakelashek, RE: Declaration to the Right to a Healthy Environment to immediately following Public Question and Comment Period. CARRIED UNANIMOUSLY
C-1 Correspondence dated January 26, 2015 from Rupert Yakelashek, Songhees and Esquimalt First Nations RE: Declaration of the Right to a Healthy Environment
MOVED and seconded to make the Declaration of the Right to a Healthy Environment similar to that of the City of Port Moody. CARRIED UNANIMOUSLY
BYLAWS
B-1 Bylaw No. 610, Revenue Anticipation Borrowing Bylaw, 2015
MOVED and seconded that Bylaw No. 610, Revenue Anticipation Borrowing Bylaw, 2015 be adopted. CARRIED UNANIMOUSLY
B-2 Bylaw No. 611, Zoning Amendment Bylaw (600-15)— 6509 Sooke Road — Rezone to Service Commercial (C3)
MOVED and seconded that Bylaw No. 611, Zoning Amendment Bylaw (600-15) be introduced and read a first time. CARRIED UNANIMOUSLY
MOVED and seconded that Bylaw No. 611, Zoning Amendment Bylaw (600-15) be read a second time. CARRIED UNANIMOUSLY
MOVED and seconded to direct staff to schedule a Public Hearing for Bylaw No. 611, Zoning Amendment Bylaw (600-15) in accordance with the requirements of the Community Charter and the Local Government Act. CARRIED UNANIMOUSLY
REPORTS REQUIRING ACTION
RA-1 West Island Consulting Inc. — Approving Officer Contract
MOVED and seconded to approve the Consultant Service Agreement with West Island Consulting Inc. for Approving Officer services; AND authorize the Mayor and Chief Administrative Officer to execute the agreement on behalf of the District of Sooke.
4 Meeting Date: February 23, 2015 District of Sooke Adopted on: March 9, 2015 Regular Council Meeting Minutes CARRIED UNANIMOUSLY
RA-2 Tsunami Hazard Zone Signs
MOVED and seconded to authorize staff to install Tsunami Warning signs at the following locations identified as Priority Hazard Zones: • Whiffin Spit Park • Ella Beach • The old Butler log sorting area along West Coast Road at the western end of the District of Sooke • Billings Spit area AND TO carry out public communication including a News Release, as to the installation of Tsunami Hazard signage in conjunction with the Emergency Management BC Tsunami Preparedness Week in March, 2015. CARRIED UNANIMOUSLY
RA-3 2015 Sponsorships
MOVED and seconded to postpone a decision on Agenda item RA-3 2015 Sponsorships until Council has received the Preliminary 2015-2019 Five Year Financial Plan. CARRIED UNANIMOUSLY
REPORTS FOR INFORMATION
RI-1 Mayor and Council Reports Mayor Tait reported that the Ministry of Transportation and Infrastructure (MoTI) will be working on a design for street lighting at the crosswalk at Sooke Elementary School and will be looking into costs for pedestrian activated crosswalks at Sooke Elementary and John Muir schools. Mayor Tait advised that she has drafted a letter to BC Hydro with regard to the fallen hydro pole incident that occurred last week. Mayor Tait also advised on a Memo she will be sending to Council regarding Council Committee and liaison appointments for consideration. Kinder Morgan has confirmed their attendance to the April 7th Committee of the Whole meeting. Mayor Tait provided updates as to media inquiries and opportunities.
Councillor Parkinson read and submitted her Council report.
Councillor Kasper provided information to Council as to the possible closure of public access to the Leech River Watershed. Councillor Kasper advised that historically, the area has been open to the public providing a wide range of activities and uses to the public. This could be something that Council may wish to look into further. Councillor Kasper also advised that Council may wish to look at bringing discussions forward on the feasibility of the provision of water to Otter Point Road residents to the municipal boundary.
Councillor Pearson also spoke to the issue of water on Otter Point Road advising that it is incumbent that Council support. Councillor Pearson also spoke to the issue of access to 5 Meeting Date: February 23, 2015 District of Sooke Adopted on: March 9, 2015 Regular Council Meeting Minutes the Weeks Lake area, not necessarily motorized access but access to the public for activities such as hiking, mountain biking and trail riding.
Councillor Parkinson announced that the Pink Shirt Day will be held at the Evergreen Kiosk on Wednesday, February 25th, 2015 in support of Anti-Bullying.
RI-2 BC Climate Action Revenue Incentive Program (CARIP)
MOVED and seconded to receive the BC Climate Action Revenue Incentive Program (CARIP) for information. CARRIED UNANIMOUSLY
RI-3 Sooke Fire Rescue Service Monthly Staffing Report — January 2015
MOVED and seconded to receive the Sooke Fire Rescue Service Monthly Staffing Report for January 2015 for information. CARRIED UNANIMOUSLY
NEW BUSINESS
NB-1 New Business: Correspondence dated February 23, 2015 from Sooke Elderly Citizens' Housing Society RE: Request that Council fund Development Permit Application fees
MOVED and seconded to postpone a decision on Agenda Item NB-1 Correspondence dated February 23, 2015 from Sooke Elderly Citizens' Housing Society, until Council has received the Preliminary 2015-2019 Five Year Financial Plan; AND THAT staff encourage the Sooke Elderly Citizens' Housing Society to apply for their Development Permit. CARRIED UNANIMOUSLY
CORRESPONDENCE REQUIRING ACTION
C-2 Correspondence dated February 17, 2015 from the City of Victoria RE: Governance Review - Guidelines for Study on Amalgamation
MOVED and seconded to file the correspondence dated February 17, 2015 from the City of Victoria. CARRIED UNANIMOUSLY
CORRESPONDENCE AND COUNCIL REPORTS FOR INFORMATION
1-1 Correspondence dated February 14, 2015 from Ministry of Transportation and Infrastructure: News Release — Cycling funding supports active, healthy communities
6 Meeting Date: February 23, 2015 District of Sooke Adopted on: March 9, 2015 Regular Council Meeting Minutes MOVED and seconded to file the correspondence dated February 14, 2015 from the Ministry of Transportation and Infrastructure. CARRIED UNANIMOUSLY
NOTICES OF MOTION
NM-1 Mayor to acknowledge Notice of Motion by Councillor Kerrie Reay for consideration by Council at the March 9th, 2015 Regular Council meeting (section 41 of the Council Procedure Bylaw).
NOTICE OF MOTION: "THAT COUNCIL address locating the library in John Phillips Memorial Park"
NM-2 Mayor to acknowledge Notice of Motion by Councillor Kerrie Reay for consideration by Council at the March 9th, 2015 Regular Council meeting (section 41 of the Council Procedure Bylaw).
NOTICE OF MOTION: "THAT COUNCIL address the parking on Sooke River Road, this is a public safety item."
MOTION TO CLOSE THE MEETING TO THE PUBLIC
MOVED and seconded to close the meeting to the public under section 90(1) of the Community Charter to discuss: 90(1)(e) the acquisition, disposition or expropriation of land or improvements, if the council considers that disclosure could reasonably be expected to harm the interests of the municipality; 90(1(1) discussions with municipal officers and employees respecting municipal objectives, measures and progress reports for the purposes of preparing an annual report under section 98 [annual municipal report]. CARRIED UNANIMOUSLY
ADJOURNMENT MOVED and seconded to adjourn the open portion of the Regular Council meeting at 8:34 p.m. CARRIED UNANIMOUSLY
MOVED and seconded to adjourn the meeting at 9:30 p.m. CARRIED UNANIMOUSLY
Certified Correct:
Bon Spri ling Corporate Officer
7 Meeting Date: February 23, 2015 District of Sooke Adopted on: March 9, 2015 Regular Council Meeting Minutes DISTRICT OF SOOKE
Minutes of the Special Meeting of Council held in the Council Chamber at 2225 Otter Point Road, Sooke, BC on March 2, 2015 at 6:00 p.m.
COUNCIL PRESENT STAFF PRESENT Mayor Maja Tait Michael Dillabaugh, Director of Finance Councillor Bev Berger Councillor Rick Kasper Councillor Ebony Logins Councillor Brenda Parkinson Councillor Kevin Pearson Councillor Kerrie Reay
CALL TO ORDER Mayor Tait called the meeting to order at 6:07 p.m.
APPROVAL OF AGENDA MOVED and seconded to approve the agenda as circulated. CARRIED UNANIMOUSLY
MOTION TO CLOSE THE MEETING TO THE PUBLIC MOVED and seconded to close the meeting to the public under section 90(1)(1) of the Community Charter for discussions with municipal officers and employees respecting municipal objectives, measures and progress reports for the purposes of preparing an annual report under section 98 [annual municipal report]. CARRIED UNANIMOUSLY
ADJOURNMENT MOVED and seconded to adjourn the meeting at 6:55 p.m. CARRIED UNANIMOUSLY
Certif.' d Correct:
Maja Ta" ie Sprinkling Mayor Corporate Officer
1 Meeting Date: March 2, 2015 District of Sooke Adopted on: March 9, 2015 Special Council Meeting Minutes
DISTRICT OF SOOKE Committee of the Whole Minutes Meeting held March 2, 2015 at 7:00 pm Council Chamber, 2225 Otter Point Road
COUNCIL PRESENT STAFF PRESENT Mayor Maja Tait Michael Dillabaugh, Director of Finance Councillor Bev Berger Bonnie Sprinkling, Corporate Officer Councillor Rick Kasper Tina Hansen, Corporate Assistant Councillor Ebony Logins Councillor Brenda Parkinson Councillor Kevin Pearson Councillor Kerrie Reay
1 Call to Order The meeting was called to order at 7:02 p.m.
2. Approval of Agenda MOVED to approve the agenda as circulated. CARRIED
3. Presentation of Preliminary 2015-2019 Five Year Financial Plan Michael Dillabaugh provided an overview of the proposed 2015-2019 Five Year Financial Plan for the Committee.
Mr. Dillabaugh advised that the Financial Plan is being presented later this year than in previous years as a decision was made by the newly elected Council to wait until after the strategic planning session to bring forward the budget.
Mr. Dillabaugh reported that the tax increase projected for 2015 in the 2014-2018 Five Year Financial Plan was 2.38%. The proposed 2015-2019 Five Year Financial Plan sets more money aside into reserves, has an increased capital plan and is driven by better cost information which has resulted in the increase from 2.38% to the 2.49% percent that is being presented.
Mr. Dillabaugh further reported that Council's 2014-2015 Corporate Strategic Priorities have been the primary guidance for the proposed 2015-2019 Five Year Financial Plan. In addition, the current Council has met to set a new Strategic Plan and these priorities have been incorporated into the proposed Plan.
Mr. Dillabaugh advised that the Town Centre has been a significant priority of Council and continues in the proposed 2015-2019 Five Year Financial Plan and includes the following projects: • Design and begin construction of Phase 2 of the Connector Road (Phillips Road to Charters Road) 1
Meeting Date: March 2, 2015 District of Sooke Adopted on: March 9, 2015 Committee of the Whole Meeting Minutes • Highway 14 Roundabout construction • Highway 14 improvement from Church Road to Otter Point Road • Design and construction of sidewalks along Highway 14 from Church Road to Otter Point Road • Continued funding for road and sidewalk improvements programs • Downtown art bench • Transit stop improvements
Proposed projects in 2016-2019 include: • Completion of Phase 2 of the Connector Road (Phillips Road to Charters Road) • Improved Rainwater Management in the Town Centre • Continued funding for road and sidewalk improvement program • Church Road widening (Sooke Road to Helgeson Road) • Connector Road Phase 3 (Otter Point Road to Gatewood Road)
Mr. Dillabaugh noted that the percentage tax increase in 2017 is a direct result of the decision during the 2014 budget to use surplus funds to offset the tax increase in 2014 to 2016.
Mr. Dillabaugh advised that staff presentations on the budget will be made at the March 10th and March 11th Committee of the Whole meetings. Following presentations, a revised Financial Plan will be presented to the Committee and then forwarded to Council for preliminary approval with final approval by Council in April and May 2015.
Committee discussion: • Timeline for when staff anticipate receiving the 2014 Actuals • Committee discussion of Strategic Priorities and Capital Project items
Public Input: Margarita Dominguez, representing Sooke Animal Food and Rescue Society (SAFARS) addressed the Committee as to the CRD Animal Control Contract that will be coming forward to Council at an upcoming Council meeting. Ms. Dominguez advised that SAFARS is rescuing a large number of cats and that they are wanting Council to recognize that they are providing a service to the community and should be provided funding support.
4. Public Input: There was no further input from members of the public.
5. Adjournment The meeting was adjourned at 7:19 p.m.
Certified Correct:
NA Maja Tait Bo fa- Sprin`ling Mayor Corporate Officer
2 Meeting Date: March 2, 2015 District of Sooke Adopted on: March 9, 2015 Committee of the Whole Meeting Minutes DISTRICT OF SOOKE
Minutes of the Regular Meeting of Council held in the Council Chamber at 2225 Otter Point Road, Sooke, BC on March 9, 2015 7:00 p.m., Open Portion, Council Chamber Closed Portion to immediately follow
COUNCIL PRESENT STAFF PRESENT (Open Portion) Mayor Maja Tait Gordon Howie, Chief Administrative Officer Councillor Bev Berger Michael Dillabaugh, Director of Finance Councillor Rick Kasper Bonnie Sprinkling, Corporate Officer Councillor Ebony Logins Elisabeth Nelson, Municipal Engineer Councillor Brenda Parkinson Staff Sgt. Jeff McArthur Councillor Kevin Pearson (7:04) Sarah Temple, Finance and Administration Councillor Kerrie Reay Assistant - recorder
CALL TO ORDER Mayor Tait called the meeting to order at 6:59 p.m.
APPROVAL OF THE AGENDA MOVED and seconded to move Agenda Item RI-1 RCMP Monthly Mayor Report to immediately following Receipt of Draft Council Committee Minutes for Information. CARRIED UNANIMOUSLY
MOVED and seconded to approve the agenda as amended. CARRIED UNANIMOUSLY
ADOPTION OF MINUTES MOVED and seconded that the minutes of the Regular Council meeting held on February 23, 2015 be adopted as circulated. CARRIED UNANIMOUSLY
MOVED and seconded that the minutes of the Special Council meeting held on March 2, 2015 be adopted as circulated. CARRIED UNANIMOUSLY
MOVED and seconded that the minutes of the Committee of the Whole meeting held on March 2, 2015 be adopted as circulated. CARRIED UNANIMOUSLY
1 Meeting Date: March 9, 2015 District of Sooke Adopted on: March 23, 2015 Regular Council Meeting Minutes RI-1 RCMP Monthly Mayor Report - January 2015
Staff Sgt. Jeff McArthur provided a PowerPoint presentation and presented information on 24 hour policing. Staff Sgt. McArthur stated that $342,628 is the minimum amount of additional funding that would be required for 24 hour policing.
MOVED and seconded to receive the RCMP Monthly Mayor Report for January 2015 for information. CARRIED UNANIMOUSLY
DELEGATIONS
D-1 Sooke Region Chamber of Commerce
Sean Dyble, President of the Sooke Region Chamber of Commerce addressed Council and provided a PowerPoint presentation regarding the Sooke Region Chamber of Commerce's activities.
D-2 David Spiers — Exotic Animal Prohibitions
Mr. Spiers provided a PowerPoint presentation regarding Exotic Animal Prohibitions. Mr. Spiers is new to Sooke and is an owner/breeder of exotic animals. Mr. Spiers encouraged Council to consider the Provincial Wildlife Act's Controlled Alien Species Regulation as a guideline for amending Sooke's list of prohibited animals.
PUBLIC QUESTION AND COMMENT PERIOD
Gail Hall, Sooke resident, addressed Council and spoke to the idea of locating a new library in John Phillips Memorial Park. Ms. Hall advised that this land is a dedicated park and that it should be protected as greenspace.
Margarita Dominguez, Sooke resident, spoke to the number of cats that are impounded by the CRD as a part of the Animal Control Services Agreement as compared to the Victoria Pet Food Bank and Feral Cat Rehabilitation Society (formerly SAFARS). Ms. Dominguez advised that her organization has rescued far more cats in the past year and would like Council to consider contracting the Victoria Pet Food Bank and Feral Cat Rehabilitation Society for the control of cats.
Carmen Neumann, Sooke resident, addressed Council to request a review of Bylaw No. 293, Animal Control and Impounding Bylaw to include controlling cats at large, licensing cats and generally requiring oat owners to be more responsible for their pets.
Elaine Ellinger, Sooke resident, spoke in support of keeping John Phillips Memorial Park preserved as greenspace.
John Brohman, Otter Point resident, spoke against prohibiting the feeding of wildlife. Mr. Brohman believes that it will be difficult to distinguish intentional and unintentional feeding
2 Meeting Date: March 9, 2015 District of Sooke Adopted on: March 23, 2015 Regular Council Meeting Minutes of wildlife, such as gardens and fruit trees and advised that enforcing such a bylaw will be difficult and expensive.
Elaine Ellinger, Sooke resident, spoke in favour of fining people for feeding wildlife. Ms. Ellinger disagreed that such a bylaw would be expensive to enforce and instead sees it as a source of revenue.
Carmen Neumann, Sooke resident, added that under the District of Sooke Bylaw No. 392, section 54 it states that persons convicted of an offence under said Bylaw are liable for the cost of prosecution.
BYLAWS
B-1 Bylaw No. 612, Sooke Core Sewer Area Amendment Bylaw (147-23) — Sooke Core Sewer Specified Area — Proposed Boundary Adjustment —7120 West Coast Road
MOVED and seconded to receive the Petition for Local Area Service for the property located at 7120 West Coast Road (legally described as Lot B, Sections 2 and 3, Sooke District, Plan 12144) CARRIED UNANIMOUSLY
MOVED and seconded that Bylaw No. 612, Sooke Core Sewer Area Amendment Bylaw (147-23) be introduced and read a first time. CARRIED UNANIMOUSLY
MOVED and seconded that Bylaw No. 612, Sooke Core Sewer Area Amendment Bylaw (147-23) be read a second time. CARRIED UNANIMOUSLY
MOVED and seconded that Bylaw No. 612, Sooke Core Sewer Area Amendment Bylaw (147-23) be read a third time. CARRIED UNANIMOUSLY
MOVED and seconded to direct staff to bring forward a report examining a potential amendment to Bylaw No. 612, Sooke Core Sewer Area Amendment Bylaw with a formula to increase the Capital Expansion Charge either annually, or every 5 years. CARRIED UNANIMOUSLY
REPORTS REQUIRING ACTION
RA-1 Amendment to Animal Control Bylaw
MOVED and seconded to direct staff to amend Bylaw No. 392, Animal Regulation and Impounding Bylaw to prohibit the feeding of wildlife within the District of Sooke. CARRIED UNANIMOUSLY
3 Meeting Date: March 9, 2015 District of Sooke Adopted on: March 23, 2015 Regular Council Meeting Minutes MOVED and seconded to direct staff to bring forward a report on exotic animal prohibitions in neighbouring municipalities and the provincial Wildlife Act -Controlled Alien Species Regulation; AND TO explore the use of Bylaw No. 268, Nuisance Property Bylaw, for enforcement action. CARRIED UNANIMOUSLY
ACTION ITEM: Staff to report back on changes to CRD structure regarding Animal Control and Bylaw Enforcement officers.
RA-2 CRD Animal Control Services Agreement
MOVED and seconded to approve the Animal Control Services Agreement with the Capital Regional District for 2015; AND TO authorize the Mayor and CAO to execute the agreement on behalf of the District of Sooke. CARRIED UNANIMOUSLY
ACTION ITEM: Staff to explore other options for Animal Control and report back to Council in advance of the 2015 Animal Control Services Agreement expiring.
RA-3 Council Committee and Liaison Appointments
MOVED and seconded to endorse the establishment of the following Committees and direct staff to draft Terms of Reference for the Committees for Council approval:
Long Term Financial Planning Committee (Standing Committee) Parks and Trails Advisory Committee (Select Committee) Sooke Community Centre Advisory Committee (Select Committee)
AND FURTHER TO endorse the Council appointments to the following Select and Standing Committees for 2015:
Climate Change Action Committee (Select Councillor Ebony Logins Committee) Community Grant Review Committee Councillor Kerrie Reay (Select Committee Councillor Bev Berger Emergency Planning Committee (Select Councillor Brenda Parkinson Committee) Parks and Trails Advisory Committee Councillor Brenda Parkinson (Select Committee) Long Term Financial Planning Committee Councillor Kerrie Reay (Standing Committee) Councillor Rick Kasper
4 Meeting Date: March 9, 2015 District of Sooke Adopted on: March 23, 2015 Regular Council Meeting Minutes AND FURTHER TO amend the Terms of Reference for the Community Grant Review Committee; AND FURTHER TO amend the Terms of Reference for the Emergency Planning Committee; AND FURTHER TO direct staff to advertise for volunteer public members for appointment by Council to District of Sooke Committees for 2015 as required; AND FURTHER TO endorse the Council liaison appointments to the following community organizations for 2015:
Organization Liaison
District of Sooke and T'Sou-Ke Mation MOU Mayor Maja Tait Working Group Councillor Ebony Logins Councillor Brenda Parkinson Staff: Gord Howie, CAO Te'Mexw Treaty Advisory Committee Mayor Maja Tait Staff: Gord Howie, CAO
Primary Health Care Working Group Mayor Maja Tait
CRD MOU Working Group Councillor Brenda Parkinson
Sooke Community Association Councillor Kerrie Reay (Community Services Agreement)
Sooke Regional Historical Society Councillor Brenda Parkinson (Community Services Agreement)
Sooke Region Tourism Association Councillor Ebony Logins (Community Services Agreement)
Victoria Family Court Committee & Youth Councillor Ebony Logins Justice Committee
ORV Local Government Working Group Councillor Kevin Pearson
Wildlife Working Group Councillor Brenda Parkinson
Mayor's Advisory Panel — Arts and Councillor Brenda Parkinson Beautification
AND FURTHER TO endorse the Mayor's appointment of Councillor Kevin Pearson as liaison to the Highway 14 - Sooke Road improvement projects. CARRIED UNANIMOUSLY
5 Meeting Date: March 9, 2015 District of Sooke Adopted on: March 23, 2015 Regular Council Meeting Minutes REPORTS FOR INFORMATION
RI-2 Mayor and Council Reports (verbal)
Mayor Tait reported that the overhead lighting installation is underway in front of Sooke Elementary School. BC Hydro reports that they are also increasing their tree pruning efforts. Mayor Tait reported that Music Producer John E is remaking 1985's "Tears are not Enough", and is recording in Sooke. She and Councillor Kasper recently attended an event regarding the recording and its efforts to raise money for homelessness. There are also two film productions scheduled to take place in Sooke.
The Te'Mexw Treaty Association has invited Council to one day workshop on March 20. Major Tait will be attending. A new radio starting in Forks, Washington is starting operations and will be approaching local businesses for advertising. Mayor Tait has directed them to the Chamber of Commerce. In the last month, Mayor Tait has had meetings with the Food Bank, who report that they are seeing a 22% increase in demand, and local realtors, who report a 37% increase in Real Estate activities over 2014. Additionally, Mayor Tait has made presentations to the Sooke Rotary Club, attended a reception for the Lieutenant Governor, and attended practice night with Sooke Fire Rescue at Otter Point Fire Training Centre. Mayor Tait also reported that the Sooke Bike Park Grand Opening will be held on March 28, from 12-2 and that Kinder Morgan will be presenting at a COW meeting on April 7, 2015.
ACTION ITEM: Staff to bring forward a report on the impact of Home Builder Licencing.
MOVED and seconded to schedule the April 7, 2015 meeting with Kinder Morgan as a regular delegation to the Committee of the Whole, without Public Question and Comment Period and with Public Input to follow. CARRIED UNANIMOUSLY
Councillor Bev Berger reported that while she was unable to attend the last meeting, SEAPARC is purchasing a new Zamboni and is moving forward with a grant application for the proposed turf field at Fred Milne Park.
Councillor Brenda Parkinson reported that there was an excellent turnout for an anti- bullying day event on Wednesday, Feb 25th. Seedy Saturday also enjoyed an excellent turnout of February 28th. The Sooke Region Chamber of Commerce held a mixer on March 5th with a very informative presentation from Staff Sgt. Jeff McArthur. Councillor Parkinson also attended the fire training night at Otter Point's training centre and found it to be informative. Councillor Parkinson reported that the training centre is a great resource for local firefighters as the next closest one is in Nanaimo.
Councillor Kerrie Reay reported that she was unable to attend the CREST meeting in February, but that the next meeting is in May.
6 Meeting Date: March 9, 2015 District of Sooke Adopted on: March 23, 2015 Regular Council Meeting Minutes RI-3 Payments to Parks Contractors
MOVED and seconded to receive the report as to payments to Parks Contractors for information. CARRIED UNANIMOUSLY
NEW BUSINESS
CORRESPONDENCE AND COUNCIL REPORTS FOR INFORMATION
1-1 Council Reader File — February 2015
MOVED and seconded to file the Council Reader File for February 2015. CARRIED UNANIMOUSLY
NOTICES OF MOTION
NM-1 Notice of Motion by Councillor Kerrie Reay from February 23, 2015 Regular Council meeting for consideration by Council (section 41 of the Council Procedure Bylaw).
NOTICE OF MOTION: "THAT COUNCIL address locating the library in John Phillips Memorial Park"
MOVED and seconded that Council amend the resolution to add "pending receipt of a staff report on the feasibility of locating the library on the park property and negotiations with the Vancouver Island Regional Library". CARRIED COUNCILLOR PARKINSON OPPOSED THE MOTION
MOVED and seconded that Council address locating the library in John Phillips Memorial Park pending receipt of a staff report on the feasibility of locating the library on the park property and negotiations with the Vancouver Island Regional Library. CARRIED COUNCILLOR PARKINSON OPPOSED THE MOTION
ACTION ITEM: Staff are to include in the report the following: 1. What would the siting of the library in John Phillips Memorial Park look like; 2. What would the requirements be to change the use of the park property for a library; 3. Retaining the title to the property similar to Lake Cowichan's agreement; 4. Include community space in the facility; 5. Other lands looked at in the past; 6. Information from VIRL as to their specification for a library.
7 Meeting Date: March 9, 2015 District of Sooke Adopted on: March 23, 2015 Regular Council Meeting Minutes NM-2 Notice of Motion by Councillor Kerrie Reay from February 23, 2015 Regular Council meeting for consideration by Council (section 41 of the Council Procedure Bylaw).
NOTICE OF MOTION: "THAT COUNCIL address the parking on Sooke River Road, this is a public safety item."
MOVED and seconded that Council address the parking on Sooke River Road, this is a public safety item. CARRIED UNANIMOUSLY
MOVED and seconded that Council amend the resolution to add "pending receipt of a staff report on options to maximize parking on the east and west side of Sooke River Road near the sports fields and consultation with the Sooke Community Association". CARRIED UNANIMOUSLY
MOVED and seconded that Council address the parking on Sooke River Road, this is a public safety item, pending receipt of a staff report on options to maximize parking on the east and west side of Sooke River Road near the sports fields and consultation with the Sooke Community Association. CARRIED UNANIMOUSLY
MOVED and seconded to adjourn the open portion of the Regular Council meeting at 10:00 p.m. CARRIED UNANIMOUSLY
MOTION TO CLOSE THE MEETING TO THE PUBLIC:
MOVED and seconded to close the meeting to the public under section 90(1) of the Community Charter to discuss: • 90(1)(a) personal information about an identifiable individual who holds or is being considered for a position as an officer, employee or agent of the municipality or another position appointed by the municipality; • 90(1)(c) labour relations or other employee relations; • 90(1)(f) law enforcement, if the council considers that disclosure could reasonably be expected to harm the conduct of an investigation under or enforcement of an enactment; • 90(1)(g) litigation or potential litigation affecting the municipality; • 90(1)(1) discussions with municipal officers and employees respecting municipal objectives, measures and progress reports for the purposes of preparing an annual report under section 98 [annual municipal report]. CARRIED UNANIMOUSLY
8 Meeting Date: March 9, 2015 District of Sooke Adopted on: March 23, 2015 Regular Council Meeting Minutes ADJOURNMENT MOVED and seconded to adjourn the meeting at 10:30 p.m. CARRIED UNANIMOUSLY
Certified Correct:
magma Maja Tait Bo g:4- Sprink ing Mayor Corporate Officer
9 Meeting Date: March 9, 2015 District of Sooke Adopted on: March 23, 2015 Regular Council Meeting Minutes
DISTRICT OF SOOKE Committee of the Whole Minutes Meeting held March 10, 2015 at 7:00 pm Council Chamber, 2225 Otter Point Road
COUNCIL PRESENT STAFF PRESENT Mayor Maja Tait Gordon Howie, Chief Administrative Officer Councillor Bev Berger Michael Dillabaugh, Director of Finance Councillor Rick Kasper Bonnie Sprinkling, Corporate Officer Councillor Ebony Logins (arrived at 7:02) Elisabeth Nelson, Municipal Engineer Councillor Brenda Parkinson Rick McLeod, Deputy Fire Chief Councillor Kevin Pearson Sarah Temple, Finance and Administration Councillor Kerrie Reay Assistant
Absent:
1. Call to Order
The meeting was called to order at 7:01 p.m.
2. Approval of Agenda
MOVED to approve the agenda with the following as Supplemental Information: • Correspondence received March 10, 2015 from Derek Lewers Re: Fire Department Budgeting and Capital Replacement Plan • Staff Report — Annual Grants • Staff Report —2014 Vacation Payout • Staff Report — Building Permits: Year End Cut-Off CARRIED
3. Part 1 Departmental Financial Plan Presentations:
2015-2019 Five Year Financial Plan Michael Dillabaugh provided a summary of the 2015 - 2019 Five Year Financial Plan. Mr. Dillabaugh reported that the initial proposed tax increase for 2015 is 2.49% percent.
Councillor Logins declared a conflict of interest with the Community Grant line item in the 2015-2019 Five Year Financial Plan as she is employed by the EMCS Society and left the meeting at 7:09 pm.
Committee discussion: • Discussion of conflict of interest and when Councillors should and should not excuse themselves from budget discussions. • Discussion of the history of the Community Grant Program Policy, 2014 and the types of grants available. • Discussion of historical amounts granted to organizations.
1
Meeting Date: March 10, 2015 District of Sooke Adopted on: April 13, 2015 Committee of the Whole Meeting Minutes MOVED and seconded to direct the Community Grant Review Committee to review Category A Annual Grants for the years 2016 onward, pending a review of completed annual reports. CARRIED
Councillor Logins returned to the meeting at 7:24 p.m.
Finance Department and Common Services Michael Dillabaugh provided a summary of the Finance Department and Common Services budget.
Committee discussion: • Discussion of increased salary amounts. Mr. Dillabaugh advised that there are projected increases based on inflation, Collective Bargaining and the end to a freeze of exempt staff wages. • Importance of ensuring that actuals don't exceed budgeted amounts. Some individual budget items are over, but the overall Financial Plan is within budget. • Banking costs are approximately $4000 over budget due to a change in the way that Land Titles administers their fees. • If overages exist within a line item in the previous year, the Finance Department will review it to see if it is a one-time expense, or if it is an increased ongoing operations cost. This will determine the budgeted amount for the next year. • Discussion of reducing the budgeted amount for Council Contingency to the actual amount spent in 2014. • Discussion of budgeted amounts for building maintenance. Ongoing Building Maintenance follows the Purchasing Policy and includes janitorial services, emergency repair and planned repairs. • Discussion of external maintenance to the District office including a new wooden sign, moss removal from the roof and the removal of the tree in front of the building's main entrance. • Records management amount for 2015 is increased to allow for the digitization of land records, previously stored on microfiche. • Discussion of "Boat Launch Expense" line item. Mr. Dillabaugh explained that there is matching revenue to offset this expense. • Discussion of "Long Term Plans" line item. Any unused portion would go into surplus; there are some plans that require review. • There are two summer student positions proposed for 2015, and the budget for these positions assumes the approval of federal grant funding. Should this funding not be approved, only one position would be filled.
Action Item: Staff to continue to produce a "Budget to Actual" report on a quarterly basis to allow for a discussion on any variances.
Action Item: Staff to review the Boat Launch operations contract and ensure a final report is received. Council would like to review the contract before fishing season.
Action Item: Staff to provide a report on the usage of the Conference Facilities at the Best Western Prestige Resort.
2
Meeting Date: March 10, 2015 District of Sooke Adopted on: April 13, 2015 Committee of the Whole Meeting Minutes MOVED and seconded to direct staff to reduce the 2015 budget for Long Term Plans in the Proposed 2015 — 2019 Five Year Financial Plan to $20,000 for each of the next 5 years. CARRIED UNANIMOUSLY
MOVED and seconded to direct staff to prepare a report exploring options for Boat Launch operations in advance of the expiry of the current contract. CARRIED UNANIMOUSLY
MOVED and seconded to direct staff to reduce the 2015 budget for Category B Community Grants in the Proposed 2015 —2019 Five Year Financial Plan to $50,000. CARRIED UNANIMOUSLY.
MOVED and seconded to direct staff to reduce the 2015 budget for Council Contingency in the Proposed 2015 — 2019 Five Year Financial Plan reduce 2015 amount to $35,000 for each of the next 5 years. CARRIED UNANIMOUSLY
Debt Michael Dillabaugh provided a summary of the debt servicing budget included in the Proposed 2015 — 2019 Five Year Financial Plan. Mr. Dillabaugh advised that the only lease agreement is for the fire hall gym equipment, which is reimbursed through a revenue recovery line item. Mr. Dillabaugh further advised that the Bylaw 91 Reserve account is for the Municipal Hall building.
Committee discussion: • The lease for the SCBA equipment is coming up in 2017, at which point a decision to purchase or to lease can be made.
Revenues Mr. Dillabaugh provided a summary of the total revenues in the Proposed 2015 — 2019 Five Year Financial Plan. Mr. Dillabaugh advised that the revenues are remaining consistent and that Boat Launch fees are included in this line item to offset the Boat Launch expenditure discussed earlier. Mr. Dillabaugh drew attention to the increase in projected building permits revenues. In 2014 the actual building permit revenues were higher than anticipated, so the 2015 budget has increased.
Committee discussion: • Discussion as to using conservative estimates for prospective revenues such as building permits. Mr. Dillabaugh advised that any reduction in revenues will result in a tax increase.
Reserves Mr. Dillabaugh provided a summary of the reserve accounts included in the Proposed 2015 — 2019 Five Year Financial Plan.
Committee discussion: • Discussion in regards to transfers to own reserves and the purposes of various reserve funds. 3
Meeting Date: March 10, 2015 District of Sooke Adopted on: April 13, 2015 Committee of the Whole Meeting Minutes • Discussion of "non-market change" revenue of $291,000 in 2015 and whether to place this entire amount into reserves, or use a portion to offset taxes.
MOVED and seconded to direct staff to reduce the amount transferred to reserves as a result of non-market change revenue to $200,000 in the Proposed 2015 — 2019 Five Year Financial Plan; AND TO direct staff to use the remaining $91,000 of revenues as a result of non-market financial change to offset property taxes. CARRIED Mayor Tait and Councillor Logins opposed the motion
4. Public Input Jim Mitchell, Sooke resident, addressed the Committee and asked for clarification regarding the percentage tax increase. Mr. Mitchell stated that his calculations did not match those presented. Mr. Mitchell made inquiries to the Committee regarding a number of line items, including records management, IT consulting, Elections, storm water testing and Animal Control. Mr. Mitchell stated his support for a reduced tax burden and advised that he would like to see Council reject any proposed tax increase.
Mary Brooke, Sooke resident, addressed the Committee to inquire about the increase to the advertising budget. Ms. Brooke further inquired about the contractor/operator for the Boat Launch, the projected increase in building permit revenues and the reduction in Community Grant funding available. Ms. Brooke suggested that alternate forms of assistance could be offered, such as fundraising support.
Ellen Lewers, Sooke resident, addressed the Committee and inquired as to whether the projected building permit revenue was as a result of residential or commercial development. Ms. Lewers further inquired as to the interest rates paid to the Municipal Finance Authority and encouraged the Committee to seek financing through local banks. Ms. Lewers stated her support for saving funds to offset future expenses, especially in a community that is projected to experience future growth.
Mary Brooke, Sooke resident, addressed the Committee and stated that the budget process is becoming easier to understand each year and offered her thanks to Mr. Dillabaugh. Ms. Brooke further stated that she has been offering discounts to the District of Sooke for advertising and stated that this may cease now that there is additional advertising funding available.
5. Adjournment MOVED and seconded to adjourn the meeting at 10:19 p.m. to Wednesday, March 11, 2015 at 7:00 p.m. CARRIED UNANIMOUSLY Certif. , Correct:
Maja Tait B e Sprin ling Mayor Corporate Officer
4 Meeting Date: March 10, 2015 District of Sooke Adopted on: April 13, 2015 Committee of the Whole Meeting Minutes DISTRICT OF SOOKE Committee of the Whole Minutes Meeting held Tuesday, March 10, 2015 Reconvened Wednesday, March 11, 2015 at 7:00 pm Council Chamber, 2225 Otter Point Road
COUNCIL PRESENT STAFF PRESENT Mayor Maja Tait Michael Dillabaugh, Director of Finance Councillor Bev Berger Brent Blackhall, Deputy Director of Finance Councillor Rick Kasper Elisabeth Nelson, Municipal Engineer Councillor Ebony Logins Rick McLeod, Deputy Fire Chief/ESS Councillor Brenda Parkinson Tina Hansen, Corporate Assistant Councillor Kevin Pearson Councillor Kerrie Reay
ABSENT: Councillor Bev Berger, Councillor Kerrie Reay
1. Call to Order The meeting was called to order at 7:00 p.m.
2. Approval of Agenda MOVED to approve the agenda with the following as Supplemental Information: • Correspondence received March 11, 2015 from Derek Lewers Re: Fire Department Budgeting and Capital Replacement Plan CARRIED UNANIMOUSLY
3. Part 1 Departmental Financial Plan Presentations Con't:
Development Services - Planning
Michael Dillabaugh provided an overview of the Planning Department expenditures in the proposed 2015-2019 Five Year Financial Plan. Mr. Dillabaugh advised that the Planning Department provides professional planning advice, information and guidance to Council and the public on development matters and applications. Mr. Dillabaugh noted that the Planning Department also includes Geographic Information Services (GIS) which provides mapping and data management services to the District, RCMP and community groups. Mr. Dillabaugh summarized the operations of the Planning Department for the Committee.
Committee discussion: • Discussion as to Development Services Salaries and costs associated for a part time Senior Planner position • Discussion that the previous Council was not planning on filling the Senior Planner position due to the overall reduction in activity within the municipality 1
Meeting Date: March 10, 2015 District of Sooke Reconvened March 11, 2015 Adopted on: April 13, 2015 Committee of the Whole Meeting Minutes • Discussion as to whether there is a need for a part time Senior Planner position at this time • Discussion that there could be a savings of approximately $40,000 in the budget by not filling the part time Senior Planner position • Discussion as to opportunities for succession planning with existing staff • Discussion that there is minimal risk to the District by doing without a part time Senior Planner position at this time; Council could look at considering the part time position in the future
MOVED to direct staff to exclude the funding for the part time Senior Planner position in the proposed 2015-2019 Five Year Financial Plan for 2015. CARRIED UNANIMOUSLY
Committee further discussed: • Discussion as to the Economic Development - Conference Centre Bookings and Conference Hosting budget • Discussion as to whether there will be a point in time when Geographic Information System (GIS) should be in the maintenance stage vs. the development stage
4. Part 2 Departmental Financial Plan Presentations:
Development Services — Engineering
Michael Dillabaugh provided an overview of Engineering Services in the proposed 2015- 2019 Five Year Financial Plan. Mr. Dillabaugh reported that the Engineering Department is responsible for the planning, design and construction of the municipality's infrastructure and includes roads, water, sewer and drainage. The Engineering Department works closely with the Planning Department to ensure that the municipality is developed in a fashion consistent with the District's Official Community Plan while ensuring that good engineering practice is maintained. The Engineering Department is also responsible for the construction and maintenance of the District's parks and greenspaces. Mr. Dillabaugh summarized the responsibilities for Building Inspection Services which is under Engineering Services in the Financial Plan.
Committee discussion: • Clarification as to funding in the proposed 2015-2019 Five Year Financial Plan for an Auxiliary Senior Building Official position • That the Senior Building Official position has been vacant for two years and Council may use its discretion to cancel this job position • Discussion as to new mandatory credentials for Building Officials
MOVED to postpone a decision on the Auxiliary Senior Building Official position at this time; AND TO direct staff to provide a report to Council with further information on the Auxiliary Senior Building Official position and the concerns raised by the Committee. CARRIED UNANIMOUSLY 2
Meeting Date: March 10, 2015 Reconvened March 11, 2015 District of Sooke Adopted on: April 13, 2015 Committee of the Whole Meeting Minutes Committee further discussed: • Clarification as to the increase under Traffic Control Devices for the installation of a mobile digital speed reader sign • Discussion as to where the former community "Speed Watch" sign is and who owns it • Discussion as to the 2015 budget amount of $18,000 under "Boat Launch Repair" that will be used to repair the wash out under the boat launch ramp • Discussion as to funding allocated under "Street Lighting Electricity" . Discussion as to whether BC Hydro is moving toward the use of LED lighting and whether the District is looking into transitioning to LED lighting by replacing the mechanisms of the various ornamental lighting throughout the community • Discussion as to whether staff has looked into the feasibility of providing road maintenance work "in house"
ACTION ITEM: Staff to look at including highlights of roadwork maintenance in the quarterly variance reports that are provided to Council.
Recreation and Cultural Services
Michael Dillabaugh provided an overview of Recreation and Cultural Services in the proposed 2015-2019 Five Year Financial Plan.
Committee discussion: • Discussion as to the property in front of the Casa Building being public land . Clarification as to the "Starlight Cinema" and whether this would fall under Recreation and Cultural Services in the Financial Plan • Clarification as to whether the costs for operating Starlight Cinema includes the fees for the movie licences • Discussion as to funding for "Harbour way Walkway Licence" under Recreation and Cultural Services • Opportunities for volunteers for "Starlight Cinema" through the Volunteer Centre • Discussion as to including future funding for hosting an event such as a New Year's Eve celebration for the community; funding could be added to the Council Contingency Fund or to Protocol • Clarification as to whether Seasonal Adornment includes Christmas tree lighting and decorations; the lights for the Christmas trees will need to be replaced with industrial lights that last longer • Clarification as to whether the ornamental street lighting on Wadams Way has built-in electrical outlets to accommodate decorative/seasonal lighting • Discussion as to increasing the Seasonal Adornment budget by $10,000 • Discussion as to coordinating the Christmas Tree light up and Santa Claus parade on the same day and to holding the Santa Clause parade in the evenings • Discussion as to engaging the business community and forming other partnerships to encourage Town Centre seasonal decorating/lighting
3
Meeting Date: March 10, 2015 Reconvened March 11,2015 District of Sooke Adopted on: April 13, 2015 Committee of the Whole Meeting Minutes • Discussion as to the number of partnerships that provided volunteer help with the seasonal decorations in the Town Centre ie. Sooke Fall Fair with Christmas swags • Discussion as to being inclusive of others by holding a variety of celebrations throughout the year in addition to Christmas • Discussion as to having tree lighting remain throughout the year on certain trees in the Town Centre in order to reduce labour costs for removing lights • Clarification as to whether there is a way of installing an electrical feed at the "Welcome to Sooke" sign location
MOVED to direct staff to increase the 2015 budget for Seasonal Adornment in the Proposed 2015-2019 Five Year Financial Plan to $11,500. CARRIED UNANIMOUSLY
Sewer Fund
Michael Dillabaugh provided an overview of the Sewer Fund in the proposed 2015-2019 Five Year Financial Plan. Mr. Dillabaugh advised that the number of parcels in the sewer specified area was finalized in mid-January. As with 2013 and 2014, the incremental increase in the parcel tax to repay the General Fund has been included in the budget. A transfer in from surplus equal to this amount has also been budgeted in the general fund which helps to offset tax increases for the five year repayment term. Mr. Dillabaugh summarized expenses for the EPCOR operation fee for 2015 as per the amended Schedule A in the agreement. Mr. Dillabaugh noted that Sewer Fund Surplus will be transferred into the Reserve Account for future expenditures and is expected to increase to 1.3 million dollars by 2019.
Committee discussion: • Upcoming Capital projects under the Sewer Fund for the existing sewer specified area in 2015
Protective Services — Policing, Fire Department & Emergency Program
Mr. Dillabaugh provided an overview for the Protective Services and Emergency Program in the proposed 2015-2019 Five Year Financial Plan.
Committee discussion: • Discussion as to the difference between the 2014 budgeted and 2014 actuals with regard to Fire Department salaries • Discussion as to whether the District of Sooke is currently being invoiced by the RCMP for the clerical position that has not yet been filled • Discussion as to whether costs associated with the recent homicide in the District of Sooke are reflected in the 2014 Actuals • Clarification as to whether the District is responsible for paying wages to RCMP members who are on maternity leave under the RCMP Contract
4
Meeting Date: March 10, 2015 Reconvened March 11, 2015 District of Sooke Adopted on: April 13, 2015 Committee of the Whole Meeting Minutes • Discussion as to Council having ongoing dialogue with the Staff Sgt with regard to the costs associated with 24/7 Police coverage • Clarification as to the increase in 2015 for SCBA maintenance and Tire replacement under Equipment Maintenance • Discussion as to recent changes/upgrades with the CREST radio system and whether the Fire Department will be required to purchase new radios due to the upgrades • Discussion as to whether there has been some cost savings with the purchase of the Fire Department commercial wash machine in 2014 • Clarification as to whether the $12,200 in funding for 2015 under Uniforms and Operating Supplies can be used towards the purchase of safety boots for the benefit of the volunteers
ACTION ITEM: Staff to look into whether the allocated amount of $12,200 for 2015 under "Uniforms and Operating Supplies" can be used towards the purchase of safety boots for the volunteers.
Capital
Mr. Dillabaugh provided an overview of the 2015 Capital Plan.
Committee discussion: • Discussion as to the redistribution of surplus amounts to each of the funds for the Grant Road Connector (Church to Otter Point) project and whether the entire grant amount was used • Discussion as to incorporating the Fire Department Capital Asset Replacement Plan and service levels referenced in the Structure and Firefighter Competency and Training Playbook in the Terms of Reference for the Long Term Financial Planning Committee • Clarification as to the ongoing allocation of $50,000 per year for a Seniors/Youth Centre • Clarification as to whether ornamental light standards on Wadams Way are the same design as lighting standards going into the Town Centre • Clarification as to the notification timeline for the Connector Road Building Canada Fund Grant Application • Discussion as to ensuring that Council continues to move forward with the design of the Connector Road project prior to receiving any potential grant funding • Discussion as to potential interim ways for opening the road right of way of Goodmere Road in conjunction with the development of the roundabout and Brownsey Boulevard • Discussion as to revenue opportunities for latecomer fees through future subdivisions and developments that could be used towards the completion of Goodmere Road to the proper standards
MOVED to direct staff to provide a report to Council on options and feasibility for the development of the Brownsey Boulevard and Goodmere Road Connection. CARRIED UNANIMOUSLY
5
Meeting Date: March 10, 2015 District of Sooke Reconvened March 11, 2015 Adopted on: April 13, 2015 Committee of the Whole Meeting Minutes ACTION ITEM: Staff to provide a summary of the Fire Department Equipment Replacement line in the 2015 Capital Plan to the next Committee of the Whole meeting.
5. Public Input:
Terrance Martin, Sooke resident provided comments as to the proposed 2015-2019 Five Year Financial Plan. Mr. Martin spoke to opportunities for grant funding through the Gas Tax Strategic Priorities Fund which could be used towards a project to address the parking issues at the boat launch. Mr. Martin reported that as the contractor managing the Boat Launch, he will be providing Council with a report as to boat launch revenues over the past year.
Margarita Dominguez, Victoria Pet Food Bank and Feral Cat Rehabilitation Society addressed the Committee as to the Capital Regional District (CRD) Animal Control Services Agreement and recent changes in the Protective Services Division to amalgamate services in particular Bylaw Enforcement and Animal Control. Ms. Dominguez has concerns as to how the amalgamation of services will affect the animals.
Ellen Lewers, Sooke resident provided comments as to the proposed 2015-2019 Five Year Financial Plan. Ms. Lewers asked for an update regarding the presentation she made to Council on the lack of parking at the Community Hall and suggested putting a park and ride at the end of Gatewood Road. Ms. Lewers also provided comments as to street lighting at the corner of Church Road and Wadams Way, the public boat launch ramp, Prestige Hotel contract, decorative lighting and access to irrigation in the town centre for flower baskets and shrubs.
Mary Brooke, Sooke Voice News provided comments as to the proposed 2015-2019 Five Year Financial Plan. Ms. Brooke addressed the Committee as to the District of Sooke taking on Economic Development again to separate it from the activities of the Chamber of Commerce. Ms. Brooke also commented as to the increase in hydro rates and the negative effect to municipalities. Ms. Brooke indicated that businesses west of Otter Point Road believe that they are being negatively impacted and feel excluded from the "town centre" with the various events that are held throughout the year.
Ellen Lewers added that it is important to ensure that the businesses west of Otter Point Road are included when decorating the town centre. Ms. Lewers also addressed the Committee as to the importance of BC Transit Hydro providing appropriate shelter and lighting at bus stops for residents of Sooke.
Michael Dillabaugh reported that the proposed 2015-2019 Five Year Financial Plan will come forward to the Committee with final revisions at the March 23rd Committee of the Whole meeting and will then go to the March 30th Special Council meeting for Council approval.
6
Meeting Date: March 10, 2015 Reconvened March 11, 2015 District of Sooke Adopted on: April 13, 2015 Committee of the Whole Meeting Minutes 6. Adjournment
The meeting was adjourned at 10:03 p.m.
Certified Correct:
Maj ait Bo - Sprinkling Mayor Co • • ate Officer
7
Meeting Date: March 10, 2015 Reconvened March 11, 2015 District of Sooke Adopted on: April 13, 2015 Committee of the Whole Meeting Minutes DISTRICT OF SOOKE Committee of the Whole Minutes Meeting held March 23, 2015 at 6:00 pm Council Chamber, 2225 Otter Point Road
NFoREsT meSTiwa
COUNCIL PRESENT STAFF PRESENT Mayor Maja Tait Gordon Howie, Chief Administrative Officer Councillor Bev Berger Michael Dillabaugh, Director of Finance Councillor Rick Kasper Bonnie Sprinkling, Corporate Officer Councillor Ebony Logins Elisabeth Nelson, Municipal Engineer Councillor Brenda Parkinson Steve Sorensen, Fire Chief Councillor Kerrie Reay Tina Hansen, Corporate Assistant
ABSENT: Councillor Kevin Pearson
1. Call to Order The meeting was called to order at 6:04 p.m.
2. Approval of Agenda MOVED to approve the agenda with the following as supplemental information: 2015-2019 Five Year Financial Plan • Fire Department Capital Equipment Replacement detail • Use of Prestige Rooms as per Partnering Agreement CARRIED
3. 2015-2019 Five Year Financial Plan Michael Dillabaugh provided a summary of the staff report for the Committee. Mr. Dillabaugh reported that staff has integrated Committee directed changes during the last three meetings into the Financial Plan. Mr. Dillabaugh explained that there are two versions of the Financial Plan for consideration; the first Option includes all the changes discussed by the Committee and the second Option includes all changes and one revision; the use of the $91,000 in revenue from new assessment to offset the tax increase in the current year.
Committee discussion: • Requested changes by the Committee to the Financial Plan and whether these changes reflect the difference in taxes that was originally projected for this year (2.49 percent to -1.24 percent) • Allocating the annual funding that was previously used to pay for the Regional Crime Unit into a Reserve Fund to be used towards increased Police costs or to fund a future RCMP staff member • Impact on years 2016-2019 if capital costs are lowered following review of the Strategic Plan • Allocating funds from the Prestige Partnering Agreement for an additional RCMP officer position beginning in September 2016 with the expiration of the Partnering Agreement
1
Meeting Date: March 23, 2015 District of Sooke Adopted on: April 13, 2015 Committee of the Whole Meeting Minutes • The Fire Department Capital Asset Replacement Plan and how apparatus replacement will be dealt with in the Financial Plan • Clarification as to the lease and replacement of Fire Department SCBA in 2017 • Importance of looking at all the District's assets individually as part of the overall Financial Plan; developing a long term Capital Plan • Capital Assets for the Fire Department to be reviewed through the Long Term Financial Planning Committee; the Committee terms of reference are still being worked out • Council revisiting the financial obligations in the Capital Plan
MOVED to direct staff to place the 2015 line item amount of $43,869 for Regional Crime Unit in the 2015-2019 Five Year Financial Plan into a Reserve Fund to offset a future RCMP officer position; AND THAT the amounts for years up to 2019 be placed into the Reserve Fund CARRIED
Committee further discussed: • Reallocation of funds that are being paid to the Prestige Hotel • Concerns as to earmarking funds specific to RCMP since the Fire Department will be facing expensive challenges in the future. It is important to ensure the community is protected in the area of Fire Protection as well
MOVED to direct staff to allocate funds in the 2015-2019 Five Year Financial Plan to add one RCMP officer commencing in September 2016. CARRIED Councillor Logins and Mayor Tait opposed the motion
Committee further discussed: • Clarification as to the amount of revenue the District receives from Casino Revenues • Casino Revenues being allocated to the Community Grant Program • The Sooke Food Bank and the shortfall they may be facing this year due to the timing that they would be receiving funding this year • Future revenue opportunities to the District through new growth
MOVED to recommend that Council give approval to Option 1 of the 2015-2019 Five Year Financial Plan. DEFEATED Councillor Logins, Councillor Parkinson and Mayor Tait opposed the motion
MOVED to recommend that Council give approval to Option 2 of the 2015-2019 Five Year Financial Plan. DEFEATED Councillor Berger, Councillor Kasper and Councillor Reay opposed the motion
MOVED to refer the 2015-2019 Five Year Financial Plan back to staff to incorporate the changes directed by the Committee to date; AND TO bring the revised 2015-2019 Five Year Financial Plan to Council for consideration on March 30th, 2015. CARRIED
Public Input: There was no input from members of the public. 2
Meeting Date: March 23, 2015 District of Sooke Adopted on: April 13, 2015 Committee of the Whole Meeting Minutes Councillor Logins declared a conflict as she is an employee of Sooke School District No. 62 and left the meeting at 6:54 p.m.
Committee discussion: • Council consideration as to the reduction of Community Grants by 10% and reallocating the funds from the reduction to the Sooke Food Bank • Council consideration to increasing grant funding to the Sooke Food Bank instead of reducing other Category A Grants • Discussion as to allocating a portion of or the amount of $4,191 in funds from the 2014 Actuals to the Sooke Food Bank • Discussion as to the large increase in the number of people having to use the Sooke Food Bank • Discussion as to the Community Grant Review Committee reviewing the Category A and B Grants and whether the line item amount for Community Grants in the Financial Plan should include the 2 percent rate of inflation in years 2016-2019 • Discussion as to the other community groups that require assistance through the Community Grant Program
MOVED to direct staff to reduce the 2015 amount of funding provided to community groups through the Category A Grants in the 2015-2019 Five Year Financial Plan by 10%; AND THAT the reduction in funds be directly earmarked for the possible use by the Sooke Food Bank. DEFEATED Councillor Berger, Councillor Parkinson and Mayor Tait opposed the motion
MOVED to direct staff to remove the rate of inflation under the Annual Grants in the 2015-2019 Five Year Financial Plan; AND THAT the line item for Annual Grants (Category A) remain at the 2015 amount of $72,788 pending review of the Grants by the Community Grant Review Committee; AND THAT any non-committed funds within the annual grant budget in 2015 be allocated to the Sooke Food Bank. CARRIED
MOVED to direct staff to remove the rate of inflation under the Bi-Annual Grants - Category B in the 2015-2019 Five Year Financial Plan. CARRIED
Councillor Logins returned to the meeting at 7:10 p.m.
5. Adjournment The meeting was adjourned at 7:10 p.m.
Certified Correct:
Maja T-it Bonn- 4•rinkling11 Mayor Corporate Officer 3
Meeting Date: March 23, 2015 District of Sooke Adopted on: April 13, 2015 Committee of the Whole Meeting Minutes DISTRICT OF SOOKE
Minutes of the Regular Meeting of Council held in the Council Chamber at 2225 Otter Point Road, Sooke, BC March 23, 2015 5:30 p.m., Closed Portion, Meeting Room 7:00 p.m., Open Portion, Council Chamber
COUNCIL PRESENT STAFF PRESENT (Open Portion) Mayor Maja Tait Gordon Howie, Chief Administrative Officer Councillor Bev Berger Michael Dillabaugh, Director of Finance Councillor Rick Kasper Bonnie Sprinkling, Corporate Officer Councillor Ebony Logins Elisabeth Nelson, Municipal Engineer Councillor Brenda Parkinson Steve Sorensen, Fire Chief Councillor Kerrie Reay Tina Hansen, Corporate Assistant
ABSENT: Councillor Kevin Pearson
CALL TO ORDER Mayor Tait called the meeting to order at 5:30 p.m.
MOTION TO CLOSE THE MEETING TO THE PUBLIC MOVED to Motion to close the meeting to the public under section 90(1) and 90(2) of the Community Charter to discuss: • 90(1)(a) personal information about an identifiable individual who holds or is being considered for a position as an officer, employee or agent of the municipality or another position appointed by the municipality; • 90(1)(c) labour relations or other employee relations; • 90(1)(e) the acquisition, disposition or expropriation of land or improvements, if the council considers that disclosure could reasonably be expected to harm the interests of the municipality; • 90(1)(1) discussions with municipal officers and employees respecting municipal objectives, measures and progress reports for the purposes of preparing an annual report under section 98 [annual municipal report]; • 90(2)(b) the consideration of information received and held in confidence relating to negotiations between the municipality and a provincial government or the federal government or both, or between a provincial government or the federal government or both and a third party. CARRIED UNANIMOUSLY
CALL TO ORDER - OPEN PORTION
The Committee of the Whole meeting scheduled at 6:00 p.m. adjourned at 7:10 p.m.
Mayor Tait called the open portion of the Regular Council meeting to order at 7:14 p.m. in the Council Chambers.
1 Meeting Date: March 23, 2015 District of Sooke Adopted on: April 13, 2015 Regular Council Meeting Minutes APPROVAL OF THE AGENDA MOVED and seconded to approve the agenda with the following items as new business/supplemental information: • Item PH-1 Bylaw No. 611, Zoning Amendment Bylaw (600-15) — 6509 Sooke Road o Public Submissions received on or before March 23, 2015: o G.A. OBriain and L.J. OBriain o Gerard V. LeBlanc • Item NB-1 Vancouver Island Regional Library Facility in the District of Sooke • Item NB-1 Supplemental Information o Public Submission received March 20, 2015 from Val Davey CARRIED UNANIMOUSLY
ADOPTION OF MINUTES MOVED and seconded that the minutes of the Regular Council meeting held on March 9, 2015 be adopted as circulated. CARRIED UNANIMOUSLY
DELEGATIONS
D-2 Jonathan Francoeur — Recording of Council Meetings
Jonathan Francoeur addressed Council as to his suggestion to hire a local resident to conduct audio podcasting of District of Sooke Council meetings. Mr. Francoeur stated that he has an in interest in Council meetings but that it is difficult for him to attend. Mr. Francoeur inquired as to the District's contracted services for the provision of webcasting and asked whether Council would consider hiring a local business to do the webcasts as well as podcasts of Council meetings.
D-3 Gail Armitage — Team Coordinator, Dogwood Initiative — Sooke Chapter RE: Kinder Morgan Presentation
Gail Armitage, Dogwood Initiative Sooke Chapter, addressed Council as to the upcoming Kinder Morgan presentation scheduled for April 7th, 2015. Ms. Armitage thanked Council for honouring the results of the November 2014 plebiscite question opposing expansion of oil tanker traffic through coastal BC waters by forwarding a motion to the Association of Vancouver Island Coast Communities (AVICC). Ms. Armitage requested that Council consider supporting the resolutions at the upcoming AVICC meeting in April.
Katie Armitage, Sooke resident, provided comments as to the connection she has had with the environment and with wildlife since childhood. Ms. Armitage addressed Council as to the Exon Valdez oil spill and how it affected the environment, wildlife, and people who worked the front lines during the clean up; people do not discuss the health aspects of front line workers due to the exposure to carcinogenic toxins.
Gail Armitage asked Council to consider asking the questions provided by the Dogwood Initiative to the Kinder Morgan delegation.
2 Meeting Date: March 23, 2015 District of Sooke Adopted on: April 13, 2015 Regular Council Meeting Minutes D-1 District of Sooke Age-Friendly Action Plan 2015 — Marlene Barry and Andrew Moore, Sooke Region CHI Councillor Logins declared a conflict of interest with this Agenda item as she is a member of the Sooke Region Community Health Initiative (CHI) and left the meeting at 7:32 p.m.
Marlene Barry and Andrew Moore provided a powerpoint presentation and overview of the District of Sooke Age-Friendly Action Plan 2015 as submitted. Ms. Barry advised that the Age-Friendly Action Plan needs approval by Council and to be published on the District of Sooke website in order for Sooke CHI to proceed with the application for an Age-Friendly designation.
Ms. Barry also asked for Council's commitment to the following key points in order to implement the Age-Friendly Sooke Strategy: • Help seniors' help themselves and others by providing guidance and support to making a Sooke Youth and Seniors Centre a reality. • Review and consider fully funding CHI's Work Plan, submitted in October 2014 under the terms of the District of Sooke and Sooke CHI Service Agreement, and give CHI the means to transform the plan into reality with additional funding of $12,500.
MOVED and seconded to approve the District of Sooke Age-Friendly Action Plan 2015 as submitted; AND TO direct staff to publish the Plan on the District of Sooke website. CARRIED UNANIMOUSLY
Councillor Logins returned to the meeting at 7:43 p.m.
UNFINISHED BUSINESS
UB-1 2015 Sponsorships
MOVED and seconded to approve the annual sponsorships for 2015 for the following non- profit organizations or events: • Sooke Lions Club • Sooke Fall Fair Society • Sooke Fine Arts Society • Sooke Community Choir • Edward Milne Community School Grads • Anti-Bullying Campaign • Fire Safety Campaign • Sooke Region Chamber of Commerce • Sooke Food CHI • Navy League of Canada, Sooke Branch CARRIED UNANIMOUSLY
MOVED and seconded to direct staff to bring forward a Policy on Sponsorships for review by the Community Grant Review Committee. CARRIED UNANIMOUSLY
3 Meeting Date: March 23, 2015 District of Sooke Adopted on: April 13, 2015 Regular Council Meeting Minutes PUBLIC QUESTION AND COMMENT PERIOD Catherine Keogan, Sooke resident, stated that recently the Sooke Fine Arts Society in conjunction with the Sooke Community Arts Council, Prestige Hotel and other local food providers held a fundraiser resulting in the presentation of a $1,100 cheque to the Sooke Food Bank. Ms. Keogan advised that this is a good example of how some of the local community organizations that are funded through the District of Sooke can get together to support some of the other local groups in town.
Ellen Lewers, Sooke resident, provided comments as to Sponsorships for community groups. Ms. Lewers advised that the Sooke Fall Fair has requested sponsorship for "keeper photos" for participants instead of keeper trophies that the Fall Fair has provided in previous years.
Jeff Zigay, Sooke resident, commented as to Council's recent motion to look at locating the Vancouver Island Regional Library facility in John Phillips Memorial Park. Mr. Zigay stated that he does not agree with locating the library facility outside of the Town Centre or rezoning lands outside the town centre for commercial use.
Diane Bernard, Sooke resident, provided comments as to the location of the Vancouver Island Regional Library advising that the facility needs to be appropriately placed. Ms. Bernard additionally spoke to the Ms. Armitage's presentation advising that she believes that Council should take the questions provided by the Dogwood Initiative and put them directly to Kinder Morgan.
Margarita Dominguez, Sooke resident, addressed Council as to the District of Sooke Animal Control Bylaw and Sooke Zoning Bylaw advising that there is no mention in either of the bylaws for "animal rescue groups." Ms. Dominguez requested that Council consider amending the bylaws to include animal rescue. Ms. Dominguez also spoke to the recent changes within the CRD with Animal Control and Bylaw Enforcement.
Jeff Bateman, Sooke resident, advised that he supports comments made by Ms. Armitage and Ms. Bernard as to the Kinder Morgan delegation and hopes that Council supports the resolutions as to expansion of oil tanker traffic at the upcoming AVICC Convention. Mr. Bateman also took the opportunity to thank Mayor Tait for coming to adjudicate their scrabble tournament at EMCS this coming Saturday.
Errol Anderson, Sooke resident, provided comments as to the upcoming Kinder Morgan delegation and the proposed questions submitted by the Dogwood Initiative. Mr. Anderson stated that he hopes that Council will ask their own questions of Kinder Morgan in order to gain a sense of both sides of the issue.
Ellen Lewers, Sooke resident, supports Mr. Zigay's comments as to the location of Vancouver Island Library facility and to making the town centre accessible to seniors. Ms. Lewers believes that a multiplex facility that includes the Library, and a place for seniors and youth is a good idea.
4 Meeting Date: March 23, 2015 District of Sooke Adopted on: April 13, 2015 Regular Council Meeting Minutes Loretta Boerkamp, Sooke resident, asked Council to consider borrowing the funds now to build the library and seniors centre rather than wait as costs to borrow funds and to build will cost much more in the future. Ms. Boerkamp would like to the facility in a central location and believes that the District's parkland should remain as park.
PUBLIC HEARINGS AND RELATED BYLAWS
PH-1 Report of Public Hearings — 6509 Sooke Road • Bylaw No. 611, Zoning Amendment Bylaw (600-15) Tara Johnson provided a powerpoint presentation and summary of the rezoning application for 6509 Sooke Road.
Mayor Tait called the Public Hearings for Bylaw No. 611 to order at 8:14 p.m.
Mayor Tait advised that any person who believes that their interest in property is affected by the proposed bylaws would be given a reasonable opportunity to be heard or to present written submissions at the public hearings.
Public Submissions: Lorne Christensen, Sooke resident, supports the rezoning application and stated that the current Industrial Zone permits uses that are much more onerous than the proposed zone allows. Mr. Christensen believes that the rezoning will be beneficial to Sooke.
Nafees Aidroos, Sooke resident, stated that she is not opposed to the rezoning application but has concerns as to some of the permitted uses under the proposed zone including body shop, paint shop and machine shop. Ms. Aidroos commented as to issues of noise and diesel fumes from the property and advised that she would like to see additional storage on the site and a decrease in building height to 8 meters to be more in keeping with the neighbourhood. Ms. Aidroos supports the requirements for illumination and buffering.
Bruce McMillian, Sooke resident, advised that he supports the rezoning application and stated that he believes the proposed zoning will be a positive thing for the community as there will be improvements made to building and the property.
Ellen Lewers, Sooke resident, supports the rezoning application and stated that she hopes that the screening from the property will include plantings that look good but do not block the view of the seascape.
Shannon O'Keeffe, Applicant representative, addressed Council on behalf of the applicant. Ms. O'Keeffe advised that the owners would not be opposed to an 8 meter building height. Ms. O'Keeffe advised that there are no plans of using Lanark Road as an entrance to the property. The owners will be making improvements to the exterior of the building and there will not be any waste lying around the property.
Linda Daynard, Sooke resident, supports the rezoning application. Ms. Daynard commented as to moving to Sooke from Toronto and how much she enjoys the natural setting of Sooke. Ms. Daynard hopes that there will be common consideration between neighbours and that the applicants will keep their property tidy.
5 Meeting Date: March 23, 2015 District of Sooke Adopted on: April 13, 2015 Regular Council Meeting Minutes Ryan Lesyshen, Sooke resident, supports the rezoning application and the removal of the blackberry bushes on property. Mr. Lesyshen inquired as to whether there will be improvements made to the rear of the building.
MOVED and seconded to receive the written submissions as part of the Public Record for the Public Hearing for Bylaw No. 611, Zoning Amendment Bylaw (600-15). CARRIED UNANIMOUSLY
Mayor Tait called three times for submissions to the Public Hearings for Bylaw No. 611. Hearing none, she closed the public hearing at 8:29 pm.
Council consider third reading of Bylaw No. 611
MOVED and seconded that Bylaw No. 611, Zoning Amendment Bylaw (600-15) be read a third time. CARRIED UNANIMOUSLY
BYLAWS
B-1 Bylaw No. 612, Sooke Core Sewer Specified Area Amendment Bylaw (/47-23) MOVED and seconded that Bylaw No. 612, Sooke Core Sewer Specified Area Amendment Bylaw (147-23) be adopted. CARRIED UNANIMOUSLY
REPORTS FOR INFORMATION
RI-1 Mayor and Council Reports (Verbal) Gord Howie provided an update as to Highway 14 projects which include the roundabout, the sidewalk project on Highway 14 from Church to Otter Point, the intersection improvements at Church Road and Ministry of Transportation and Infrastructure (MoTI) improvements to Highway 14. Mr. Howie advised that MoTI will be issuing the Tender Call for these projects in early April 2015. The province has agreed to provide funding in the amount of $300,000 and will provide the overall management of the entire project.
Mayor Tait reported on the Capital Regional District (CRD) approval for a SEAPARC grant application for the construction of an all-weather turf field at Fred Milne Park. Mayor Tait advised that Councillor Kasper will be attending the CRD Board meetings this week and that she will be attending the CRD Strategic Planning session. Mayor Tait will be an adjudicator at an upcoming scrabble tournament being held at EMCS. Mayor Tait provided updates as to the SEAPARC Bike Skills Park grand opening, the upcoming AVICC Convention and the CRD kitchen scraps composting program.
Councillor Parkinson reported on the recently held fundraiser with Sooke Fine Arts Society and the Sooke Arts Council advising that in addition to the $1,100 that went to the Sooke Food Bank, $1,100 also went to the Sooke Youth Arts Group.
6 Meeting Date: March 23, 2015 District of Sooke Adopted on: April 13, 2015 Regular Council Meeting Minutes
RI-2 Sooke Fire Rescue Department Monthly Staffing Report — February 2015 MOVED and seconded to receive the Sooke Fire Rescue Department Monthly Staffing Report for February 2015 for information. CARRIED UNANIMOUSLY
NEW BUSINESS
NB-1 Vancouver Island Regional Library Facility in the District of Sooke
MOVED and seconded that Council rescind the motion of March 9, 2015 as follows: "THAT COUNCIL address locating the library in John Phillips Memorial Park pending receipt of a staff report on the feasibility of locating the library on the park property and negotiations with the Vancouver Island Regional Library."
AND THAT COUNCIL approve a request to the Vancouver Island Regional Library to proceed with a Request for Proposal ("RFP") to obtain an appropriate site for the library in the District of Sooke within the Town Centre;
AND THAT COUNCIL authorize the Mayor and Chief Administrative Officer to advise the Vancouver Island Regional Library ("VIRL") of the District's request for an RFP;
AND THAT COUNCIL authorize the Mayor and Chief Administrative Officer to proceed with the VIRL to undertake the steps necessary to finalize the RFP and the construction of the Sooke library facility, including when required the necessary borrowing request for a new library in the District of Sooke. CARRIED UNANIMOUSLY
CORRESPONDENCE REQUIRING ACTION
C-1 Correspondence received March 3, 2015 from Sooke Family Resource Society RE: Pancake Breakfast Marketing Information (Request for Sponsorship) Councillor Logins declared a perception of bias with this Agenda Item as her mother is employed by Sooke Family Resource Society and left the meeting at 8:51 p.m.
MOVED and seconded to sponsor $25 for the Sooke Family Resource Society's Wadams Way Pancake Brunch. CARRIED UNANIMOUSLY
Councillor Logins returned to the meeting at 8:53 p.m.
CORRESPONDENCE AND COUNCIL REPORTS FOR INFORMATION I-1 Correspondence dated March 9, 2015 from City of Port Moody RE: Proposed Closure of Burrard Thermal Plant — Resolution for Consideration at LMLGA and UBCM Conventions
7 Meeting Date: March 23, 2015 District of Sooke Adopted on: April 13, 2015 Regular Council Meeting Minutes
MOVED and seconded to file the correspondence dated March 9, 2015 from the City of Port Moody. CARRIED UNANIMOUSLY
1-2 Correspondence dated March 12, 2015 from WildARC BC RE: Invitation to Tour BC SPCA's Wild Animal Rehabilitation Centre
MOVED and seconded to file the correspondence dated March 12, 2015 from WildARC BC. CARRIED UNANIMOUSLY
1-3 Correspondence dated March 16, 2015 from AVICC RE: Update on Natural Gas Operating Agreements
MOVED and seconded to file the correspondence dated March 16, 2015 from AVICC RE: Update on Natural Gas Operating Agreements. CARRIED UNANIMOUSLY
1-4 Correspondence dated March 17, 2015 from Panorama Recreation RE: Kraft Hockeyville 2015
MOVED and seconded to file the correspondence dated March 17, 2015 from Panorama Recreation. CARRIED UNANIMOUSLY
1-5 Correspondence dated March 18, 2015 from Victoria Pet Food Bank and Feral Cat Rehabilitation Society RE: District of Sooke Animal Control and Zoning Bylaws
MOVED and seconded to file the correspondence dated March 18, 2015 from Victoria Pet Food Bank and Feral Cat Rehabilitation Society. CARRIED UNANIMOUSLY
ADJOURNMENT MOVED and seconded to adjourn the open portion of the Regular Council meeting at 9:02 p.m
MOVED and seconded to reconvene the closed portion of the Regular Council meeting at 9:05 p.m. CARRIED UNANIMOUSLY
MOVED and seconded to adjourn the meeting at 10:00 p.m. CARRIED UNANIMOUSLY Certified Correct:
Maja Tait Sprinkling Mayor Corporate Officer 8 Meeting Date: March 23, 2015 District of Sooke Adopted on: April 13, 2015 Regular Council Meeting Minutes DISTRICT OF SOOKE
Minutes of the Special Meeting of Council held in the Council Chamber at 2225 Otter Point Road, Sooke, BC on March 30, 2015 at 7:00 p.m.
COUNCIL PRESENT STAFF PRESENT Mayor Maja Tait Gordon Howie, Chief Administrative Officer Councillor Bev Berger Michael Dillabaugh, Director of Finance Councillor Rick Kasper Bonnie Sprinkling, Corporate Officer Councillor Brenda Parkinson Elisabeth Nelson, Municipal Engineer Councillor Kevin Pearson Steve Sorensen, Fire Chief Councillor Kerrie Reay Tina Hansen, Corporate Assistant
ABSENT: Councillor Logins
CALL TO ORDER Mayor Tait called the meeting to order at 6:00 p.m.
MOTION TO CLOSE THE MEETING TO THE PUBLIC MOVED to close the meeting to the public under section 90(1) of the Community Charter to discuss: 90(1)(c) labour relations or other employee relations; 90(1)(1) discussions with municipal officers and employees respecting municipal objectives, measures and progress reports for the purposes of preparing an annual report under section 98 [annual municipal report]. CARRIED UNANIMOUSLY
CALL TO ORDER - OPEN PORTION Mayor Tait called the open portion of the Regular Council meeting to order at 7:07 p.m. in the Council Chambers.
APPROVAL OF AGENDA MOVED and seconded to approve the agenda with the addition of Public Question and Comment Period. CARRIED UNANIMOUSLY
PUBLIC QUESTION AND COMMENT PERIOD
Ellen Lewers, Sooke resident, provided comments as to the Distribution of Property Classes. Ms. Lewers indicated that equalizing the tax impacts among the classes affects Manages Forest Land, Recreation/Non-profits and Farms in particular, it will negatively impacts non-profits and farms. Ms. Lewers asked Council to take this into consideration when making a decision on the distribution among property classes for 2015 property taxes
Terrance Martin, Sooke resident, also provided comments as to the Distribution of Property Classes in particular the equal distribution of property taxes to Managed Forest Land. Mr. Martin addressed Council as to the issue that companies like TimberWest
Meeting Date: March 30, 2015 1 District of Sooke Adopted on: April 13, 2015 Special Council Meeting Minutes already receive low property assessments under the Managed Forest Act. Mr. Martin stated that tax payers and municipalities are subsidizing these companies and the companies are not providing recreational access to their lands. Mr. Martin asked Council to resolve to work with himself and the BC Wildlife Federation to gain access through the Boneyard route along Sooke River and to follow the City of Campbell River in raising property taxes for Managed Forest Land.
BYLAWS
B-1 Bylaw No. 611, Zoning Amendment Bylaw (600-15)— 6509 Sooke Road MOVED and seconded that Bylaw No. 611, Zoning Amendment Bylaw (600-15) be adopted. CARRIED UNANIMOUSLY
REPORTS REQUIRING ACTION
RA-1 2015-2019 Five Year Financial Plan ACTION ITEM: Staff to include a note in the 2015-2019 Five Year Financial Plan that Council would like to look at the feasibility for the development of the Brownsey Boulevard and Goodmere Road Connection.
MOVED and seconded to direct staff to adjust the 2015-2019 Five Year Financial Plan to reflect a 0% tax increase for 2015; AND THAT staff use the remaining percentage of the Assessment Revenue to lower the tax impact for 2016. CARRIED UNANIMOUSLY
MOVED and seconded to approve the proposed 2015-2019 Five Year Financial Plan; AND TO direct staff to prepare the 2015-2019 Five Year Financial Plan Bylaw and the 2015 Tax Rate Bylaw. CARRIED UNANIMOUSLY
ACTION ITEM: Staff to look at including a pamphlet or letter from Mayor and Council explaining the distribution of property taxes in the 2015 Property Tax Notices.
RA-2 Distribution among Property Classes of 2015 Tax Impact MOVED and seconded to direct staff to equalize the tax impact across all the property classes. CARRIED UNANIMOUSLY
ADJOURNMENT MOVED and seconded to adjourn the meeting at 7:44 p.m. CARRIED UNANIMOUSLY Certified Correct:
M a Tai Bon J.prink g Mayor Corp ate Officer 2 District of Sooke Meeting Date: March 30, 2015 Adopted on: April 13, 2015 Special Council Meeting Minutes
DISTRICT OF SOOKE Committee of the Whole Minutes Meeting held TUESDAY, April 7, 2015 at 7:00 pm Council Chamber, 2225 Otter Point Road
COUNCIL PRESENT STAFF PRESENT Mayor Maja Tait Gordon Howie, Chief Administrative Officer Councillor Bev Berger Bonnie Sprinkling, Corporate Officer Councillor Rick Kasper Staff Sgt Jeff McArthur Councillor Ebony Logins Tina Hansen, Corporate Assistant Councillor Brenda Parkinson Councillor Kevin Pearson Councillor Kerrie Reay
1. Call to Order The meeting was called to order at 6:59 p.m.
2. Approval of Agenda MOVED to approve the agenda with the following as supplemental information: 1. Correspondence received April 7, 2015 from Barry Whiting 2. Correspondence received April 7, 2015 from Diana Pogue CARRIED
3. Presentation: Kinder Morgan Canada
Mayor Tait provided background information and a timeline of events as to the District of Sooke's opposition to increased oil tanker traffic in coastal BC waters. Mayor Tait advised that the purpose of this evening's meeting is to receive an informational update from Kinder Morgan Canada on their proposed projects.
Mayor Tait introduced Michael Davies, Senior Director Marine Development, Kinder Morgan Canada.
Michael Davies provided a powerpoint presentation and overview of the Kinder Morgan Trans Mountain Expansion Project. Mr. Davies discussed product distribution advising that approximately 80% of the fuel supply to British Columbia comes through the Trans Mountain pipeline as either oil or refined products. Mr. Davies also reported that 20% of the product coming through the pipeline is loaded onto vessels; approximately eight out of ten vessels go to California, one in ten may go to Asia and the last ten to other areas of the world.
Mr. Davies advised that the proposed Trans Mountain Expansion project is a $5.4 billion project involving building a second pipeline in the right of way adjacent to the existing pipeline. Once the pipeline reaches Vancouver, it will deviate from the existing pipeline and follow other corridors so that it is not disruptive to existing residential housing. The
1
Meeting Date: April 7, 2015 District of Sooke Adopted on: April 13, 2015 Committee of the Whole Meeting Minutes project also involves replacing the existing berth faces at Westridge Marine Terminal with a new dock facility and three new berth faces.
Mr. Davies overviewed the timeline for the Trans Mountain Expansion project and regulatory processes from the time their application was filed in December 2013. If the project receives approval, construction of the project would occur from 2016 to 2018.
Mr. Davies provided information on Marine Traffic in Port Metro Vancouver and Westridge Marine Terminal operations. Mr. Davies reported that Kinder Morgan is currently loading approximately five (Aframax) oil tankers per month and that the expansion would provide the capacity to serve up to thirty four tankers per month. Today Kinder Morgan represent two percent of all marine traffic in Burrard Inlet, following the expansion; they expect to represent seven percent of forecasted traffic in Burrard Inlet. Mr. Davies advised that currently, there are approximately 6000 large vessels that navigate through the Strait of Juan de Fuca per year; of these approximately 60 vessels are from Westridge. Mr. Davies further advised that with the proposed expansion, Kinder Morgan oil tanker traffic would increase from 350-400 vessels which would make up about half of the oil tanker traffic in the region.
Mr. Davies overviewed the two way traffic system for tanker traffic and provided information as to the regulatory oversight of traffic safety systems that are in currently in place today. Mr. Davies explained the tanker safety regime in Canada under the Canada Shipping Act advising that under the Act vessel builders, vessel owners, vessel insurers, and vessel charters are required to have the vessels inspected and have inspection programs. Mr. Davies further explained that vessels are also inspected by Transport Canada.
Mr. Davies reported on proposed marine safety enhancements based on risk assessment results, oil spill modelling and product testing. Mr. Davies spoke to additional recommendations made through risk assessments and modeling which included doubling the current mandated spill response capacity, a reduction in response times, creation of a 6 hour response time, Mr. Davies reported that WCMRC are working on the implementation of a fifth tear response class and on an assessment for locations to handle basic spill response equipment including one in Sooke. Mr. Davies also spoke to proposed increased tug escorts of oil tankers past Race Rocks to the Juan de Fuca Straits.
The Committee asked the following questions of Mr. Davies following his presentation on the Trans Mountain Expansion Project:
• Clarification as to the numbers of existing tankers increasing from 60 tankers out of a total of 600 to 350 or 400 vessels. Mr. Davies clarified that Trans Mountain would make up approximately 408 out of the 1000 tankers in total.
. Whether the pipeline expansion would carry diluted bitumen or whether it would include refined products as well. Mr. Davies responded that the bulk of production from Alberta is bitumen based products such as gasoline and light oil but the majority of the growth in Alberta comes from bitumen based products.
2
Meeting Date: April 7, 2015 District of Sooke Adopted on: April 13, 2015 Committee of the Whole Meeting Minutes Mr. Davies explained the process for making products that meet the specifications for pipeline transportation.
• As to WCMRC's fifth tier response class and asked for the location of the closest oil spill response base. Mr. Davies reported that today the largest oil spill response base is in Burnaby, there are also barges and response equipment around the Port as well as a base and equipment located in Duncan and equipment in Nanaimo. The nearest equipment base for Sooke is located in Esquimalt.
• Advised that Council received a Press Release from a number local Mayors including the Mayor of Burnaby and Victoria advising that they have intensified their request to the Federal government to put the Trans Mountain Project on hold until the National Energy Board (NEB) addresses some deficiencies in the review process. Mr. Davies responded that this is a matter of the National Energy Board but there is also opportunity for people to express their concern and have a full hearing of the process to determine what is in the public's best interest.
• As to the information released by CBC that the full Emergency Response Plan had not been made available but that a redacted version of the Emergency Response Plan had been made available in Washington State. Mr. Davies advised that through the regulatory process Kinder Morgan was asked to provide copies of their Emergency Response Plan but the Plan contains personal information and sensitive information on critical infrastructure that needs to be managed appropriately. Mr. Davies noted that there are no provincial or federal requirements for Kinder Morgan to share the Emergency Response Plan.
• Whether the undertaking by WCMRC to establish a new Sooke area response base was due to public comments made in 2012 following the Open House. Mr. Davies advised that the preliminary plans for a new Sooke area response base was partly due to concerns raised at the Open House but also was part of the risk assessment that they completed.
• The Committee commented that during the 2013 AVICC Convention in Ucluelet it was made clear that most coastal communities would be dealing with marine disasters on their own for the first 72 hours due to the inability of the provincial government to respond within the 72 hour timeframe. In 2013, the past Council expressed concern as to the local ability to respond to any type of marine spill and would be hard pressed to deal with such an event. Mr. Davies commented that there was no mention or recognition of WCMRC and their work on marine safety during the AVICC Convention.
• As to whether Kinder Morgan had direct or indirect involvement in encouraging WCMRC to think along the lines of the proposed marine safety enhancements and response capabilities. Mr. Davies explained that Kinder Morgan is part owners of WCMRC and they are actively involves as a shareholder. They were involved in conducting the risk assessment with WCMRC.
3
Meeting Date: April 7, 2015 District of Sooke Adopted on: April 13, 2015 Committee of the Whole Meeting Minutes • Whether the U.S. (Port Angeles) had the ability to provide a response service in the event of a spill in the Strait of Juan de Fuca. Mr. Davies explained that the U.S. has a good response regime but that there are some differences between the Canadian regime and the U.S. regime in respect to responses.
• Whether there would still be an investment of 100 million dollars in the five proposed area spill response locations if the twinning of the pipeline does not proceed and whether there would be adequate response between the Canadian and the U.S. side if a spill were to occur; is there a mutual aid agreement between the two entities? Mr. Davies responded that WCMRC is the spill response service provider under the supervision of the Canadian Coastguard and the same concept exists with the U.S. Coastguard. The increased volume of oil with the project moving forward would fund the additional response enhancements.
• Whether the petroleum could be transported by rail if the pipeline was not twinned. Mr. Davies reported that rail is a much more expedient way to transport oil but in the long run is more expensive, more energy intensive, has low capital costs but high operating costs.
• As to a hypothetical response situation if a spill were to occur in the Strait of Juan de Fuca. Mr. Davies provided insight into a spill response situation beginning with the initial reporting of an event leading to a significant event of a multi- agency unified command system which would include Federal (Environment Canada), Provincial (Ministry of Environment), local governments and local First Nations.
• As to a program through WCMRC involving training in spill response for local fisherman. Mr. Davies indicated that the program involves those interested in receiving training in spill response and who are familiar with the local waters.
4. Public Input
Sinclair Phillips, Sooke resident, provided information as to the traditional names for the West Coast including Shipwreck Coast and Graveyard of the Pacific. Mr. Phillips advised the name T'Sou-ke comes from the word Stickleback and the Stickleback fish. Mr. Phillips is of the understanding that WCMRC would not respond to a spill in a severe storm due to risk of life and asked how local people could withstand such a devastating oil spill in the area. Mr. Davies responded advising that there is a world leading safety regime in place but if it is not safe for the people responding due to severe weather conditions it could hamper the ability of collecting things on the water at the time of risk.
Gail Armitage, Sooke resident, inquired as to the new 36 hour response time window as she is concerned that the diluted bitumen will sink within 24 hours. Mr. Davies explained the three stages of petroleum spills on the water noting that what remains will continue to float on the surface of the water. Mr. Davies provided information as to scientific studies that they conducted and used for modeling of the movement of oil and diluted bitumen. 4
Meeting Date: April 7, 2015 District of Sooke Adopted on: April 13, 2015 Committee of the Whole Meeting Minutes George Butcher, Sooke resident, stated that he is a co-owner of two marine based businesses that provide employment to local people. Mr. Butcher spoke to the potential for sustainable harvested products from local waters and asked Council to help to protect these sustainable resources and the local businesses. Mr. Butcher stated that they do not want to see an increase in traffic and an increase in risk to their business and to the community. Mr. Butcher indicated that Kinder Morgan made no mention to seaweed or kelp resources in their reporting and did not project a worst case scenario in their Environmental Impact Assessment.
Frances Litman, Victoria resident, stated that she believes the Kinder Morgan project is illegal under Coast Salish law. Ms. Litman indicated that large remediation projects always seem to fall on the volunteers. Ms. Litman asked for further information as to what is involved in remediation and who is responsible for it. Mr. Davies advised that the responsibilities would fall on the individual jurisdictions, federal, provincial and local depending on the size of the spill and how it unfolds and that the response phase would not end until the plan had been carried out to reinstate things to the way they were.
Gunter Rieper, Sooke resident, inquired as to liability in the event of an oil spill and response times for removing a major oil spill. Mr. Davies explained the structure in Canada for liability for marine oil spills defined under the Marine Liability Act beginning with the vessel's insurance. Mr. Davies further explained that funds are also available through international and national funds such as the Ship-source Oil Pollution Fund.
Ralph Hull, Sooke resident, stated that the oil industry is not environmentally friendly and is disastrous to mariners and to the coastline. Mr. Hull inquired as to the relationship between Kinder Morgan and Trans Mountain and their relationship with Enbridge. Mr. Hull asked if there have been any serious discussions within these companies about future transitions in energy. Mr. Davies explained that Kinder Morgan owns the Trans Mountain pipeline and Trans Mountain is the certificate holder or regulated entity of the pipeline. Mr. Davies further explained the regulations of pipelines.
Margaret Critchlow, Sooke resident, commented as to the recent announcement of more Mayors coming forward with a request that the National Energy Board (NEB) hearings be put on hold. Ms. Critchlow inquired as to whether Kinder Morgan is prepared to support municipalities' request for a more thorough review process. Mr. Davies advised that Kinder Morgan is following the process and the rules set up and regulated by the NEB.
Zoey Blunt, Sooke resident, commented as to the opposition of the Trans Mountain Project and to the Burnaby Mountain Project. Ms. Blunt inquired as to the large amount of money the process has cost due to delays in operations and costs associated with people being arrested while protesting and where these funds will come from. Mr. Davies indicated that the NEB is taking all conditions into consideration and will make decisions that are in the best interest of the public.
Terry Dance-Bennink, Victoria resident, inquired as to who has the liability for a ship source oil spill. Ms. Dance-Bennink indicated that the available funding for clean up should an oil spill occur would not be sufficient as the costs associated with clean up
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Meeting Date: April 7, 2015 District of Sooke Adopted on: April 13, 2015 Committee of the Whole Meeting Minutes following the Exon Valdez would be equal to 6.5 billion dollars today. Ms. Dance- Bennink believes the financial burden would fall on the tax payers. Ms. Dance-Bennink thanked Sooke for having the courage in taking a leading role and bringing the issue to the people for a vote.
Barry Whiting, Sooke resident, addressed the Committee as to concerns over the use of billions of dollars that are going into harvesting oil, increasing ship traffic to send the product to market resulting in increased CO2's that poison our environment. Mr. Whiting asked Council to not relent on the issue for the sake of future generations.
Darren Alexander, Sooke resident, provided comments as to accountability and inquired as to whether the National Energy Board (NEB) have incentive in making the pipeline go through as they are an extension of the Federal Government which supports the Project. Mr. Davies responded advising that the NEB is an agency of the Federal Government established under the Act and administered as a quasi-judicial body but the NEB are not influenced by the industry as they have a clear role to play.
John Armitage, Sooke resident, raised concerns as to the evening's discussion over the issue of an inevitable disaster on our coast.
5. Adjournment The meeting was adjourned at 8:58 p.m.
Certified Correct:
Maja T Sprinkling Mayor Co rate Officer
6
Meeting Date: April 7, 2015 District of Sooke Adopted on: April 13, 2015 Committee of the Whole Meeting Minutes DISTRICT OF SOOKE
Minutes of the Special Meeting of Council held in the Council Chamber at 2225 Otter Point Road, Sooke, BC on April 8, 2015 at 6:00 p.m.
COUNCIL PRESENT STAFF PRESENT Mayor Maja Tait (by telephone) Gord Howie, Chief Administrative Officer Councillor Bev Berger Elisabeth Nelson, Municipal Engineer Councillor Rick Kasper Councillor Ebony Logins Councillor Brenda Parkinson Councillor Kevin Pearson Councillor Kerrie Reay
CALL TO ORDER
Chair Kasper called the meeting to order at 6:00 p.m.
APPROVAL OF AGENDA
MOVED and seconded to approve the agenda as circulated. CARRIED UNANIMOUSLY
MOTION TO CLOSE THE MEETING TO THE PUBLIC
MOVED and seconded to close the meeting to the public under section 90(1)(1) of the Community Charter for the consideration of information received and held in confidence relating to negotiations between the municipality and a provincial government or the federal government or both, or between a provincial government or the federal government or both and a third party. CARRIED UNANIMOUSLY
ADJOURNMENT MOVED and seconded to adjourn the meeting at 6:55 p.m. CARRIED UNANIMOUSLY
Certified Correct:
die Maj alt Bon OSprink ng Mayor Corporate Officer
1 Meeting Date: April 8, 2015 District of Sooke Adopted on: April 13, 2015 Special Council Meeting Minutes DISTRICT OF SOOKE
Minutes of the Regular Meeting of Council held in the Council Chamber at 2225 Otter Point Road, Sooke, BC on April 13, 2015 6:00 p.m., Closed Portion, Meeting Room 7:00 p.m., Open Portion, Council Chamber
COUNCIL PRESENT STAFF PRESENT (Open Portion) Mayor Maja Tait Gordon Howie, Chief Administrative Officer Councillor Rick Kasper Michael Dillabaugh, Director of Finance Councillor Ebony Logins Bonnie Sprinkling, Corporate Officer Councillor Brenda Parkinson Elisabeth Nelson, Municipal Engineer Councillor Kevin Pearson Katherine Lesyshen, Planner II (left at 8:14 p.m.) Councillor Kerrie Reay Tara Johnson, Planner II (left at 8:14 p.m.) Tina Hansen, Corporate Assistant
ABSENT: Councillor Bev Berger
CALL TO ORDER Mayor Tait called the meeting to order at 6:01 p.m.
MOTION TO CLOSE THE MEETING TO THE PUBLIC MOVED to close the meeting to the public under section 90(1) of the Community Charter to discuss: • Section 90(1) (f) law enforcement, if the council considers that disclosure could reasonably be expected to harm the conduct of an investigation under or enforcement of an enactment; • Section 90(1) (i) the receipt of advice that is subject to solicitor-client privilege, including communications necessary for that purpose; . Section 90(1) (k) negotiations and related discussions respecting the proposed provision of a municipal service that are at their preliminary stages and that, in the view of the council, could reasonably be expected to harm the interests of the municipality if they were held in public; • Section 90(1) (I) discussions with municipal officers and employees respecting municipal objectives, measures and progress reports for the purposes of preparing an annual report under section 98 [annual municipal report]; Section 90(2) (b) the consideration of information received and held in confidence relating to negotiations between the municipality and a provincial government or the federal government or both, or between a provincial government or the federal government or both and a third party. CARRIED UNANIMOUSLY
1 Meeting Date: April 13, 2015 District of Sooke Adopted on: April 27, 2015 Regular Council Meeting Minutes CALL TO ORDER - OPEN PORTION Mayor Tait called the open portion of the Regular Council meeting to order at 7:03 p.m. in the Council Chambers.
APPROVAL OF THE AGENDA MOVED and seconded to approve the agenda as circulated. CARRIED UNANIMOUSLY
ADOPTION OF MINUTES MOVED and seconded that the minutes of the Committee of the Whole meeting held on March 10, 2015 be adopted as circulated. CARRIED UNANIMOUSLY
MOVED and seconded that the minutes of the Committee of the Whole meeting held on March 10, 2015 reconvened March 11, 2015 be adopted as circulated. CARRIED UNANIMOUSLY
MOVED and seconded that the minutes of the Committee of the Whole meeting held on March 23, 2015 be adopted as circulated. CARRIED UNANIMOUSLY
MOVED and seconded that the minutes of the Regular Council meeting held on March 23, 2015 be adopted as circulated. CARRIED UNANIMOUSLY
MOVED and seconded that the minutes of the Special Council meeting held on March 30, 2015 be adopted as circulated. CARRIED UNANIMOUSLY
MOVED and seconded that the minutes of the Committee of the Whole meeting held on April 7, 2015 be adopted as circulated. CARRIED UNANIMOUSLY
MOVED and seconded that the minutes of the Special Council meeting held on April 8, 2015 be adopted as circulated. CARRIED UNANIMOUSLY
PUBLIC QUESTION AND COMMENT PERIOD
Laurie Wallace, West Coast Design and Development Services Ltd. - representing the Applicant, addressed Council as to the rezoning application for 6645 Sooke Road. Ms. Wallace provided comments relating to concerns over the recommended site specific restrictions with the rezoning of the property to Town Centre Mixed Use Zone (CTC) and to the additional requirements for road dedication for Logan Lane. Ms. Wallace added that requiring a minimum height of two storeys and limiting the gross floor area will restrict the possibility of a public library in this location.
2 Meeting Date: April 13, 2015 District of Sooke Adopted on: April 27, 2015 Regular Council Meeting Minutes Jeff Zigay, Applicant, 6645 Sooke Road, advised that he had not been notified by the District that his rezoning application was being presented to Council this evening. Mr. Zigay advised that he has been working with staff to rezone his property and would like to see the rezoning to Town Centre Mixed Use Zone (CTC) move forward but has concerns as to the additional site specific restrictions that staff is recommending. Mr. Zigay asked Council to support the rezoning to a CTC Zone without the site specific restrictions and to push his rezoning application forward in a timely manner.
Ellen Lewers, Sooke resident, provided comments as to the Use of Cooper's Cove Highway Right of Way for Park Purposes advising that she believes the property should remain as a parking lot but be cleared for improved public access to the water. Ms. Lewers also provided comments as to the 2015 Revised Assessment Roll and Proposed 2015 Tax Rates advising that even with the 0% increase to property taxes, there is still a percentage increase to recreation/non-profit and farm property classes.
Mary Brooke, Sooke Voice News, advised that it was a pleasure to attend the AVICC Convention over the weekend and to see Mayor Tait bringing forward the District of Sooke resolution on increased oil tanker traffic. Ms. Brooke also provided comments as to the Correspondence on the expression of interest to host the Commonwealth Games in Victoria in 2022; she has concerns as to whether the Victoria and BC economies could support hosting such an event.
Richard Thut, Sooke resident, suggested that the Federal government should require all tankers to have containment booms on board so that if a spill were to occur, it could be contained. Mr. Thut also suggested that vessels carry oil tanks on board to collect the oil.
BYLAWS
B-1 Bylaw No. 613, Zoning Amendment Bylaw (600-16) — 6645 Sooke Road Jeff Zigay, Applicant, stated that he believes that some of the recommended prohibited uses are mute as he would not be considering these uses for his property. Mr. Zigay advised that he has an issue with the limited gross floor area restriction of 500m2 as there could be some interesting uses for the property that could become limited. Mr. Zigay advised that he applied for CTC zoning and does not agree to density bonusing.
MOVED and seconded to refer Bylaw No. 613, Zoning Amendment Bylaw (600-16) back to staff to re-draft and bring back to the April 27th, 2015 Regular Council meeting; AND TO direct staff to re-draft Bylaw No. 613 to amend the zoning at 6645 Sooke Road to Town Centre Mixed Use (CTC) Zone, with the requirements discussed by Council including affordable housing at $500 per dwelling unit, covenant for road dedication for Lindcroft Road and Brownsey Boulevard only and such prohibited uses as agreed to by the property owner. CARRIED UNANIMOUSLY
Jeff Zigay also commented that to restrict residential uses to upper storeys only would be quite restrictive and that it would be nice to be able to provide walkouts that could be incorporated with commercial uses for those that may require entry level living.
3 Meeting Date: April 13, 2015 District of Sooke Adopted on: April 27, 2015 Regular Council Meeting Minutes REPORTS FOR INFORMATION
RI-2 Use of Cooper's Cove Highway Right of Way for Park Purposes Scott Taylor, adjacent property owner to Cooper's Cove, stated that he has been operating his restaurant and school in this location for the past sixteen years. Mr. Taylor advised that they are not on the municipal sewer system and are being impacted by the constant requests from people walking the Galloping Goose to use their washroom facilities. Also, Mr. Taylor advised that the business is losing potential income due to the entrance and egress to and from the highway right of way. Mr. Taylor advised that he would like to see a Traffic Impact Assessment completed to see how to improve access in/out of the property better.
Randy Clarkston, Sooke resident, suggested looking into whether the CRD would be willing to contribute to a Traffic Impact Assessment for the right of way. Mr. Clarkston advised that the recently installed pedestrian light has calmed traffic in this location somewhat.
Scott Taylor further advised that there had been CRD discussions to make an access to the parking lot by installing a bridge or walkway to the trail. Mr. Taylor suggested that the District engage in discussions with the CRD.
ACTION ITEM: Council directed Staff to look into the feasibility and costs of the following overall improvements to the Cooper's Cove Right of Way: • Improvements to the area for parking and access to the water • Options for washroom facilities • Improvements to signage including no overnight parking/camping signage AND THAT staff enter into discussions with the CRD and MoTI as to improved access/egress into the right of way and adjacent property.
RI-3 2015 Revised Assessment Roll and Proposed 2015 Tax Rates
MOVED and seconded to receive the 2015 Revised Assessment Roll and Proposed 2015 Tax Rates report for information. CARRIED UNANIMOUSLY
RI-1 Mayor and Council Reports (Verbal) Councillor Reay reported on attending the Vancouver Island Regional Library (VIRL) Board meeting on March 28th and advised that the Board unanimously supported to proceed with the Request for Proposal process for a new library facility in Sooke. Councillor Reay reported that there have already been a number of inquiries from developers and land owners who are interested in the RFP process.
Councillor Parkinson reported on attending the Sooke Region Museum meeting on April 1st and provided information as to a Woodside Farm historical video, the Night Time Market at the Museum and a Charles Tillman book launch. Councillor Parkinson provided information to Council as to inadequate parking at the Museum advising that it was suggested that Mayor Tait, Director Hicks and Steve Knoke from SEAPARC meet to
4 Meeting Date: April 13, 2015 District of Sooke Adopted on: April 27, 2015 Regular Council Meeting Minutes discuss a possible plan for parking at the Museum. Councillor Parkinson also reported on attending a Wild ARC Open House and the AVICC Convention.
Councillor Pearson reported on attending the Juan de Fuca Water Commission meeting advising that there will be repairs made to some of the A/C pipes in Sooke over the next two years. Councillor Pearson reported that the Sooke Lake Reservoir is at 100 percent capacity at this time.
Councillor Kasper reported on attending a number of Capital Regional Board meetings on behalf of the Mayor over the past several weeks. Councillor Kasper also reported on attending the AVICC Convention where he had an opportunity to speak with other municipalities in regard to affordable housing. Councillor Kasper advised that Sooke was highlighted as a contributor directly and indirectly in making the affordable housing project in Sooke a success. Councillor Kasper also reported on an upcoming series of CRD Integrated Water Services Public Open Houses where there will be an opportunity for members of the public to provide input on the closure of the Leech Water Shed.
Councillor Logins reported that the Sooke Region Tourism Association has just undergone a revamping of their website and that the soft launch of the new website will be in May 2015.
Mayor Tait reported on the recent grand opening of the SEAPARC Bike Skills Park and Mayor Tait took the opportunity to thank Councillor Kasper for attending a number of CRD Board meetings advising that Sooke is being well represented at the Board meetings. Mayor Tait reported that four members of Council attended the Te'Mexw Treaty Agreement in principal signing ceremony. Mayor Tait also attended the AVICC Convention advising that the District of Sooke's resolution on the increase of oil tanker traffic was approved unanimously as well as two other resolutions came forward; one for a review of the National Energy Board (NEB) and one for a review of the process.
Councillor Kasper took the opportunity to thank Mayor Tait for presenting Council's resolution on increased oil tanker traffic at the AVICC Convention advising that the Mayor's presentation was very diplomatic and respectful of all people's views on the issue, furthermore The presentation was straight forward and matter of fact and very well done.
CORRESPONDENCE REQUIRING ACTION
C-1 Correspondence dated March 24, 2015 from Victoria Leaf Club RE: Legislation Changes to Improve Vehicle Charging Infrastructure MOVED and seconded to receive the correspondence dated March 24, 2015 from the Victoria Leaf Club for information. CARRIED UNANIMOUSLY
C-2 Correspondence dated March 3, 2015 from David Black RE: Commonwealth Games MOVED and seconded to authorize the Mayor to sign on behalf of the District of Sooke, along with other local Mayors, the letter to the Commonwealth Games Federation expressing interest in hosting the 2022 Commonwealth Games in Victoria. CARRIED UNANIMOUSLY
5 Meeting Date: April 13, 2015 District of Sooke Adopted on: April 27, 2015 Regular Council Meeting Minutes REPORT OF IN CAMERA RESOLUTIONS
April 13, 2015 Regular Council — In Camera Portion
• RA-1 2015 Strategic Plan Gord Howie reported that Council has now completed and approved their 2015 Strategic Plan. The Strategic Plan will be made available to the public at the next Regular Council meeting. MOVED and seconded that Council approve the 2015 Strategic Plan; AND THAT COUNCIL release the 2015 Strategic Plan to the public immediately on the District of Sooke website and with a News Release; and at the next Council meeting. CARRIED UNANIMOUSLY
• RA-2 Project Agreement (Highway 14 Improvements) — Ministry of Transportation and Infrastructure MOVED and seconded that Council approve in principle the Project Agreement (Highway 14 Improvements) — Ministry of Transportation and Infrastructure with the amendments as to the transit stops and Highway 14 access addressed; AND THAT COUNCIL authorize the Mayor and Chief Administrative Officer to sign the Project Agreement on behalf the District of Sooke, AND THAT COUNCIL release this resolution and the Project Agreement at the next Regular Council meeting. CARRIED UNANIMOUSLY
• RA-3 6519 Steeple Chase — Fence on Municipal Right of Way MOVED and seconded that Council direct staff to remove the fence and not allow the use of the municipal right of way at 6519 Steeple Chase. AND THAT COUNCIL release this resolution to the public. CARRIED UNANIMOUSLY
CORRESPONDENCE AND COUNCIL REPORTS FOR INFORMATION
1-1 Council Reader File — March 2015 MOVED and seconded to file the Council Reader File for March 2015. CARRIED UNANIMOUSLY
ADJOURNMENT
MOVED and seconded to adjourn the meeting at 8:43 p.m. CARRIED UNANIMOUSLY
Certified Correct:
Maja Tai le Sp nkling Mayor Corporate Officer
6 Meeting Date: April 13, 2015 District of Sooke Adopted on: April 27, 2015 Regular Council Meeting Minutes
DISTRICT OF SOOKE Committee of the Whole Minutes Meeting held April 20, 2015 at 7:00 pm Council Chamber, 2225 Otter Point Road
COUNCIL PRESENT STAFF PRESENT Mayor Maja Tait Michael Dillabaugh, Director of Finance Councillor Bev Berger Bonnie Sprinkling, Corporate Officer Councillor Ebony Logins Elisabeth Nelson, Municipal Engineer Councillor Brenda Parkinson Sarah Temple, Finance and Administration Councillor Kerrie Reay Assistant
Absent: Councillor Kevin Pearson Councillor Rick Kasper
1. Call to Order The meeting was called to order at 7:00 p.m.
2. Approval of Agenda MOVED to approve the agenda as circulated with the supplementary information for Agenda Item 4. CARRIED
3. Potential Sale of Closed Kennedy Road
Patrick Marsden presented on behalf of Harbour View Centre Ltd. who are interested in purchasing one-half of Closed Kennedy Road - Area B as shown on map in agenda. Mr. Marsden advised that EJ Charters was interested in purchasing the other half of Closed Kennedy Road. Mr. Marsden outlined the plans for the closed road. Harbourview Centre is interested in using Area B for additional parking for a proposed development on their adjacent property; EJ Charters is interested in using Area A to maintain access to their existing building. Both companies are seeking an approval in principle before proceeding with an offer to purchase.
Committee Discussion: . Discussion of north portion of Closed Kennedy Road presently designated as a park. . Access to both EJ Charters and Harbour View Centre's properties will come off of Lanark Road, not off of Sooke Road. • An offer to purchase is the next step, which will trigger notice under s. 26 of the Community Charter, as well as staff and Council review of the project in greater detail.
1
Meeting Date: April 20, 2015 District of Sooke Adopted on: April 27, 2015 Committee of the Whole Meeting Minutes Public Input: • Lindy Batty, Sooke resident, addressed the Committee and referred to a Council motion of approximately 10 years ago, where it was determined that the closed portion of Kennedy Road should be maintained as a view corridor. Ms. Batty spoke about the area designated as park and would like to see conditions attached to the sale that ensure that the park space is honored. Additionally, Ms. Batty advised that the assessed value of the entire area seems low and questioned what the purchase price would be based on. • Elisabeth Nelson advised that the view corridor could be addressed as a condition of sale and that a trail is proposed for the section of the closed road designated as park. • Michael Dillabaugh advised that the applicant did have an appraisal done, which determined the value of the property. As a part of the condition of sale the District may have an additional appraisal done. • Patrick Marsden addressed Ms. Batty's concerns regarding the view corridor. The intention of Harbour View Centres is to use the space for parking, so view corridors will not be hindered. • Shannon O'Keefe, spoke on behalf of EJ Charters and stated they also did not plan to build on Area B, their intention is to allow access to their existing building.
MOVED to accept in principle the sale of Closed Kennedy Road to Harbour View Centre Ltd. and EJ Charters Ltd. in accordance with the Community Charter and subject to staff review of conditions of sale including property value and protection of the view corridor. CARRIED
4. Galloping Goose Trail — Sooke River Pedestrian Crossing Mayor Tait provided a summary of the history of the Galloping Goose Trail — Sooke River Pedestrian Crossing report and advised that there are no funds set aside in the financial plan to pursue the project and that the project is not included in Council's strategic plan. Area residents have come forward asking Council to discuss the plans for the area.
Committee Discussion: • The Sooke River Pedestrian Crossing project has spanned the past two Councils • The Committee has found it helpful to review the history of this project. • Discussion of each of the four potential locations identified and challenges with each. • Discussion on importance of retaining public owned land. • Potential for amending the Sooke River Pedestrian Crossing report to remove sites 3 and 4. • Council's first priority for pedestrian infrastructure, as outlined in the Strategic Plan is to improve the Town Centre, not access across the river.
Public Input: • Sheila Needs, Sooke resident, addressed the Committee and asked if the project was being put off permanently, or if a future Council might decide to pursue it. Ms. Needs expressed an interest in purchasing the property if Council was not intending to use it for a pedestrian crossing. 2
Meeting Date: April 20, 2015 District of Sooke Adopted on: April 27, 2015 Committee of the Whole Meeting Minutes • Elisabeth Dennison, Sooke resident, addressed the Committee asking that the Soule Road neighbours continue to be notified of ongoing discussions. • Ken Ebbs-Canavan, Sooke resident, spoke in support of removing sites 3 and 4 from the report. Mr. Ebbs-Canavan encouraged Council to look at the north side of the existing bridge as a potential location. Mr. Ebbs-Canavan referred to the section of the report which indicates it is the most cost efficient option. He believes it could facilitate a sewer line crossing, provide safe passage for students walking to and from school and could support a fire apparatus in an emergency situation. • Shirley Roodbol, Sooke resident, addressed the Committee and referenced a Sooke News Mirror article from 2011 in which Elisabeth Nelson was quoted as saying that the Ministry of Transportation and Infrastructure (MOTI) was not opposed to having a crossing next to the bridge. Ms. Rood bol asked for clarification. • Mayor Tait stated that at the time, the T'Souke Nation was opposed to putting another piling in the river at that location. • Ms. Nelson further clarified that MOTI was in agreement with putting a pedestrian bridge to the south of the existing bridge. • Rob Berry, Sooke resident, addressed the Committee and stated that he is in support of cycling infrastructure, but cautioned that it has to make sense. • Jeff Bateman, Sooke resident, addressed the Committee and stated his support for an alternate pedestrian crossing, especially for the students who use the bridge every day. Mr. Bateman stated that he visited the proposed locations and saw that they were more complicated than they appear on paper and encouraged Council to look at the location addressed by Mr. Ebbs-Canavan.
MOVED to direct staff to remove Site 3 (Soule Road to Sunriver Nature Park) and Site 4, as options from the Sooke River Pedestrian Crossing report. CARRIED
5. Potential Sale of Soule Road Right of Way
Committee Discussion: • Further discussion of the importance of maintaining ownership of public lands. • Further analysis would be required to determine if the land should be kept for future use, or if Council would consider selling it to adjacent property owners.
Public Input: • Sheila Needs, Sooke resident, addressed the Committee to ask what the next steps would be in order to submit an offer to purchase. • The Committee advised they would be looking for a staff report outlining the implications of the sale of the Soule Road right of way prior to considering an offer to purchase. Ms. Needs was encouraged to speak further with staff.
MOVED to direct staff to prepare a report outlining the implications of the potential sale of the Soule Road Right of Way to the adjacent property owners. CARRIED
3
Meeting Date: April 20, 2015 District of Sooke Adopted on: April 27, 2015 Committee of the Whole Meeting Minutes 6. Current Issues
Carmen Neumann, Sooke resident, addressed the Committee and spoke about the informal use of John Phillips Park as an off-leash dog park. Ms. Neumann states that a group of dog owners meet regularly and use the area responsibly. Ms. Neumann requested that the Committee consider moving the garbage can currently located behind the Townsend Walk townhomes to the eastern entrance of John Phillips Park.
Action Item: Staff to review Ms. Neumann's request to relocate the garbage can.
7. Adjournment The meeting was adjourned at 7:49 p.m.
Certified Correct:
Maja T Bonnt prinkling Mayo Corpor te Officer
4
Meeting Date: April 20, 2015 District of Sooke Adopted on: April 27, 2015 Committee of the Whole Meeting Minutes DISTRICT OF SOOKE
Minutes of the Regular Meeting of Council held in the Council Chamber at 2225 Otter Point Road, Sooke, BC on April 27, 2015 6:00 p.m., Closed Portion, Meeting Room 7:00 p.m., Open Portion, Council Chamber
COUNCIL PRESENT STAFF PRESENT (Open Portion) Mayor Maja Tait Gordon Howie, Chief Administrative Officer Councillor Bev Berger Michael Dillabaugh, Director of Finance Councillor Rick Kasper Bonnie Sprinkling, Corporate Officer Councillor Ebony Logins Elisabeth Nelson, Municipal Engineer Councillor Brenda Parkinson Katherine Lesyshen, Planner II (left at 9:05 pm) Councillor Kevin Pearson Tara Johnson, Planner II (left at 9:05 pm) Councillor Kerrie Reay Steve Sorensen, Fire Chief Tina Hansen, Corporate Assistant
CALL TO ORDER Mayor Tait called the meeting to order at 6:03 p.m.
MOTION TO CLOSE THE MEETING TO THE PUBLIC MOVED to close the meeting to the public under section 90(1) of the Community Charter to discuss: • Section 90(1)(c) labour relations or other employee relations; • Section 90(1)(e) the acquisition, disposition or expropriation of land or improvements, if the council considers that disclosure could reasonably be expected to harm the interests of the municipality. • Section 90(1) (I) discussions with municipal officers and employees respecting municipal objectives, measures and progress reports for the purposes of preparing an annual report under section 98 [annual municipal report]. CARRIED UNANIMOUSLY
CALL TO ORDER - OPEN PORTION Mayor Tait called the open portion of the Regular Council meeting to order at 7:04 p.m. in the Council Chambers.
APPROVAL OF THE AGENDA MOVED and seconded to approve the agenda with the following as new business/supplemental information: • Item D-1 Linda Teneycke, Sooke Fine Arts Society — Youth art project at municipal boat launch (electrical building) o Times Colonist Article dated April 22, 2015 "Murals to tell story of George Jay Elementary School" • Item D-2 Mike Thomas and Kim Metzger — Sooke Food Bank o Food supply list provided by Sooke Food Bank CARRIED UNANIMOUSLY
1 Meeting Date: April 27, 2015 District of Sooke Adopted on: May 11, 2015 Regular Council Meeting Minutes ADOPTION OF MINUTES
MOVED and seconded that the minutes of the Regular Council meeting held on April 13, 2015 be adopted as circulated. CARRIED UNANIMOUSLY
MOVED and seconded that the minutes of the Committee of the Whole meeting held on April 20, 2015 be adopted as circulated. CARRIED UNANIMOUSLY
DELEGATIONS D-1 Linda Teneycke, Sooke Fine Arts Society — Youth art project at municipal boat launch (electrical building) Linda Teneycke, Executive Director, Sooke Fine Arts Society provided a powerpoint presentation and addressed Council as to an art project by youth to paint a mural on the District of Sooke municipal boat launch electrical building located at the Prestige Hotel. Ms. Teneycke advised that they are looking for Council's approval to move forward with the project.
Sarah Bradley, Program Manager, Pacific Centre Family Services explained that they have been working with Edward Milne Community School (EMCS) and that the project is a collaborative community art project engaging youth in Sooke and also supports intergenerational engagement. The concept is to have artist from Sooke Fine Arts Society work with youth on a mural in the community and for the community.
Ms. Teneycke provided information as to the project reporting that they would like to depict outdoor activities related to Sooke. Ms. Teneycke advised that they would also like Council's permission to have the bulletin board, fees sign and drop box that are currently fixed to the building moved in order to accommodate the murals.
Ms. Teneycke and Council discussed: • Having the artwork depict sports fishing and the fishing industry, hiking and other outdoor activities • The students are from a grade twelve class at EMCS and are involved in the project as part of work experience • Look at doing other murals in Sooke; the Sooke Fine Arts Society's 30th Anniversary may be an opportunity to complete a mural project in Sooke • Moving the fees sign and cash box behind the building door and having staff look for an alternate location for the bulletin board
MOVED and seconded to approve the Sooke Fine Arts Society youth art project for the District of Sooke Municipal Boat Launch electrical building; AND to authorize the work to proceed and staff to work with the Society on the project; AND to direct staff to investigate funding to cover the costs of the base paint for the building from the sewer budget or the Sooke Program of the Arts reserve. CARRIED UNANIMOUSLY
2 Meeting Date: April 27, 2015 District of Sooke Adopted on: May 11, 2015 Regular Council Meeting Minutes D-2 Mike Thomas and Kim Metzger — Sooke Food Bank Mike Thomas and Kim Metzger, Sooke Food Bank volunteers provided an overview of the Sooke Food Bank services, the current financial situation and plans for sustainability of the Food Bank. Ms. Metzger reported on the growing numbers of people dependent on the services of the Food Bank advising that they have been unable to maintain stock to the point of having to be supplemented by other food banks. Ms. Metzger advised that with the little funding they receive and the increased use, the facility may not be able to continue operating. Mr. Thomas and Ms. Metzger invited Council to visit the Food Bank Facility to see first-hand what issues they are facing.
A discussion ensued as to the following: • How food banks are supported in other areas • What Council can do in order to support the Sooke Food Bank • The Food Bank is applying for other funding sources; Casino funds will not be received until the fall • The Sooke Food Bank supports other local community groups such as the Crisis Centre, Sooke Seniors, Meals on Wheels and CASA • The Sooke Food Bank has received previous funding through the District of Sooke Community Grants Program • Look at providing additional funding to the Sooke Food Bank from the Community Grants budget or Council Contingency Fund
MOVED and seconded to direct staff to issue immediately the Annual Community Grant cheque in the amount of $6000 to the Sooke Food Bank prior to the adoption of the 2015 Financial Plan Bylaw. CARRIED UNANIMOUSLY
MOVED and seconded to provide an additional $2,000 to the Sooke Food Bank from the Council Contingency Fund. CARRIED UNANIMOUSLY
D-3 Ron Fedosenko — Zoning and Business Operations at 6545 Sooke Road Ron Fedosenko, Sooke resident, addressed Council as to his property and existing building at 6545 Sooke Road. Mr. Fedosenko advised that the new tenant applied for a commercial business licence with the District of Sooke and was denied a licence due to the property being zoned residential. Mr. Fedosenko also advised that there have been non-conforming uses operating on the property since the 1940's and that he pays commercial taxes on the property. Mr. Fedosenko asked that Council consider issuing the business licence to his tenant.
Gord Howie explained that the issue is that the building has been used as a private office for several years and Mr. Fedosenko has not applied for a business licence. Council could consider options such as directing staff to issue a business licence not in compliance with the Sooke Zoning Bylaw. That option may set a precedent with other properties that have non-conforming uses. Council could also consider leaving it to the property owner to apply for rezoning and expedite the application, ie. waive Public Hearing, or, Council could direct staff to come back with a report providing further information and options for Council consideration.
3 Meeting Date: April 27, 2015 District of Sooke Adopted on: May 11, 2015 Regular Council Meeting Minutes MOVED and seconded to direct staff to issue a business licence to the current business operating at 6545 Sooke Road without requiring compliance with the Sooke Zoning Bylaw as to the use of the property. CARRIED UNANIMOUSLY
D-4 Jared Sklepowich — Bylaw Enforcement on Boulevards and Private Property Jared Sklepowich, Sooke resident addressed Council as to concerns of recent bylaw enforcement on the fencing/hedging that he installed on the boulevard adjacent to his property. Mr. Sklepowich provided photos to Council of other properties in Sooke that have also landscaped/treed on the boulevards. Mr. Sklepowich believes that if he is forced to have his hedge removed then there should also be equal enforcement on other properties that have encroached onto District right of ways. Mr. Sklepowich provided an explanation as to why he did not wish to enter a Licence to Occupy with the District of Sooke.
ACTION ITEM: Mr. Howie to advise Council whether the District of Sooke has a Policy that deals with the issue of landscaping/trees that encroach on the District's right of ways.
MOVED and seconded to refer the matter back to staff to provide a report to Council with further information and options available for Council consideration for Mr. Jared Sklepowich's hedge and fence encroachment and in general, how to deal with landscaping/trees that encroach on the District of Sooke right of ways. CARRIED UNANIMOUSLY
MOVED and seconded to direct staff to not carry out Bylaw Enforcement action on 6519 Steeple Chase at this time. CARRIED UNANIMOUSLY
PUBLIC QUESTION AND COMMENT PERIOD Dave Nelson, Sooke resident addressed Council as to the roundabout project in the Town Centre. Mr. Nelson stated that he does not support having a roundabout in this location and believes that it is going to cause more traffic issues than what currently exists. He also has concerns as to the difficulties that logging trucks may have navigating through the roundabout. Mr. Nelson believes that a traffic light would be a better solution in this location and asked Council to reconsider moving forward with the roundabout in the Town Centre.
BYLAWS B-1 Bylaw No. 613, Zoning Amendment Bylaw (600-16)— 6645 Sooke Road
MOVED and seconded that Bylaw No. 613, Zoning Amendment Bylaw (600-16) be introduced and read a first time. CARRIED UNANIMOUSLY
MOVED and seconded that Bylaw No. 613, Zoning Amendment Bylaw (600-16) be read a second time. CARRIED UNANIMOUSLY
4 Meeting Date: April 27, 2015 District of Sooke Adopted on: May 11, 2015 Regular Council Meeting Minutes MOVED and seconded to schedule a Public Hearing for Bylaw No. 613 in accordance with the requirements of the Community Charter and the Local Government Act; CARRIED UNANIMOUSLY
MOVED and seconded to direct that prior to final adoption of Bylaw No. 613, the owner enter into section 219 (LGA) covenants with the District of Sooke to address road dedication and affordable housing, and that Council authorize the Mayor and the Chief Administrative Officer to execute the section 219 covenants when required. CARRIED UNANIMOUSLY
B-2 2015 Five Year Financial Plan and Property Tax Rate Bylaws
Bylaw No. 614, Five Year Financial Plan Bylaw, 2015 MOVED and seconded that Bylaw No. 614, Five Year Financial Plan Bylaw, 2015 be introduced and read a first time. CARRIED UNANIMOUSLY MOVED and seconded that Bylaw No. 614, Five Year Financial Plan Bylaw, 2015 be read a second time. CARRIED UNANIMOUSLY MOVED and seconded that Bylaw No. 614, Five Year Financial Plan Bylaw, 2015 be read a third time. CARRIED UNANIMOUSLY
Bylaw No. 615, Property Tax Rate Bylaw, 2015 MOVED and seconded that Bylaw No. 615, Property Tax Rate Bylaw, 2015 be introduced and read a first time. CARRIED UNANIMOUSLY MOVED and seconded that Bylaw No. 615, Property Tax Rate Bylaw, 2015 be read a second time. CARRIED UNANIMOUSLY MOVED and seconded that Bylaw No. 615, Property Tax Rate Bylaw, 2015 be read a third time. CARRIED UNANIMOUSLY B-3 Bylaw No. 616 Zoning Amendment Bylaw (600-17) — 2435 Phillips Road Councillor Berger declared a conflict of interest with this agenda item as her husband is a sub-contractor for Citta Construction Ltd. who is a contractor for Sun River Estates and left the meeting at 8:54 p.m.
MOVED and seconded that Bylaw No. 616, Zoning Amendment Bylaw (600-17) be introduce and read a first time. CARRIED UNANIMOUSLY MOVED and seconded that Bylaw No. 616, Zoning Amendment Bylaw (600-17) be read a second time. CARRIED UNANIMOUSLY MOVED and seconded to schedule a Public Hearing for Bylaw No. 616 in accordance with the requirements of the Community Charter and the Local Government Act. CARRIED UNANIMOUSLY
Councillor Berger returned to the meeting at 9:00 p.m. 5 Meeting Date: April 27, 2015 District of Sooke Adopted on: May 11, 2015 Regular Council Meeting Minutes REPORTS REQUIRING ACTION RA-1 Development Permit Amendment for 3045 Phillips Road - Lot 10 MOVED and seconded to authorize issuance of a Development Permit Amendment PLN01129 for Lot 10, Section 13, Otter District, Plan VIP86661 to remove condition 4a from Development Permit PLN00331 that requires residential sprinkler systems be installed in each dwelling; AND TO add the following condition to the Development Permit: "In order to provide adequate access to each dwelling unit for fire apparatus: i. The driveways must be no greater than 15% grade. ii. All driveways to access each dwelling unit shall be paved. iii. A hammerhead turn-around will be constructed large enough to accommodate an emergency vehicle at the top end of the driveway." CARRIED UNANIMOUSLY RA-2 Development Permit for 6764 Ayre Road MOVED and seconded to approve the issuance of Development Permit PLN01141 to allow for the expansion of Ayre Manor on the properly legally described as Lot 11, Section 3, Sooke District, Plan 16754; AND TO approve the offset of the development permit application fee from the Council Contingency Fund. CARRIED UNANIMOUSLY
RA-3 BikeBC - Cycling Infrastructure and Partnerships Program (CIPP) Conditional Grant Agreement MOVED and seconded to approve the Conditional Grant Agreement with the Ministry of Transportation and Infrastructure (MOTI) related to the BikeBC — Cycling Infrastructure and Partnerships Program; AND TO authorize the Mayor and CAO to sign the Conditional Grant Agreement on behalf of the District of Sooke. CARRIED UNANIMOUSLY
RA-4 Committee Terms of Reference MOVED and seconded to approve the Terms of Reference for the following Council Committees: • Long Term Financial Planning Committee (Standing Committee) • Parks and Trails Advisory Committee (Select Committee) • Sooke Community Centre Advisory Committee (Select Committee) CARRIED UNANIMOUSLY
MOVED and seconded to appoint Councillor Logins to the Sooke Community Centre Advisory Committee. CARRIED UNANIMOUSLY
6 Meeting Date: April 27, 2015 District of Sooke Adopted on: May 11, 2015 Regular Council Meeting Minutes RA-5 Request for Proposal — District of Sooke Fire Department Service Review
MOVED and seconded to direct staff to proceed with a request for proposal to retain a consultant to carry out a comprehensive review of the Sooke Fire Rescue Department and to provide recommendations to Council, including the fire service level options available to Council under the British Columbia Structure Firefighter Competency and Training Playbook and a long term apparatus replacement program for the District; AND THAT the Proposal also reference Fire Underwriter's Survey requirements and Sooke Fire Rescue Department procedures. CARRIED UNANIMOUSLY
REPORTS FOR INFORMATION
RI-1 Sooke Fire Rescue Service Quarterly Fire Department Report MOVED and seconded to receive the Sooke Fire Rescue Service Quarterly report for information. CARRIED UNANIMOUSLY
RI-2 Mayor and Council Reports (Verbal)
Mayor Tait reported that the Vancouver Island Emergency Preparedness Conference was held at the Prestige Hotel this past weekend was very well attended and a success. Mayor Tait took the opportunity to thank Chief Sorensen and volunteers for their work in organizing the event. Mayor Tait also reported on the upcoming Rotary Auction and Fair that will be held on Saturday, May 2, and the Victory Day in Europe Day celebration on May 3rd at the Sooke Legion.
Councillor Parkinson reported on attending the Regional Housing Trust Fund Commission meeting, Sooke Community Arts Council "Family Arts Fair" at SEAPARC, and the Wadams Way Breakfast at CASA. Councillor Parkinson also reported on the Sooke Region Museum Book Launch and Tea where author Charles Tolman published his book depicting the history of how water was brought to Victoria from the Sooke area. Councillor Parkinson attended the CRD Leech Water Supply Area Open House noting that the event was not well attended. Councillor Parkinson also participated in a public safety workshop at the Fire Department on how to use a fire extinguisher, attended the Regional Housing Trust Fund meeting and the Vancouver Island Emergency Preparedness Conference.
Councillor Logins reported on attending the Wild Wise Sooke (previously Wild Sooke BC) meeting. Councillor Logins informed Council that the Sooke Region Tourism Association had their nominations for President, Vice-President, Treasurer and Secretary. Councillor Logins also reported that the Sooke Martial Arts Association participated in the Victoria Cup martial arts event and the Small Town Big Talent Show was also held in Sooke.
Councillor Kasper reported on attending the CRD Strategic Planning Session advising that the third draft version of the Strategic Plan will be going to the CRD Board on Wednesday. Councillor Kasper also reported that he will be attending a meeting with other CRD Board members and representatives from the National Energy Board (NEB) to gain a sense of their views on the Kinder Morgan issue.
7 Meeting Date: April 27, 2015 District of Sooke Adopted on: May 11, 2015 Regular Council Meeting Minutes
Mayor Tait provided an update as to Kinder Morgan and the National Energy Board. Mayor Tait reported on baseball now being in Sooke and that the all-weather field will be a big part of the community. Mayor Tait also reported on two local recording artists in Sooke
Councillor Reay reported that she is beginning to see comments on Facebook related to resident's concerns of an increase in rats due to the CRD kitchen scraps program.
R1-3 CAO Update (Verbal) Mr. Howie provided his CAO Update during Report of In-Camera Resolutions.
CORRESPONDENCE AND COUNCIL REPORTS FOR INFORMATION 1-1 Correspondence dated April 13, 2015 from City of Colwood re: 8th Annual Emergency Preparedness Display and Fair MOVED and seconded to file the correspondence dated April 13, 2015 from the City of Colwood. CARRIED UNANIMOUSLY
1-2 Correspondence dated April 20, 2015 from Libni Pardo re: Sooke Road Roundabout MOVED and seconded to file the correspondence dated April 20, 2015 from Libni Pardo. CARRIED UNANIMOUSLY
REPORT OF IN CAMERA RESOLUTIONS
RIC-1 2015 Strategic Plan Gord Howie provided an update as to the 2015 Strategic Plan. Mr. Howie advised that Council completed approximately 90% of the 2014 Strategic Plan and that it is anticipated that Council will complete the majority of the projects in their current Strategic Plan. Mr. Howie also reported on additional maintenance projects that are planned to get underway prior to the summer.
RIC-2 Project Agreement (Highway 14 Improvements) — Ministry of Transportation and Infrastructure Mr. Howie reported that Council has entered into an agreement with the Ministry of Transportation and Infrastructure (MoTI) for the Highway 14 improvements Project. Mr. Howie advised that MoTI has issued the Tender for the project and are expecting to receive tender packages within the next few weeks.
ADJOURNMENT
MOVED and seconded to adjourn the meeting at 9:58 p.m. CARRIED UNANIMOUSLY
Certified Correct:
Bo e Sprin ling Corporate Officer
8 Meeting Date: April 27, 2015 District of Sooke Adopted on: May 11, 2015 Regular Council Meeting Minutes
DISTRICT OF SOOKE Committee of the Whole Minutes Meeting held May 4, 2015 at 7:00 pm Council Chamber, 2225 Otter Point Road
COUNCIL PRESENT STAFF PRESENT Mayor Maja Tait Gordon Howie, Chief Administrative Officer Councillor Ebony Logins Bonnie Sprinkling, Corporate Officer Councillor Brenda Parkinson Tina Hansen, Corporate Assistant Councillor Kevin Pearson
ABSENT: Councillors Rick Kasper, Kerrie Reay, Bev Berger
1. Call to Order The meeting was called to order at 6:59 p.m.
2. Approval of Agenda MOVED to approve the agenda with the following as supplemental information: • Correspondence received May 1st and May 4th, 2015 from Margarita Dominguez, SAFARSNictoria Pet Food Ban & Feral Coat Rehabilitation Society CARRIED
3. Wild Wise Sooke — Debbie Read Debbie Read, Wild Wise Sooke, addressed the Committee as to the Wild Wise Sooke Program advising that the Program was created with the goal of reducing human-wildlife conflict through education, cooperation and active management initiatives within the community. The Program provides education on how to live responsibly with wildlife in order to reduce conflicts and the number of bears that have to be destroyed each year due to conflict. Ms. Read overviewed the Wild Wise Sooke education program for 2015 and provided statistics as to the number of human-bear conflicts and resulting number of bears that were destroyed in the District of Sooke due to human-bear conflict. Ms. Read noted that in 2014, the number of calls to the Conservation Officer and the number of bears destroyed were significantly lower due to education offered to the community. Ms. Read summarized the impacts of feeding wildlife to the community and spoke to the importance of having a Bylaw in Sooke to prohibit feeding wildlife.
A discussion ensued between the Committee and Ms. Read as follows: • Receiving feedback from Wild Wise Sooke as to whether people are experiencing an increase in bear-human conflict since the implementation of the CRD kitchen scraps program. Ms. Read indicated that kitchen scraps have always been part of garbage collection and that the municipalities have not yet had the bears erupt into the communities; this usually begins mid to late May. It is important to educate the community on how to handle the bins (keep them clean and not leave them outside). This will be a learning year when it comes to the CRD's program but Wild Wise Sooke will be working with the CRD on several educational programs to educate the public on managing garbage/kitchen scraps. 1
Meeting Date: May 4, 2015 District of Sooke Adopted on: May 11, 2015 Committee of the Whole Meeting Minutes • Whether there is any correlation with call volume and the number of bears that are being destroyed. Ms. Read advised that they encourage people to call the 1- 800-Wild number so that they know where the bears are and are able to go into these neighbourhoods to educate the residents on how to manage their attractants • Whether bird feeders are an attractant to bears. Ms. Read advised that bears will go to great lengths to get to a bird feed and suggests putting bird feeders away until the bears are back in hibernation • What other municipalities are including in their Animal Control Bylaws as to feeding wildlife and whether this is an issue of provincial downloading to municipalities as the Wildlife Act already regulates the feeding of wildlife. Ms. Read clarified that although this is a provincial issue, the way the provincial bylaws are written, they do not address "intentional feeding" and Conservation Officers have a difficult time taking these cases to provincial court as they have to have so much evidence in order to win a case. Conservation supports municipalities having their own bylaws as to feeding wildlife.
4. SAFARSNictoria Pet Food Bank & Feral Cat Rehabilitation Society — Margarita Dominguez Margarita Dominguez, SAFARSNictoria Pet Food Bank & Feral Cat Rehabilitation Society, addressed the Committee as to the Animal Control Bylaw and concerns of the proposed bylaw amendments to reduce the number of cats permitted on individual properties. Ms. Dominguez has concerns as to how complaints over the number of cats on individual properties will be dealt with and enforced through the CRD Bylaw and Animal Care Services. Ms. Dominguez explained that SAFARS has never asked Council for money but is only looking to lease a piece of land from the District for an animal shelter.
Mayor Tait responded to Ms. Dominguez inquires as to the Animal Control Bylaw and the regulation of cats. Mayor Tait advised that Council is confident in the service that the CRD Bylaw and Animal Care Services provides on behalf of the District of Sooke and that Council will be looking at the contract with the CRD, which is for all Animal Control services, again next year.
Mayor Tait further advised that during the recent municipal election, Council put forward a referendum question on a community centre facility for members of the community which was supported by the community. Consequently, Council will be making a community centre facility a priority, not an animal rescue facility. This Council will not be providing or leasing a piece of land to the Society for a cat rescue facility.
5. Animal Regulation Bylaw Bonnie Sprinkling provided an overview of the staff report for the Committee. Ms. Sprinkling advised that this report was prepared jointly with the Bylaw Enforcement Officer with considerable research as to senior legislation and what other municipalities are doing as to the feeding of wildlife. There are three main levels of the bylaw for the Committee's discussion and consideration; Feeding of Wildlife, Regulations of Wild and Exotic Animals, and Control of Cats.
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Meeting Date: May 4, 2015 District of Sooke Adopted on: May 11, 2015 Committee of the Whole Meeting Minutes A. Feeding of Wildlife Ms. Sprinkling advised that Ms. Read's presentation touched on what most municipalities are doing in the form of prohibiting feeding of wildlife in their communities, which is very similar throughout BC. Ms. Sprinkling overviewed the proposed Animal Regulation Bylaw amendments.
Committee discussion; • Whether there would be an opportunity for an educational piece as to the feeding wildlife along with bylaw enforcement of the Animal Control Bylaw • Clarification as to the definition of "intentional feeding"
Ms. Read clarified that "intentional feeding" is purposefully giving an animal human type food sources. Mr. Read advised that she supports the proposed amendments to the Animal Control Bylaw as to feeding of wildlife.
MOVED to recommend that Council amend Bylaw No. 392, Animal Regulation and Impounding Bylaw, 2009 as to wild and exotic animals as follows: a. Add or amend the following definitions: o "Wildlife" is as defined in the provincial Wildlife Act. b. Add or amend the following sections as follows: o 54. Feeding Wildlife No person shall provide any wildlife with food either directly or by leaving or placing in, on or about land or premises any food, food waste, or other material that is or is likely to be attractive to wildlife for the purpose of feeding those animals, other than a Conservation Officer acting in the performance of his or her duties, or a person acting under the direction of or with the permission of a Conservation Officer. o 55. For certainty, the prohibition in section 54 does not apply in relation to hunting and trapping activities carried out in accordance with the Wildlife Act and its regulations. c. Add an MTI designation to Schedule D as follows: Offence Bylaw Section No. Fine Feeding of Wildlife 53 $100.00 CARRIED
B. Regulation of Wild and Exotic Animals Ms. Sprinkling provided an overview of the proposed bylaw amendments for the regulation of Wild and Exotic Animals. Ms. Sprinkling advised that when Bylaw No. 392, Animal Regulation and Impounding Bylaw, 2009 was adopted it was prior to the enactment of the provincial Controlled Alien Species Regulations. Ms. Sprinkling advised that reference to "wild or exotic animals" and "wildlife" in Bylaw No. 392 could rely on the senior legislation that has been set out in the Wildlife Act and Controlled Alien Species Regulations.
David Spiers, Sooke resident addressed the Committee as to the proposed bylaw amendments for the regulation of Wild and Exotic Animals. Mr. Spiers advised that the Controlled Alien Species Regulations was well thought out and that the goal of anyone in the reptile community is to have cooperation and education so that people understand 3
Meeting Date: May 4, 2015 District of Sooke Adopted on: May 11, 2015 Committee of the Whole Meeting Minutes the implications of owning these types of animals. Mr. Spiers advised that the reptile community is supportive of the provincial regulations. Mr. Spiers provided information as to the difference between wild vs. domestic animals.
Committee discussed: • Clarification as to fines for the Regulation of Wild and Exotic Animals
MOVED to recommend that Council amend Bylaw No. 392, Animal Regulation and Impounding Bylaw, 2009 as to feeding of wildlife as follows: a. Add or amend the following definitions: o "Wild or Exotic Animal" is as defined in the provincial Wildlife Act or Controlled Alien Species Regulation. b. Add or amend the following sections: o Keeping of Wild or Exotic Animals No person shall keep or harbour any wild or exotic animal anywhere in the District except as permitted under the British Columbia Wildlife Act and Controlled Alien Species Regulation. c. Remove Schedule E. d. Amend Fees: (e) Wild or Exotic Animal (i) seizure and impoundment: $100.00 (ii) maintenance and sustenance charge for each 24 $ 50.00 hour period or part thereof that the wild or exotic animal remains in the pound: CARRIED
C. Control of Cats Ms. Sprinkling provided an overview of the proposed bylaw amendments for the control of cats. Ms. Sprinkling advised that in reviewing what other municipalities are doing, staff found that most municipalities do not permit more than four or five cats per individual property. Ms. Sprinkling further advised that the Sooke Zoning Bylaw sets out the definition of kennel as having over four cats or dogs and that kennels are permitted on intensive agriculture property over 2 hectares. Ms. Sprinkling noted that staff are not advocating for the licencing of cats. The current Animal Control Bylaw deals with the general health and welfare of animals including cats.
Committee discussion; • Whether the control of cats in accordance with the Animal Control Bylaw will still be complaint driven • Difficulties in having something in place for cats running at large and being on other people's properties
MOVED to recommend that Council amend Bylaw No. 392, Animal Regulation and Impounding Bylaw, 2009 as to control of cats as follows: a. Add the following sections 24 and 25: o Cats 24. No person shall keep, shelter, or harbour more than four cats over the age of four months on any parcel of land in the District unless the parcel is zoned in such a manner as permitting a kennel or breeding facility.
4
Meeting Date: May 4, 2015 District of Sooke Adopted on: May 11, 2015 Committee of the Whole Meeting Minutes 25. The owner of a cat is responsible for ensuring that the cat bears sufficient identification to allow any person finding the cat running at large to identify and contact the owner. For clarity, but without limiting the identification options open to an owner, cat identification may take the form of a collar and tag worn by the cat, a traceable tattoo or microchip. Add an MTI desia nation to Schedule D as follows: Offence Bylaw Section No. Fine Excess cats on 24 $100.00 property CARRIED
D. Cat Rescue Ms. Sprinkling advised that it has been requested by the SAFARS / Victoria Pet Food Bank & Feral Cat Rehabilitation Society that Council consider: a. An amendment to the Sooke Zoning Bylaw to permit a cat rescue facility in all zones; b. Providing property for a cat rescue facility; c. Providing a letter of support.
Committee discussion: • Council needs to consider rezoning applications individually and on a case by case basis; if SAFARS found a piece of property Council could look at rezoning/fees at that time. It would not be reasonable for Council to blanket zone to permit a tat rescue' • Council could consider providing another letter of support to SAFARS
MOVED to refer the request from SAFARS / Victoria Pet Food Bank & Feral Cat Rehabilitation Society's for a letter of support (Agenda Item C) to Council for consideration. CARRIED
E Housekeeping Amendments Ms. Sprinkling provided an overview of the recommended housekeeping bylaw amendments to be addressed with the proposed amendment to Bylaw No. 392.
Committee discussion: • Clarification as to the interpretation of "running at large" • Clarification as to section 48(d) "reasonable temperature" and why the word "warm" was replaced with "reasonable" • Clarification as to the word "Compensation" and whether the District is liable to pay compensation • Clarification as to section 42 Control of Animals Generally and reference to "except land zoned agricultural land"
MOVED to recommend that Council amend Bylaw No. 392, Animal Regulation and Impounding Bylaw, 2009 with the housekeeping amendments as presented. CARRIED
5
Meeting Date: May 4, 2015 District of Sooke Adopted on: May 11, 2015 Committee of the Whole Meeting Minutes 6. Current Issues: Public Input Fran Dash, Sooke resident, addressed the Committee as to the Animal Control Bylaw. Ms. Dash advised that she has lived here since 1979 and was unaware that an Animal Control Bylaw existed. Ms. Dash asked Council how many cat complaints are received by the District of Sooke.
Bonnie Sprinkling clarified that the District of Sooke does not keep track of animal complaints; any calls received at the front office regarding animal complaints are referred to the CRD Bylaw and Animal Care Services.
Ms. Dash also provided comments as to chipping/tattooing of cats and expenses related to having chipping/tattooing done by a vet, the number of animals permitted on a piece of property, and concerns that Council is limiting what she can and cannot do on her property when she is a tax payer.
Margarita Dominguez, SAFARS / Victoria Pet Food Bank & Feral Cat Rehabilitation Society, provided comments as to her past requests to Council for support. Ms. Dominguez would like Council to have a referendum to get the public's opinion on an animal rescue facility. Ms. Dominguez further addressed the Committee as to the difficulties that their Society has had in trying to find an appropriate piece of land to accommodate an animal rescue facility.
7. Adjournment The meeting was adjourned at 8:32 p.m.
Certified Correct:
,31 /14 ,/Zig Maja Tai Bonnie rinkling Mayor Corporate Officer
6
Meeting Date: May 4, 2015 District of Sooke Adopted on: May 11, 2015 Committee of the Whole Meeting Minutes DISTRICT OF SOOKE
Minutes of the Regular Meeting of Council held in the Council Chamber at 2225 Otter Point Road, Sooke, BC on May 11 , 2015 6:00 p.m., Closed Portion, Meeting Room 7:00 p.m., Open Portion, Council Chamber
COUNCIL PRESENT STAFF PRESENT (Open Portion) Mayor Maja Tait Michael Dillabaugh, Director of Finance Councillor Rick Kasper Bonnie Sprinkling, Corporate Officer Councillor Ebony Logins Elisabeth Nelson, Municipal Engineer Councillor Brenda Parkinson Steve Sorensen, Fire Chief (arrived at 7:36) Councillor Kerrie Reay (arrived at 7:05) Medea Mills, Bylaw Enforcement Katherine Lesyshen, Planner II Tara Johnson, Planner II Sarah Temple, Recorder
ABSENT: Councillors Bev Berger and Kevin Pearson
CALL TO ORDER Mayor Tait called the meeting to order at 6:04 p.m.
MOTION TO CLOSE THE MEETING TO THE PUBLIC MOVED to close the meeting to the public under section 90(1) of the Community Charter to discuss: • 90(1)(i) the receipt of advice that is subject to solicitor-client privilege, including communications necessary for that purpose; • 90(1)(1) discussions with municipal officers and employees respecting municipal objectives, measures and progress reports for the purposes of preparing an annual report under section 98 [annual municipal report]. CARRIED UNANIMOUSLY
CALL TO ORDER - OPEN PORTION Mayor Tait called the open portion of the Regular Council meeting to order at 7:00 p.m. in the Council Chambers.
APPROVAL OF THE AGENDA MOVED and seconded to approve the agenda, with the removal of Agenda Item RA-3 "Operation of Boat Launch" and to add the following items to the agenda as Supplemental Information:
Bylaw No. 617, Animal Regulation and Impounding Amendment Bylaw (392-2) Public submissions received: • Leona Jensen - May 7, 2015 • Sandee Whitney - May 7, 2015 • Fran Dash — May 7, 2015 1 Meeting Date: May 11, 2015 District of Sooke Adopted on: May 25, 2015 Regular Council Meeting Minutes • Jasmine's Excavating — May 7, 2015 • Dante Chicano — May 7, 2015 • Deborah Gayler — May 11, 2015
CARRIED UNANIMOUSLY
MOVED and seconded to extend the Community Services Agreement with the Boat Launch Operator, 0881301 B.C. Ltd., for one month in order to meet with the proponent. CARRIED UNANIMOUSLY
ADOPTION OF MINUTES
MOVED and seconded that the minutes of the Regular Council meeting held on April 27, 2015 be adopted as circulated. CARRIED UNANIMOUSLY
MOVED and seconded that the minutes of the Committee of the Whole meeting held on May 4, 2015 be adopted as circulated. CARRIED UNANIMOUSLY
DELEGATIONS D-1 Presentation: KPMG — District of Sooke 2014 Financial Statements: Due to the Sooke Road closure, representatives from KPMG were unable to attend. Michael Dillabaugh presented an overview of the 2014 Audited Financial Statements.
MOVED and seconded to accept the 2014 Audited Financial Statements, the School Tax Audit Report and the Provincial Home Owner Grant Audit Report. CARRIED UNANIMOUSLY
PUBLIC QUESTION AND COMMENT PERIOD
Margerita Dominguez, Sooke resident, addressed Council and inquired as to the process that led to CRD Animal Control officers arriving at her cat rescue shelter. Ms. Dominguez asked Council where the cats will be taken to if they are removed from her care.
Fran Dash, Sooke resident, addressed Council and spoke to the petition organized by the Sooke Animal Food and Rescue Society asking for land to be given to the organization for an animal shelter. Ms. Dash stated that 2200 Sooke residents had signed this petition. Ms. Dash also spoke to the proposed limitation of 4 cats per household and queried how ownership of the cats would be determined and if there would be a grandfather clause for those who currently own more than 4 cats.
Natalia Danylyshen, Sooke resident, addressed Council and asked that Council support the work of the Victoria Pet Food Bank & Feral Cat Rehabilitation Society when amending bylaws. Ms. Danylyshen asked specifically in relation to the proposed amendments to Bylaw No. 617, Animal Regulation and Impounding Amendment Bylaw that Council:
2 Meeting Date: May 11, 2015 District of Sooke Adopted on: May 25, 2015 Regular Council Meeting Minutes a. amend a limit exception of 15 cats to cat rescue groups. b. protect residents who already have more than 4 cats with a grandfather rule for the rest of the cats they have starting from the day this bylaw passes. c. amend bird-feeders as an exception to the "no feeding wildlife" bylaw.
Mary Brooke, Sooke resident, addressed Council to inquire if the zoning of the Feral Cat Rehabilitation Centre allows for a designated kennel at that location. Ms. Brooke stated that it would be punitive for a small, home based business to have to rezone their property. Ms. Brooke also questioned the validity of a complaint-based bylaw enforcement system that protects the identity of the complainant and their motivation.
PUBLIC HEARINGS AND RELATED BYLAWS
PH-1 Report of Public Hearing — Bylaw No. 616, Zoning Amendment Bylaw (600-17) — 2435 Phillips Road Tara Johnson gave a PowerPoint presentation and summary of the rezoning application and phased development agreement for 2435 Phillips Road.
Mayor Tait called the Public Hearings for Bylaw No. 616 to order at 7:29 p.m.
Mayor Tait advised that any person who believes that their interest in property is affected by the proposed bylaws would be given a reasonable opportunity to be heard or to present written submissions at the public hearings.
Public Submissions: Ken Ebbs- Canavan, Sooke resident, addressed Council and spoke about a buffer zone of trees along the west side of the Sooke River that was promised at the Sun River rezoning to residents of the east side of the river. Mr. Ebbs-Canavan stated that the buffer zone has been breeched in some areas and he is now able to see Sunriver from his property on the other side of the river. Mr. Ebbs-Canavan also stated that he currently hays the lower field of the Sunriver Nature Park in order to reduce the fire hazard in the area and he is concerned about maintaining access for his equipment.
Randy Michelsen, Sooke resident, addressed Council and asked for clarification of which areas are to be developed and which areas are to be maintained as park land. Mr. Michelsen stated his objection to the loss of additional park land.
Christiana St. Pierre, Sooke resident, addressed Council to inquire as to what the proposed zoning amendments will allow and disallow in terms of future use as there is still a subdivision approval to take place.
Ms. Johnson responded to Ms. St. Pierre and clarified that the proposed zoning amendment is to allow for the amenity area only and that the remainder of Area E will remain zoned for single family housing, not townhouses or apartments. The proposed changes are site specific and will not apply to other areas in Sunriver.
Mayor Tait called three times for submissions to the Public Hearings for Bylaw No. 616. Hearing none, she closed the public hearing at 7:39 pm.
3 Meeting Date: May 11, 2015 District of Sooke Adopted on: May 25, 2015 Regular Council Meeting Minutes Council Discussion: • Definition of commercial use as any use that would trigger the approval of a business license. Private use by strata members for group functions would not be considered commercial. • Ownership of buffer zone. The District of Sooke owns a trail and park land along the west side of the river. At subdivision stage, additional surveying will be required and will determine ownership of the tree line. • Clarification that there is no change in the allowable amount of housing units in Area E. The density and use (single family dwellings) as per the zoning bylaw are not being changed. • Requirement of a 15 metre setback for buildings and structures from ALR land, such as the Sun river Nature Park.
Action Item: Staff to advise developer to refrain from removing any trees until such time as a survey plan is done and ownership of the trees can be determined.
MOVED and seconded that Bylaw No. 616, Zoning Amendment Bylaw (600-17) be read a third time. CARRIED UNANIMOUSLY
BYLAWS
B-1 2015 Five Year Financial Plan and Property Tax Rate Bylaws • Bylaw No. 614, Five Year Financial Plan Bylaw, 2015 • Bylaw No. 615, Property Tax Rate Bylaw, 2015
MOVED and seconded that Bylaw No. 614, Five Year Financial Plan Bylaw, 2015 be adopted. CARRIED UNANIMOUSLY
MOVED and seconded that Bylaw No. 615, Property Tax Rate Bylaw, 2015 be adopted. CARRIED UNANIMOUSLY
B-2 Bylaw No. 617, Animal Regulation and Impounding Amendment Bylaw (392-2) Mayor Tait gave an overview of Bylaw No. 617, Animal Regulation and Impounding Amendment Bylaw (392-2)
Committee of the Whole recommendations of May 4, 2015
A. Feeding of Wildlife THAT COUNCIL amend Bylaw No. 392, Animal Regulation and Impounding Bylaw, 2009 as to feeding of wildlife as follows: a. Add or amend the following definitions: o "Wildlife" is as defined in the provincial Wildlife Act. b. Add or amend the following sections as follows: o 54. Feeding Wildlife Except for bird feeders, no person shall provide any wildlife with food either directly or by leaving or placing in, on or about land or premises any food, 4 Meeting Date: May 11, 2015 District of Sooke Adopted on: May 25, 2015 Regular Council Meeting Minutes food waste, or other material that is or is likely to be attractive to wildlife for the purpose of feeding those animals, other than a Conservation Officer acting in the performance of his or her duties, or a person acting under the direction of or with the permission of a Conservation Officer. o 55. For certainty, the prohibition in section 54 does not apply in relation to hunting and trapping activities carried out in accordance with the Wildlife Act and its regulations. c. Add an MTI designation to Schedule D as follows: Offence Bylaw Section No. Fine Feeding of Wildlife 53 $100.00 CARRIED UNANIMOUSLY
B. Regulation of Wild and Exotic Animals THAT COUNCIL amend Bylaw No. 392, Animal Regulation and Impounding Bylaw, 2009 as to wild and exotic animals as follows: a. Add or amend the following definitions: o "Wild or Exotic Animal" is as defined in the provincial Wildlife Act or Controlled Alien Species Regulation. b. Add or amend the following sections: o Keeping of Wild or Exotic Animals No person shall keep or harbour any wild or exotic animal anywhere in the District except as permitted under the British Columbia Wildlife Act and Controlled Alien Species Regulation. c. Remove Schedule E. d. Amend Fees: (e) Wild or Exotic Animal (i) seizure and impoundment: $100.00 (ii) maintenance and sustenance charge for each 24 $ 50.00 hour period or part thereof that the wild or exotic animal remains in the pound: CARRIED UNANIMOUSLY
C. Control of Cats THAT COUNCIL not amend Bylaw No. 392, Animal Regulation and Impounding Bylaw, 2009 as to control of cats. CARRIED UNANIMOUSLY
D. Cat Rescue THAT COUNCIL authorize the Mayor to provide a letter of support on behalf of Council to the SAFARS / Victoria Pet Food Bank & Feral Cat Rehabilitation Society. CARRIED UNANIMOUSLY
E. Housekeeping Amendments THAT COUNCIL amend Bylaw No. 392, Animal Regulation and Impounding Bylaw, 2009 with the housekeeping amendments as presented. CARRIED UNANIMOUSLY
5 Meeting Date: May 11, 2015 District of Sooke Adopted on: May 25, 2015 Regular Council Meeting Minutes MOVED and seconded that Bylaw No. 617, Animal Regulation and Impounding Amendment Bylaw (392-2) be introduced and read a first time. CARRIED UNANIMOUSLY MOVED and seconded that Bylaw No. 617, Animal Regulation and Impounding Amendment Bylaw (392-2) be a second time. CARRIED UNANIMOUSLY MOVED and seconded that Bylaw No. 617, Animal Regulation and Impounding Amendment Bylaw (392-2) be read a third time. CARRIED UNANIMOUSLY
REPORTS REQUIRING ACTION
RA-1 Sooke Transition Town — Wild Wise Sooke MOVED and seconded to approve the transfer of the 2015 Category A Community Grant awarded to BC Conservation Foundation's "Wild Safe BC" program to Sooke Transition Town Society's "Wild Wise Sooke" program. CARRIED UNANIMOUSLY
RA-2 Proposed Strata Title Conversion of Previously Occupied Dwelling Located at 2080 / 2082 Drennan Street MOVED and seconded to grant Approval in Principle for the strata title conversion of the previously occupied dwelling located on Lot 2, Section 14, Sooke District, Plan EPP44547 as outlined on proposed strata plan EPS2348 subject to meeting all the requirements of Council Policy Np. 8.6, Residential Strata Title Conversion Policy, 2010; AND TO direct staff to work with the applicant to finalize all technical details related to the application before bringing it back before Council for consideration of approval of the final strata plan. CARRIED UNANIMOUSLY
RA-4 Confined Space Rescue Agreement with School District No. 62 MOVED and seconded to approve the Confined Space Rescue Agreement with School District # 62; AND To authorize the Mayor and Chief Administrative Officer to sign the Confined Space Rescue Agreement with School District # 62 CARRIED UNANIMOUSLY
REPORTS FOR INFORMATION
RI-1 RCMP Quarterly Report MOVED and seconded to receive the report for information. CARRIED UNANIMOUSLY
RI-2 Implications of Potential Sale of Soule Road Right of Way MOVED and seconded to receive the report for information. CARRIED UNANIMOUSLY
RI-3 Mayor and Council Reports (Verbal) • Discussion of closure of Sooke Road due to Motor Vehicle accident
6 Meeting Date: May 11, 2015 District of Sooke Adopted on: May 25, 2015 Regular Council Meeting Minutes • Mayor Tait advised that Councillor Berger will be chairing the next Regular Council meeting on May 25th • Mayor Tait advised that the Primary Health Care Services Working Group is finalizing a formal report on their work to improve diagnostic imaging services to the community, as well as their "A GP for Me" program and improvements to physician recruitment. • Councillor Reay reported that the next meeting of the Community Grant Review Committee is on Thursday, May 14
CORRESPONDENCE FOR INFORMATION 1-1 Council Reader File - April 2015 1-2 Correspondence received May 5, 2015 from Margarita Dominguez, SAFARSNictoria Pet Food Bank & Feral Cat Rehabilitation Society 1-3 Correspondence received May 6, 2015 from Krystal Hamelin re: Animal Control Bylaw 1-4 Correspondence received May 7, 2015 from Kai Yates re: Animal Control Bylaw 1-5 Correspondence received May 7, 2015 from Wanda Sanford re: Animal Control Bylaw MOVED and seconded to file all correspondence for information. CARRIED UNANIMOUSLY
NOTICES OF MOTION
NM-1 Notice of Motion by Councillor Kerrie Reay acknowledged by the Mayor for consideration by Council at the May 25, 2015 Council Meeting: "WHEREAS on February 23, 2015 the District of Sooke endorsed a resolution that recognizes that a healthy environment is inextricably linked to the well being of a community and endorsed a Declaration of the Right of a Healthy Environment including, among other things, the right to clean water in the District of Sooke; AND WHEREAS on April 29, 2015 at the Committee of the Whole meeting of the Capital Regional District the draft Regional Sustainability Strategy (RSS) was presented and discussed which proposes that water service to the Juan de Fuca Electoral area, unlike municipalities would not be available to all residents. THEREFORE BE IT RESOLVED that the Mayor write a letter advising that the District of Sooke does not support the proposed Regional Sustainability Strategy that deprives individuals and families living in the Juan de Fuca Electoral Area the opportunity to access safe and clean drinking water."
ADJOURNMENT MOVED and seconded to adjourn the meeting at 8:31 p.m. CARRIED UNANIMOUSLY
Certified Correct:
Maj. Ta Mayor
7 Meeting Date: May 11, 2015 District of Sooke Adopted on: May 25, 2015 Regular Council Meeting Minutes DISTRICT OF SOOKE
Minutes of the Regular Meeting of Council held in the Council Chamber at 2225 Otter Point Road, Sooke, BC on May 25, 2015 6:00 p.m., Closed Portion, Meeting Room 7:00 p.m., Open Portion, Council Chamber
COUNCIL PRESENT STAFF PRESENT (Open Portion) Acting Mayor Bev Berger Gordon Howie, Chief Administrative Officer Councillor Rick Kasper Michael Dillabaugh, Director of Finance Councillor Ebony Logins Bonnie Sprinkling, Corporate Officer Councillor Brenda Parkinson Katherine Lesyshen, Planner II (left at 8:15 pm) Councillor Kevin Pearson Media Mills, Bylaw Officer (left at 8:38 pm) Councillor Kerrie Reay Tina Hansen, Corporate Assistant Staff Sgt. Jeff McArthur (left at 7:19 pm)
ABSENT: Mayor Maja Tait
CALL TO ORDER Acting Mayor Berger called the meeting to order at 5:55 p.m.
MOTION TO CLOSE THE MEETING TO THE PUBLIC MOVED to close the meeting to the public under section 90(1) of the Community Charter to discuss: • 90(1)(a) personal information about an identifiable individual who holds or is being considered for a position as an officer, employee or agent of the municipality or another position appointed by the municipality; • 90(1)(c) labour relations or other employee relations; • 90(1)(k) negotiations and related discussions respecting the proposed provision of a municipal service that are at their preliminary stages and that, in the view of the council, could reasonably be expected to harm the interests of the municipality if they were held in public; . 90(1)(1) discussions with municipal officers and employees respecting municipal objectives, measures and progress reports for the purposes of preparing an annual report under section 98 [annual municipal report]. CARRIED UNANIMOUSLY
CALL TO ORDER - OPEN PORTION Acting Mayor Berger called the open portion of the Regular Council meeting to order at 7:04 p.m. in the Council Chambers.
APPROVAL OF THE AGENDA MOVED and seconded to move Agenda Item RI-1 RCMP Quarterly Report to immediately following receipt of Draft Council Committee Minutes for Information. CARRIED UNANIMOUSLY
1 Meeting Date: May 25, 2015 District of Sooke Adopted on: June 22, 2015 Regular Council Meeting Minutes MOVED and seconded to approve the agenda with the following items as new business/supplemental information: Item D-3 Delegation — Margarita Dominguez — SAFARS / Victoria Pet Food Bank & Feral Cat Rehabilitation Society • Public submissions received: o Susan Todman — May 21, 2015 o Kai Yates — May 21, 2015 o Margarita Dominguez — May 25, 2015 CARRIED UNANIMOUSLY
ADOPTION OF MINUTES MOVED and seconded that the minutes of the Regular Council meeting held on May 11, 2015 be adopted as circulated. CARRIED UNANIMOUSLY
MINUTES FOR INFORMATION MOVED and seconded that the following minutes be received for information: May 14, 2015 Community Grant Review Committee CARRIED UNANIMOUSLY
RI-1 RCMP Quarterly Report Staff Sgt. Jeff McArthur provided a powerpoint presentation as to the RCMP Quarterly Report for January to March 2015. Staff Sergeant McArthur reported that the statistics provided are based on comparatives within the Island District and shows an increase of 25% in the Sooke Detachments file load and an increase of 11% in clearance rates. Staff Sgt McArthur further reported that the Detachment has significantly increased street checks as part of their crime reduction initiatives which has resulted in a reduction in crime by 9%.
Staff Sgt McArthur overviewed offenses for Sooke reporting that there has been an increase in both violent crime and property crime occurrences and a slight decrease in drug offenses. Staff Sgt. McArthur noted an increase in assaults and sexual assaults for Sooke; well above the average as compared with neighbouring RCMP Detachments. Staff Sgt McArthur provided a summary of property crimes.
Staff Sgt. McArthur overviewed the following Sooke Detachment priorities for 2015: 1. Improved road safety in Sooke and area 2. Build and maintain positive relations with partners 3. Target prolific property offenders 4. Achieve marked increase in community safety 5. Target and disrupt organized crime members within Sooke
A discussion ensued between Council and Staff Sgt. McArthur as to the following: • Whether break and enters to business occur at certain days/times of the week and whether most occur during the times where there is no police coverage • Whether there are statistics on the rate of convictions that occur as a result of arrests • Whether the limitation of policing coverage contributes to the increase in crime • Discussion as to statistics/causes for violent crimes 2 Meeting Date: May 25, 2015 District of Sooke Adopted on: June 22, 2015 Regular Council Meeting Minutes • Discussion as to the recent MVA and road closure of Highway 14 and use of a Traffic Analyst
DELEGATIONS
D-1 Denyse Koo & William Schutte — Scouts Canada, Pacific Jamboree 2015 William Schutte, Scouts Canada, addressed Council as to the Scouts Canada Pacific Jamboree being held the week of July 11th to 18th at Camp Barnard. Mr. Schutte reported that the gathering will host approximately 2500 youth ages 11-18 and 500 adults who will be participating in a number of adventure activities (logging sports, kayaking, mountain biking). Mr. Schutte noted that there has been a number of participation from volunteers in the Sooke and Victoria communities. This will be the first Jamboree following four years of planning; a second Jamboree will be held in 2019.
D-2 Regional Director Mike Hicks — CRD Regional Sustainability Strategy Mike Hicks, Regional Director Juan de Fuca Electoral Area, addressed Council as to the Capital Regional District (CRD) Regional Sustainability Strategy which will be brought forward to the CRD Board this Wednesday, May 27th. Director Hicks advised that the document states very clearly that the 13 municipalities have the right to extend water within their boundaries but that the Juan de Fuca Electoral Area will not be able to extend water beyond their water containment areas. Director Hicks stated that the JDF Electoral area is not being afforded the same opportunities as the other municipalities. Director Hicks commented on the importance of the provision of water stating that water is a "right" for all residents. Director Hicks advised that the CRD Regional Sustainability Strategy must be approved by consent of all 13 municipalities and asked Council to stand by their neighbours in the JDF Electoral Area by supporting Councillor Reay's Notice of Motion on the CRD Regional Sustainability Strategy.
D-3 Margarita Dominguez — SAFARS / Victoria Pet Food Bank & Feral Cat Rehabilitation Society Margarita Dominguez provided a powerpoint presentation and addressed Council as to the difference between "No-Kill" Animal Rescue Groups like SAFARS and organizations such as the CRD and SPCA. Ms. Dominguez advised that she believes the existing laws to be discriminatory against the small groups that are trying to help the animals and that the CRD and SPCA do not work with these animal groups. Ms. Dominguez further advised that people are leaving their pets behind when they move instead of taking them to the CRD or SPCA in fear that they will be euthanized. Ms. Dominguez asked Council to consider allowing SAFARS an increase in the permitted number of cats to 15 so that they can continue to operate. Ms. Dominguez advised that SAFARS is not able to afford the costs associated with rezoning a piece of land and that there are risks to rezoning another person's property.
Acting Mayor Berger advised that Council considered the bylaw amendments as to cats in the Animal Control Bylaw at the last Council meeting and did not adopt the amendments. Acting Mayor Berger further advised that the Zoning Bylaw permits kennels in certain zones, Council has discussed the issue and will be standing by their decision.
3 Meeting Date: May 25, 2015 District of Sooke Adopted on: June 22, 2015 Regular Council Meeting Minutes PUBLIC QUESTION AND COMMENT PERIOD Jeff Bateman, Sooke resident, provided comments as to the Notice of Motion by Councillor Reay regarding the Regional Sustainability Strategy, the recommendation from the Community Grant Review Committee to provide funding to WildWise Sooke, the rezoning application for 6645 Sooke Road and the Delegation by Ms. Dominguez and her request to permit 15 cats in her location.
Alexandra Martin, Sooke resident, commented as to the Community Grant Review Committee's recommendation to Council for the South Island Recreation Association and their application for a Children's Splash Park. Ms. Martin indicated that in many cases building something new can be cheaper than revitalizing something that already exists such as the old Broomhill Park. Ms. Martin advised that there are alternate locations like SEAPARC that could be considered before placing additional funds into the Broomhill Park.
John Brohman, Otter Point resident, advised that he supports the Notice of Motion by Councillor Reay on the Regional Sustainability Strategy. Mr. Brohman advised that water is an important issue for residents of Otter Point as there are a lot of people struggling for water outside of the Kemp Lake Water system and stressed the importance of having water for fire protection in Otter Point.
Fran Dash, Sooke resident, provided comments as to the need for an animal shelter in Sooke as three people were looking for their lost cats this past weekend. Ms. Dash advised that SAFARS has many contacts and a website where information on missing animals can get out quickly. Ms. Dash asked that Council put a Notice of Motion on the floor in order to give SAFARS the ability to continue to help the animals.
Acting Mayor Berger clarified that the Sooke Zoning Bylaw clearly states that if someone would like to keep more than four animals on their property, they can apply to rezone.
Jasmine Guay, Sooke resident, advised that she has been a strong supporter of SAFARS and believes that Ms. Dominguez is asking for an exemption so that she can have more than four cats in her home.
Ellen Lewers, Sooke resident, provided comments as to the issue of cats advising that the District currently pays for the services of Animal Control through the CRD. Ms. Lewers also provided comments as to Councillor Reay's Notice of Motion on the Regional Sustainability Strategy and concerns as to the RSS limiting water for Sooke residents.
Natalia Danylyshyn, student, advised that she has been working with SAFARS for the past three years. Natalia commented that it is not in SAFARS budget to be able to pay for the costs to rezone a piece of property and that SAFARS works with the stray animals that the SPCA and CRD do not deal with.
Raven Markinson, student, advised that she has worked with SAFARS over the past year and spoke to the dedication and passion shown by Ms. Dominguez for animals.
4 Meeting Date: May 25, 2015 District of Sooke Adopted on: June 22, 2015 Regular Council Meeting Minutes PUBLIC HEARINGS AND RELATED BYLAWS
PH-1 Report of Public Hearings - 6645 Sooke Road • Bylaw No. 613, Zoning Amendment Bylaw (600-16)
Acting Mayor Berger called the Public Hearing for Bylaw No. 613 to order at 8:00 p.m.
Acting Mayor Berger advised that any person who believes that their interest in property is affected by the proposed bylaws would be given a reasonable opportunity to be heard or to present written submissions at the public hearings.
Katherine Lesyshen provided a powerpoint presentation and summary of the rezoning application for 6645 Sooke Road.
Public Submissions:
Jeff Zigay, applicant, addressed Council as to the rezoning application at 6645 Sooke Road. Mr. Zigay spoke to building height and gross floor area and stated that limiting the gross floor area could restrict the potential for any interesting proposals that could come forward. Mr. Zigay spoke to the public submissions received on the rezoning application.
Ellen Lewers, Sooke resident, advised that she supports the recommendations in the staff report as to height and gross floor area. Ms. Lewers advised that the OCP's vision for the Town Centre was to have the four story height restriction with buildings "stepped" into the landscape. Ms. Lewers is concerned that the proposed six stories will not "step" into the landscape and that the view of the Sooke Harbour will be lost.
Harry Hammer, Sooke resident, spoke in support of the rezoning application. Mr. Hammer stated that he hopes Council will bear in mind that we need flexibility in order to attract investors to Sooke and placing too many restrictions is not necessarily helpful.
Jeff Bateman, Sooke resident, provided comments as to the rezoning application. Mr. Bateman stated that he can see a six story signature building on the property for signature retail; something independent and unique to Sooke.
Acting Mayor Berger called three times for submissions to the Public Hearings for Bylaw No. 613. Hearing none, she closed the public hearing at 8:14 p.m.
Council to consider third reading of Bylaw No. 613 MOVED and seconded that Bylaw No. 613, Zoning Amendment Bylaw (600-16) be read a third time. CARRIED Councillor Parkinson opposed the motion
BYLAWS B-1 Bylaw No. 616, Zoning Amendment Bylaw (600-17) — 2435 Phillips Road Acting Mayor Berger declared a conflict of interest with this agenda item as her husband is a sub-contractor for Citta Construction who builds for Sun River Developments and left the meeting at 8:15 p.m.
5 Meeting Date: May 25, 2015 District of Sooke Adopted on: June 22, 2015 Regular Council Meeting Minutes Councillor Kasper took over as Chair of the Regular Council meeting. MOVED and seconded that Bylaw No. 616, Zoning Amendment Bylaw (600-17) be adopted. CARRIED UNANIMOUSLY
Acting Mayor Berger returned to the meeting at 8:16 p.m. B-2 Bylaw No. 617, Animal Regulation and Impounding Amendment Bylaw (392-2) MOVED and seconded that Bylaw No. 617, Animal Regulation and Impounding Amendment Bylaw (392-2) be adopted. CARRIED UNANIMOUSLY
REPORTS REQUIRING ACTION RA-1 Community Grant Review Committee recommendations from May 14, 2015 meeting: Category B Community Grant Applications
Ecole Poirier Elementary School PAC MOVED and seconded to approve the request from Ecole Poirier Elementary School PAC in the amount of $7,000. CARRIED UNANIMOUSLY Edward Milne Community School MOVED and seconded to approve the request from the Edward Milne Community School for the Student Art Bus Shelter Project in the amount of $1,925.87. CARRIED UNANIMOUSLY Girl Guides of Canada — Milnes Landing Camp Committee MOVED and seconded to approve the Girl Guides of Canada Milnes Land Camp Committee request in the amount of $2,500. CARRIED UNANIMOUSLY Sooke Fine Arts Society MOVED and seconded to approve the request from the Sooke Fine Arts Society in the amount of $500 for the Pump House Murals project. CARRIED UNANIMOUSLY Sooke Food Bank Society MOVED and seconded to approve the request from the Sooke Food Bank Society in the amount of $3,075. CARRIED UNANIMOUSLY Sooke Harbour Players MOVED and seconded to NOT approve the request from the Sooke Harbour Players. CARRIED UNANIMOUSLY Sooke Horseshoe Pitching Association MOVED and seconded to NOT approve the request from the Sooke Horseshoe Pitching Association. CARRIED UNANIMOUSLY
6 Meeting Date: May 25, 2015 District of Sooke Adopted on: June 22, 2015 Regular Council Meeting Minutes Sooke Therapeutic Yoga Society MOVED and seconded to NOT approve the request from the Sooke Therapeutic Yoga Society for the purposes of a summer art program for children. CARRIED UNANIMOUSLY Sooke Transition Town Society — Bear Wise Sooke MOVED and seconded to approve the request from the Sooke Transition Town Society for the Bear Wise project in the amount of $4,000. CARRIED UNANIMOUSLY South Island Recreation Association MOVED and seconded to NOT approve the request from the South Island Recreation Society. CARRIED UNANIMOUSLY MOVED and seconded to direct staff to bring forward the feasibility of repairing and improving the Broomhill water park to the Parks and Trails Advisory Committee. CARRIED UNANIMOUSLY Sooke Community Choir Society MOVED and seconded to NOT approve the request from the Sooke Community Choir Society. CARRIED Councillor Parkinson opposed the motion Sooke River Bluegrass Festival Society MOVED and seconded to NOT approve the request from the Sooke River Bluegrass Festival. CARRIED Councillor Parkinson opposed the motion RA-2 Sooke Community Association Sani-Station MOVED and seconded to direct staff to enter into an agreement between the District of Sooke and the Sooke Community Association for the public use of the Sani Station located at the Sooke River Campground; AND TO authorize the Mayor and Chief Administrative Officer to execute the agreement; AND TO authorize the funding for this agreement for 2015 from Council Contingency and include in the Five Year Financial Plan beginning in 2016. CARRIED UNANIMOUSLY RA-3 Use of District of Sooke Right of Ways MOVED and seconded to give the property owner until June 30, 2015 to remove the hedge or structure (fence) that exists on District of Sooke right-of-way property adjacent to 6519 Steeple Chase; AND TO authorize staff to coordinate the removal of the hedge or structure (fence) should it not removed by the property owner by the June 30, 2015 deadline. CARRIED UNANIMOUSLY
RA-4 2014 Development Cost Charges Report MOVED and seconded to accept the 2014 Development Cost Charges Report and authorize staff to make the report available to the public. CARRIED UNANIMOUSLY
7 Meeting Date: May 25, 2015 District of Sooke Adopted on: June 22, 2015 Regular Council Meeting Minutes REPORTS FOR INFORMATION
RI-2 Mayor and Council Reports Acting Mayor Berger reported on maintenance closures for the SEAPARC Skate Park and pool. Acting Mayor Berger also reported that SEAPARC will be holding its Strategic Planning Session on May 26th.
Councillor Logins reported on the first Community Centre Advisory Committee meeting held last week. The Committee will be making recommendations to Council on a three phase process; to work with community groups to develop a multiuse facilities plan, develop a preliminary concept design plan to meet the needs of the community and to develop a business case for the community centre to present to the community.
Councillor Kasper reported that he and Director Hicks attended a tour of the CRD camp site facility at the Sooke Potholes. Councillor Kasper advised that the CRD is working with T'Sou-ke Nation on opening the camp site and it is hoped that it will be open for the start of the summer season. Councillor Kasper also reported on the upcoming CRD Board Committee of the Whole meeting where the Regional Sustainability Strategy will be presented.
Councillor Parkinson reported that she attended the Regional Housing Trust Fund Commission meeting last week and that she stopped by the Sooke Fine Arts Society "pump house mural project". Councillor Parkinson advised that the mural is moving along and there will be images of whales, fishing, kayaking etc. that represent Sooke.
RI-3 CAO Update Gord Howie reported that staff have been working on updating the Council priorities on information in the Strategic Plan. Mr. Howie advised that updates on the Strategic Plan will be provided to Council at the second meeting in June. Copies of Council's Strategic Priorities have been placed throughout the municipal hall for staff.
RI-4 BC Climate Action Revenue Incentive Program (CARIP)
MOVED and seconded to receive the BC Climate Action Revenue Incentive Program (CARIP) report for information. CARRIED UNANIMOUSLY
CORRESPONDENCE AND COUNCIL REPORTS FOR INFORMATION
I-1 Correspondence received May 4, 2015 from the City of Victoria RE: Homelessness in the Capital Region
MOVED and seconded to file the correspondence from the City of Victoria RE: Homelessness in the Capital Region. CARRIED UNANIMOUSLY
8 Meeting Date: May 25, 2015 District of Sooke Adopted on: June 22, 2015 Regular Council Meeting Minutes 1-2 Correspondence received May 19, 2015 from BC Emergency Health Services RE: BC Emergency Health Service Metro Deployment Review
MOVED and seconded to file the correspondence received from BC Emergency Health Services RE: BC Emergency Health Service Metro Deployment Review. CARRIED UNANIMOUSLY
NOTICES OF MOTION NM-1 Notice of Motion by Councillor Kerrie Reay for consideration by Council: MOVED and seconded that: "WHEREAS on February 23, 2015 the District of Sooke endorsed a resolution that recognizes that a healthy environment is inextricably linked to the well-being of a community and endorsed a Declaration of the Right of a Healthy Environment including, among other things, the right to clean water in the District of Sooke; AND WHEREAS on April 29, 2015 at the Committee of the Whole meeting of the Capital Regional District the draft Regional Sustainability Strategy (RSS) was presented and discussed which proposes that water service under the RSS would not be extended past municipal boundaries thereby resulting in individuals and families of the Juan de Fuca Regional District being unable to secure safe and clean water; THEREFORE BE IT RESOLVED that the Mayor write a letter to the Capital Regional District advising that the District of Sooke does not support the proposed Regional Sustainability Strategy that deprives individuals and families living in the Juan de Fuca Regional District of the right to access safe and clean drinking water through the Capital Regional District water service." CARRIED UNANIMOUSLY
REPORT OF IN CAMERA RESOLUTIONS th MOVED and seconded to release the motion of March 9 , 2015 In Camera Meeting: 6519 Steeplechase — Fence on Municipal Right-of-Way MOVED and seconded that Council authorize staff to coordinate the removal of the structure (fence) that exists on District of Sooke Right-of-Way adjacent to 6519 Steeplechase. CARRIED UNANIMOUSLY CARRIED UNANIMOUSLY
ADJOURNMENT MOVED and seconded to adjourn the meeting at 8:53 p.m. CARRIED UNANIMOUSLY
Certified Correct:
AgrA...ge- Bev Bon g Acting Mayor Corpo ate Officer
9 Meeting Date: May 25, 2015 District of Sooke Adopted on: June 22, 2015 Regular Council Meeting Minutes DISTRICT OF SOOKE
Minutes of the Special Meeting of Council held in the Council Chamber at 2225 Otter Point Road, Sooke, BC on June 1,2015 at 6:00 p.m.
COUNCIL PRESENT STAFF PRESENT Mayor Maja Tait Michael Dillabaugh, Acting Chief Administrative Councillor Bev Berger Officer Councillor Ebony Logins Bonnie Sprinkling, Corporate Officer Councillor Brenda Parkinson Elisabeth Nelson, Municipal Engineer Councillor Kevin Pearson Councillor Kerrie Reay
ABSENT: Councillor Rick Kasper
CALL TO ORDER Mayor Tait called the meeting to order at 6:07 p.m.
APPROVAL OF AGENDA MOVED and seconded to approve the agenda as circulated. CARRIED UNANIMOUSLY
MOTION TO CLOSE THE MEETING TO THE PUBLIC MOVED and seconded to close the meeting to the public under section 90(1) of the Community Charter to discuss: • 90(1)(i) the receipt of advice that is subject to solicitor-client privilege, including communications necessary for that purpose; • 90(1)(k) negotiations and related discussions respecting the proposed provision of a municipal service that are at their preliminary stages and that, in the view of the council, could reasonably be expected to harm the interests of the municipality if they were held in public; • 90(1)(1) discussions with municipal officers and employees respecting municipal objectives, measures and progress reports for the purposes of preparing an annual report under section 98 [annual municipal report]. CARRIED UNANIMOUSLY
REPORT OF IN CAMERA RESOLUTIONS
June 1, 2015 In Camera Special Council Meeting
MOVED and seconded to release the motion of May 25, 2015 In Camera Council meeting as to 2197 Otter Point Road (Mulligans): MOVED and seconded to authorize staff to proceed with negotiations for the purchase of a portion of 2197 Otter Point Road not including the buildings. DEFEATED CARRIED UNANIMOUSLY
Meeting Date: June 1, 2015 1 District of Sooke Adopted on: June 22, 2015 Special Council Meeting Minutes MOVED and seconded to extend the Community Services Agreement with the Boat Launch Operator, 0881301 B.C. Ltd., until August 311 2015 to allow for further negotiations with the proponent; AND TO release this motion to the public. CARRIED UNANIMOUSLY
ADJOURNMENT MOVED and seconded to adjourn the meeting at 10:00 p.m. CARRIED UNANIMOUSLY
Certifie orrect:
:rAddiathato Maja Tait Bo 4;;:. Sprinkli g Mayor Co • • ate Officer
Meeting Date: June 1, 2015 2 District of Sooke Adopted on: June 22, 2015 Special Council Meeting Minutes DISTRICT OF SOOKE Committee of the Whole Minutes Meeting held June 1, 2015 at 7:00 pm Council Chamber, 2225 Otter Point Road
COUNCIL PRESENT STAFF PRESENT Mayor Maja Tait Michael Dillabaugh, Director of Finance Councillor Bev Berger Bonnie Sprinkling, Corporate Officer Councillor Ebony Logins Elisabeth Nelson, Municipal Engineer Councillor Brenda Parkinson Tina Hansen, Corporate Assistant Councillor Kevin Pearson
ABSENT: Councillor Rick Kasper, Councillor Kerrie Reay
1. Call to Order The meeting was called to order at 7:13 p.m.
2. Approval of Agenda MOVED to approve the agenda as circulated. CARRIED
3. Presentation: Tourism Vancouver Island - Dave Petryk, President and CEO
Dave Petryk, President and CEO Tourism Vancouver Island, provided a powerpoint presentation/video and addressed the Committee on the value of tourism. Mr. Petryk advised that this presentation is being done throughout the Vancouver Island region in order to build awareness of the value of tourism. Mr. Petryk spoke to the importance of collaboration, alignment, leveraging investment and utilizing tourism resources within the tourism industry.
Mr. Petryk provided an overview of the tourism industry and its stakeholders. Mr. Petryk advised that it is important that all stakeholders are aligned with the same messages; "selling the brand" of "destination" and that all stakeholders are working collaboratively to ensure that the consumer is receiving consistent messages.
Mr. Petryk overviewed the mandate of Tourism Vancouver Island reporting that Tourism Vancouver Island has been promoting destination marketing since 1962 and that their role has been in developing cooperative marketing programs such as Community Tourism Opportunities and Community Tourism Foundations. They also provide Tourism Pro-D Days, an Annual Conference, webinars and workshops. Mr. Petryk advised that they would like to see Councils' support tourism investment in their communities, develop policies that encourages and supports tourism growth and invest in infrastructure that supports tourism.
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Meeting Date: June 1, 2015 District of Sooke Adopted on: June 22, 2015 Committee of the Whole Meeting Minutes A discussion ensued between the Committee and Mr. Petryk as follows: • Discussion as to how the increase in BC Ferries rates affects the tourism industry and local economies • Discussion as to future plans for a runway expansion at the Victoria Airport in order to accommodate international flights • Discussion as to the numbers using BC Ferries as a means to travel to Vancouver Island from out of province and utilizing the local economy ie: fishing charters, hotels, bed and breakfasts
Public Input: Ellen Lewers, Sooke resident, commented as to BC Ferries and that the fares are a big issue with tourism. Many visitors feel the fares are too expensive. Ms. Lewers also provided comments as to transportation being one of the main benefits of tourism.
4. Presentation: SEAPARC Strategic Plan — Dave Hewko, Planning and Program Management
David Hewko, Planning and Program Manager, provided a powerpoint presentation and addressed the Committee as to the SEAPARC Strategic Plan for 2015. Mr. Hewko advised that this is SEAPARC's first Strategic Planning process and that the outcomes will guide the short, medium and long-term facility and recreation service decisions and priorities for the next 5, 10 and 20 years.
Mr. Hewko overviewed population growth in the region advising that the Sooke region is projected to grow by over 50% in the next two decades. Mr. Hewko summarized the short-term actions which could include a 2nd floor expansion, main floor changes or alternate plans of construction to add on-grade. Mr. Hewko overviewed medium-term actions which include strengthening relationships with other recreation/community service providers, expansion programs, fitness gym and multi-purpose spaces, and sports fields. Long-term actions may include the replacement or renovation of the ice arena and renovation of the existing pool.
A discussion ensued between the Committee and Mr. Hewko as follows: • Discussion as to what the current level of ice demand is for the SEAPARC Arena • That there has been a significant increase in demand for sport fields in the community and that land for a second sports field may be where the focus would be • Discussion as to the existing swimming pool not being structured to accommodate/host swim meets • The importance of looking at the best use of space for the community
Public input: Ellen Lewers, Sooke resident, commented that dry space and sports fields are the important items for the community. Ms. Lewers also commented that we should be looking at the Sooke Community Hall and how it can be improved in order to be utilized for dry space. Ms. Lewers also stated that we should be looking at getting more land for outdoor activities.
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Meeting Date: June 1, 2015 District of Sooke Adopted on: June 22, 2015 Committee of the Whole Meeting Minutes
Loretta Deutscher, Sooke resident, addressed the Committee stating that the pool is of great value to those who struggle with mobility issues. Ms. Deutscher commented that when students were asked what they wanted, most said that they would like a water slide at the pool. Ms. Deutscher advised that many teachers take students on field trips out of the Sooke to pools with waterslides. Ms. Deutscher also asked whether consideration has been given to the YMCA opening a facility in Langford that includes a pool with a waterslide.
5. Shared Streets Policy for the Town Centre
Elisabeth Nelson provided a powerpoint presentation and summary of the staff report for the Committee.
Committee Discussion: • Staff will be providing Council with examples of policies from other communities • Other applications in stream that will require a Policy to deal with encroachments and whether a Policy will streamline or hinder the process • Having a Shared Streets Policy for the Town Centre will ensure consistency in the town centre • Concerns as to having more policies in place that may conflict with existing policies
Public Input: Ellen Lewers, Sooke resident, commented that during the Official Community Plan review process there was discussion to have signage above the sidewalks in the Town Centre. A Policy would have to be in place as the signage would be encroaching on public property.
Randy Welters, Sooke resident, stated that he does not see problems with the bylaw concerning awnings etc. as most store owners know what the rules are. Mr. Welters commented that he finds the Sign Regulation Bylaw frustrating as there is no enforcement of the bylaw.
MOVED to direct staff to bring forward a policy that outlines how the District of Sooke should handle structural encroachments into streets within the Town Centre. CARRIED
6. Public Input: Current Issues • Submission received May 28, 2015 from Randy Welters RE: Roundabout Project • Submission received May 28, 2015 from Sooke Region Chamber of Commerce RE Highway 14 Improvements
Randy Welters, Sooke resident and local business owner, addressed the Committee as to the Sooke Road roundabout Project and concerns that the proposed timing for construction of the project will significantly impact local businesses. Mr. Welters advised that the months of July, August and September are relied upon by the business community to make their profit. Local employment, business success and expansion will all be negatively affected. Mr. Welters asked Council to reconsider the timing of the project to begin the last week in September.
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Meeting Date: June 1, 2015 District of Sooke Adopted on: June 22, 2015 Committee of the Whole Meeting Minutes
Mayor Tait advised that Council has had dialogue with the Ministry of Transportation and Infrastructure (MoTI) and has received feedback on the timing of the project. Mayor Tait read the response received from MoTI as to the timing of the project.
A discussion ensued between the Committee as Mr. Welters as follows: • Whether there are any other viable options that would minimize the impact to local business • The possibility of doing night time construction has been looked at by MoTI and is not an option • Discussion as to the increased costs to the municipality that would be associated with postponing construction of the project into the fall • Consideration to postponing commencement of construction to the end of July due to the influx of visitors during the Scout Jamboree and Annual Baseball Tournament
MOVED that the Committee receive the following correspondence: • Submission received May 28, 2015 from Randy Welters RE: Roundabout Project • Submission received May 28, 2015 from Sooke Region Chamber of Commerce RE Highway 14 Improvements CARRIED
Ellen Lewers, Sooke resident commented businesses are dependent on tourism during the months of July, August and September. Ms. Lewers suggested Council look at putting a bypass on the south and north end of Sooke Road prior to commencement of the project.
7. Adjournment The meeting was adjourned at 8:56 p.m.
Certified Correct:
Bon Sprinkr g Corp ate Officer
4 Meeting Date: June 1, 2015 District of Sooke Adopted on: June 22, 2015 Committee of the Whole Meeting Minutes DISTRICT OF SOOKE
Minutes of the Special Meeting of Council held in the Council Chamber at 2225 Otter Point Road, Sooke, BC on June 8, 2015 6:00 p.m., Closed Portion, Meeting Room 7:00 p.m., Open Portion, Council Chamber
COUNCIL PRESENT STAFF PRESENT Mayor Maja Tait Michael Dillabaugh, Acting Chief Administrative Councillor Bev Berger Officer Councillor Rick Kasper Bonnie Sprinkling, Corporate Officer Councillor Ebony Logins Elisabeth Nelson, Municipal Engineer Councillor Kevin Pearson Steve Sorensen, Fire Chief Councillor Kerrie Reay Tina Hansen, Corporate Assistant
ABSENT: Councillor Brenda Parkinson
CALL TO ORDER Mayor Tait called the meeting to order at 6:00 p.m.
MOTION TO CLOSE THE MEETING TO THE PUBLIC MOVED to close the meeting to the public under section 90(1) of the Community Charter to discuss: • 90(1)(1) negotiations and related discussions respecting the proposed provision of a municipal service that are at their preliminary stages and that, in the view of the council, could reasonably be expected to harm the interests of the municipality if they were held in public; • 90(1)(1) discussions with municipal officers and employees respecting municipal objectives, measures and progress reports for the purposes of preparing an annual report under section 98 [annual municipal report]. CARRIED UNANIMOUSLY
CALL TO ORDER - Open Portion Mayor Tait called the open portion of the Special Council meeting to order at 7:08 p.m.
APPROVAL OF AGENDA
MOVED and seconded to approve the agenda as with the following as supplemental information: • Bylaw No. 618, Sooke Core Sewer Specified Area Amendment Bylaw (147-24) — Sooke Core Sewer Specified Area Proposed Boundary Adjustment for 7033 Wright Road o Bylaw No. 618 with Schedule A Map CARRIED UNANIMOUSLY
Meeting Date: June 8, 2015 1 District of Sooke Adopted on: June 22, 2015 Special Council Meeting Minutes PUBLIC QUESTION AND COMMENT PERIOD Gail Hall, Sooke resident, addressed Council as to the Award of Contract for the Sooke River Road Multi-use Trail and Parking Area. Ms. Hall spoke of concerns as to the requirements for the grant application and how it became a District of Sooke project. Ms. Hall also commented as to the CIPP Guidelines for the project and concerns of the costs associated with the project.
Loretta Deutscher, Sooke resident, addressed Council as to the Council Chambers elevator being out of order.
Ellen Lewers, Sooke resident, commented as to the Sooke River Road Multi Use Trail and Parking Area project. Ms. Lewers believes that the District of Sooke should not be spending any funds on this project and that the grant funds received from the Province should be returned.
Jared Sklepowich, Sooke resident, commented as to his property on Steeple Chase.
Margarita Dominguez, SAFARSNictoria Pet Foodbank & Feral Cat Rehabilitation Society commented as to Council's letter of support to the Society.
Both Mr. Sklepowich and Ms. Dominguez were advised to bring their matters to the next Council meeting.
Karl LineII, President Sooke Community Association, addressed Council as to concerns of the location of the Sooke Horseshoe pitch on Sooke River Road and how it affects parking and the safety of users of Fred Milne Park. Mr. LineII advised that if the Sooke Community Association and SEAPARC receive the grant for an all-weather field at Fred Milne Park, parking and safety will become an even greater issue. Mr. LineII also spoke of concerns as to the fence erected by the Sooke Horseshoe Pitching Association as it is blocking access to the lower park area. Mr. LineII inquired as to why the Sooke Community Association was not notified as an adjacent property owner when the Sooke Horseshoe Pitching Association entered into a Licence to Occupy with the District of Sooke.
Herb Haldane, Otter Point resident, addressed Council as to the importance of ensuring a positive working relationship between the Sooke Community Association and the District of Sooke. Mr. Haldane also spoke to the importance of having a public consultation process for the location of the Sooke Horseshoe pitch and the Licence to Occupy. Mr. Haldane commented that the existing fence around the Horseshoe pitch is a public safety concern.
Ellen Lewers, Sooke resident, provided additional comments as to the Sooke River Road Multi Use Trail and Parking Area advising that the proposed bike trail will create safety issues due to traffic backing out of parking spaces.
Meeting Date: June 8, 2015 2 District of Sooke Adopted on: June 22, 2015 Special Council Meeting Minutes BYLAWS B-1 Bylaw No. 618, Sooke Core Sewer Specified Area Amendment Bylaw (147-24) — Sooke Core Sewer Specified Area Proposed Boundary Adjustment for 7033 Wright Road
MOVED and seconded that Bylaw No. 618, Sooke Core Sewer Specified Area Amendment Bylaw (147-24) be introduced and read a first time. CARRIED UNANIMOUSLY MOVED and seconded that Bylaw No. 618, Sooke Core Sewer Specified Area Amendment Bylaw (147-24) be read a second time. CARRIED UNANIMOUSLY MOVED and seconded that Bylaw No. 618, Sooke Core Sewer Specified Area Amendment Bylaw (147-24) be read a third time. CARRIED UNANIMOUSLY
REPORTS REQUIRING ACTION
RA-1 Development Permit — 2700 Sunriver Way Councillor Berger declared a conflict of interest with this agenda item as her husband is a sub-contractor for Citta Construction who is a contractor for Sun River Developments and left the meeting at 7:31 p.m.
MOVED and seconded to issue Development Permit PLN00912/928 for 2700 Sunriver Way, legally described as PID 004-621-131 and PID 026-066-858 for the purposes of environmental protection and subdivision into single family lots in accordance with: Schedule A: Site Plan Schedule B: Riparian Areas Regulation: Assessment Report (RAA) Schedule C: Geotechnical Engineer's Supplemental Letter (May 13, 2015) Schedule D: Erosion & Sediment Control/Stormwater Management (May 13, 2015) AND THAT the following be included as conditions in the permit: a. Prior to the commencement of land clearing and grading, sediment fencing shall be installed as per Schedule 'A' and 'B' to protect the Streamside Protection and Enhancement Area (S PEA); b. Upon completion of land clearing and grading, the developer shall install permanent fencing as per Schedule 'B' in consultation with a Qualified Environmental Professional to prevent encroachment into the SPEA; c. Prior to subdivision approval, a 'No Build/No Disturbance Covenant' shall be registered on Title of lots adjacent to the SPEA; d. Monthly Environmental Inspection Reports shall be submitted to the District of Sooke Planning Department by a Qualified Environmental Professional to ensure land clearing and grading works are in compliance with Schedule 'B'; e. Changes to Schedule 'A' and 'D' are permitted as a result of any technical changes at time of subdivision, as approved by the Approving Officer, provided the changes do not affect the environmental protected areas identified in Schedule 'B'. CARRIED UNANIMOUSLY Councillor Berger returned to the meeting at 7:33 p.m.
Meeting Date: June 8, 2015 3 District of Sooke Adopted on: June 22, 2015 Special Council Meeting Minutes RA-2 Design and Construction Management — Sooke River Road Multi Use Trail and Parking Areas - Award of Contract Michael Dillabaugh provided a verbal update to Council as to the Sooke Horseshoe Pitching Association and the agreement with the District of Sooke. Council discussed the need for an overall plan for the Sooke River Road property and Sooke River Road itself that would encompass plans for both the proposed horseshoe pitch and all-weather field and the parking requirements on Sooke River Road, as well as within the Sooke River Road property. MOVED and seconded to refer Agenda Item RA-2, Design and Construction Management — Sooke River Road Multi Use Trail and Parking Area — Award of Contract, back to staff to provide a report to Council which includes further information as to the Request for Proposal ("RFP") including: • Contents of the RFP Documents • Bid pricing submitted by the three proponents • Draft General Service Agreement / Contract AND information as to an overall plan for the property on Sooke River Road ("Property") and the BikeBC grant multi-use trail project including; • Preliminarily mapping showing the proposed siting of the horseshoe pitch on the Property and options for the location of proposed parking and bike trail on Sooke River Road • Siting of the horseshoe pitch to allow for access and permitted use of remainder of Property • Information as to the all-weather field at Fred Milne Park and how it may affect parking on Sooke River Road • Whether a multi-use trail or parking are permitted uses under the Agricultural Land Reserve designation of the Property CARRIED UNANIMOUSLY
RA-3 2014 Statement of Financial Information Report MOVED and seconded to approve the 2014 Statement of Financial Information and authorize staff to forward it to the Ministry of Community, Sport and Cultural Development along with the 2014 Audited Financial Statements. CARRIED UNANIMOUSLY
RA-4 2015 Annual Municipal Report MOVED and seconded to make the 2015 Annual Municipal Report available for public inspection under section 97 of the Community Charter; AND TO have the Report available for public inspection at the Annual Meeting scheduled for July 13, 2015. CARRIED UNANIMOUSLY
CORRESPONDENCE REQUIRING ACTION
C-1 Correspondence received June 2, 2015 from Uptown Taxi Co-Founders RE: Application to Passenger Transportation Board MOVED and seconded to file the correspondence dated June 2, 2015 from Uptown Taxi Co-Founders RE: Application to Passenger Transportation Board for information. CARRIED UNANIMOUSLY
Meeting Date: June 8, 2015 4 District of Sooke Adopted on: June 22, 2015 Special Council Meeting Minutes CORRESPONDENCE FOR INFORMATION
1-1 Correspondence received June 2, 2015 from Sooke Region Chamber of Commerce RE: Highway 14 Improvements to Sooke Town Centre
MOVED and seconded to file the correspondence received June 2, 2015 from the Sooke Region Chamber of Commerce CARRIED UNANIMOUSLY
1-2 Correspondence received June 3, 2015 from Canadian Federation of Independent Business
MOVED and seconded to file the correspondence received June 3, 2015 from the Canadian Federation of Independent Business. CARRIED UNANIMOUSLY
1-3 Correspondence received June 4, 2015 from Sooke Fine Arts Society RE: Sooke Road Roundabout Project
MOVED and seconded to file the correspondence received June 4, 2015 from the Sooke Fine Arts Society. CARRIED UNANIMOUSLY
ADJOURNMENT MOVED and seconded to adjourn the meeting at 8:41 p.m. CARRIED UNANIMOUSLY
Certified Correct:
Corporate Officer
Meeting Date: June 8, 2015 5 District of Sooke Adopted on: June 22, 2015 Special Council Meeting Minutes DISTRICT OF SOOKE
Minutes of the Regular Meeting of Council held in the Council Chamber at 2225 Otter Point Road, Sooke, BC on June 22, 2015 6:00 p.m., Closed Portion, Meeting Room 7:00 p.m., Open Portion, Council Chamber
COUNCIL PRESENT STAFF PRESENT (Open Portion) Mayor Maja Tait Gordon Howie, Chief Administrative Officer Councillor Bev Berger Michael Dillabaugh, Director of Finance Councillor Rick Kasper Elisabeth Nelson, Municipal Engineer Councillor Ebony Logins Tara Johnson, Planner II (left at 8:27 pm) Councillor Brenda Parkinson Steve Sorensen, Fire Chief Councillor Kerrie Reay Tina Hansen, Corporate Assistant
ABSENT: Councillor Brenda Parkinson
CALL TO ORDER Mayor Tait called the meeting to order at 6:00 p.m.
MOTION TO CLOSE THE MEETING TO THE PUBLIC MOVED to close the meeting to the public under section 90(1) of the Community Charter to discuss: • 90(1)(a) personal information about an identifiable individual who holds or is being considered for a position as an officer, employee or agent of the municipality or another position appointed by the municipality; • 90(1)(f) law enforcement, if the council considers that disclosure could reasonably be expected to harm the conduct of an investigation under or enforcement of an enactment; • 90(1)(i) the receipt of advice that is subject to solicitor-client privilege, including communications necessary for that purpose; and • 90(1)(k) negotiations and related discussions respecting the proposed provision of a municipal service that are at their preliminary stages and that, in the view of the council, could reasonably be expected to harm the interests of the municipality if they were held in public. CARRIED UNANIMOUSLY
CALL TO ORDER - OPEN PORTION Mayor Tait called the open portion of the Regular Council meeting to order at 7:03 p.m. in the Council Chambers.
APPROVAL OF THE AGENDA MOVED and seconded to approve the agenda with the following as new business: • RA-3 Fire Department Service Level Review o Correspondence received June 22, 2015 from Derek Lewers • NB-1 Amendment to Covenant FB126369 — 6527 Sooke Road and Lot A 1 Meeting Date: June 22, 2015 District of Sooke Adopted on: September 14, 2015 Regular Council Meeting Minutes CARRIED UNANIMOUSLY
ADOPTION OF MINUTES MOVED and seconded that the minutes of the Regular Council meeting held on May 25, 2015 be adopted as circulated. CARRIED UNANIMOUSLY
MOVED and seconded that the minutes of the Special Council meeting held on June 1, 2015 be adopted as circulated. CARRIED UNANIMOUSLY
MOVED and seconded that the minutes of the Committee of the Whole meeting held on June 1, 2015 be adopted as circulated. CARRIED UNANIMOUSLY
MOVED and seconded that the minutes of the Special Council meeting held on June 8, 2015 be adopted as circulated. CARRIED UNANIMOUSLY
MINUTES FOR INFORMATION MOVED and seconded that the following minutes be received for information: May 21, 2015 Sooke Community Centre Advisory Committee May 26, 2015 Emergency Planning Committee May 28, 2015 Climate Change Action Committee June 11, 2015 Sooke Community Centre Advisory Committee CARRIED UNANIMOUSLY
DELEGATIONS
D-1 Creating Homefulness Society / Woodwyn Farms — Richard LeBlanc
Richard LeBlanc addressed Council as to the Creating Homefulness Society Program at Woodwyn Farms.. Mr. LeBlanc shared a story as to how an unfortunate turn of events can alter a person's lifestyle to the point of becoming homeless. Mr. LeBlanc reported that homelessness can occur to anyone at any time and affects everyone living in the Capital Regional District. In partnership with Royal Roads University, Mr. LeBlanc researched Programs worldwide for a successful model for homelessness. It was found that the "Therapeutic Community" program in Italy had been extremely successful. Mr. LeBlanc provided an overview of the program and its success rates advising that the program at Woodwyn Farms follows this particular model. Mr. LeBlanc advised that Woodwyn Farms will be submitting an application to the Agricultural Land Commission (ALC) in the near future and will be asking Council's in the CRD for letters of support.
A discussion ensued between Council and Mr. LeBlanc as to the following: • Current levels of capacity at the facility • Whether the facility is sustainable and generating funds from growing/selling produce
2 Meeting Date: June 22, 2015 District of Sooke Adopted on: September 14, 2015 Regular Council Meeting Minutes 0-2 Sooke Horseshoe Pitching Association — Sooke River Road Horseshoe Courts
Ron Dumont, representing Sooke Horseshoe Pitching Association addressed Council as to the Association's pitching courts on Sooke River Road. Mr. Dumont advised that the Association has fulfilled requirements of the Licence to Occupy with the District including forming a Society and obtaining insurance through the BC Horseshoe Pitching Society. Mr. Dumont further advised that they have held a tournament, have increased their membership and that there has been a strong interest in the Association. Mr. Dumont reported that they have completed approximately $5,000 to $6,000 of works on site and that they have received many in-kind donations from local businesses. Mr. Dumont asked Council where the Horseshoe Pitching Association stands at this time and asked for guidance as to where the Association goes from this point onward.
Tom Bligh, representing Sooke Horseshoe Pitching Association reported that the Association has received a lot of volunteer work and commitments including paid memberships. Mr. Bligh advised that the Society has been working on this project for a long time, they have paid for insurance and they need to have some direction from Council at this point.
Mr. Dumont added that the Sooke Horseshoe Pitching Association has support from other Vancouver Island Horseshoe Pitching Clubs. Mr. Dumont stated that their insurance allows those who wish to be a participant, to participate in the BC or Canadian Championships.
PUBLIC QUESTION AND COMMENT PERIOD
Jared Sklepowich, Sooke resident addressed Council as to his property on Steeple Chase.
Gail Hall, Sooke resident commented that everyone refers to the District of Sooke property on Sooke River Road as "park" and asked how and when did this property become designated "park."
Ellen Lewers, Sooke resident asked for clarification as to whether the Request for Proposal (RFP) for the Sooke River Road Multi Use Trail and Parking Areas will address the parking issues on Sooke River Road.
Ms. Hall and Ms. Lewers were advised that answers to their inquiries will be provided at the time Council discusses the Sooke River Road Multi Use Trail and Parking Areas later in the Agenda.
Ron Dumont, Sooke resident inquired as to whether the Request for Proposal for the Sooke River Road and Multi Use Trail and Parking Areas included options for the trail between Kirby Road and Sooke River Road. Mr. Dumont also noted that Council may wish to consider working with BC Hydro on locating a trail on hydro lands in order to keep the trail off Sooke River Road.
3 Meeting Date: June 22, 2015 District of Sooke Adopted on: September 14, 2015 Regular Council Meeting Minutes Herb Haldane, Otter Point resident addressed Council as to the Sooke Horseshoe Pitching Association horseshoe pitch on Sooke River Road and Council's pervious discussions and decisions on the issue. Mr. Haldane has concerns that there has been a lack of information and public consultation, including consultation with the Sooke Community Association as adjacent property owners. Mr. Haldane also advised that he contacted the Agricultural Land Commission (ALC) and they advised him that they would support parking on the District's Sooke River Road property as long as it was passive parking for public use. Mr. Haldane suggested the District contact the Agricultural Land Commission.
Loretta Deutscher, Sooke resident took the opportunity to thank Council for making this evenings meeting accessible as the Council Chambers elevator is now working.
Tom Bligh, Sooke resident clarified that the Sooke Horseshoe Pitching Association never stated that people could not use parking near the location of the horseshoe pitches. Mr. Bligh advised that the District of Sooke property on Sooke River Road is not zoned as "park" is clearable and there would be plenty of area for parking use.
Dave Clark, Sooke Community Association addressed Council as to concerns that a special interest group such as the Sooke Horseshoe Pitching Association be provided land with a view. Mr. Clark believes that views should be for the public to enjoy. Mr. Clark also has an issue that the District had dangerous trees removed from the property noting that the Sooke Community Association have dangerous trees on their property and no one is paying to have them removed.
BYLAWS
B-1 Bylaw No. 618, Sooke Core Sewer Specified Area Amendment Bylaw (147-24) — Sooke Core Sewer Specified Area Proposed Boundary Adjustment for 7033 Wright Road
MOVED and seconded that Bylaw No. 618, Sooke Core Sewer Specified Area Amendment Bylaw (147-24) be adopted. CARRIED UNANIMOUSLY
REPORTS REQUIRING ACTION
RA-1 Development Permit — 6930 Blanchard Road
Roy Thomas, Qualified Environmental Professional, Cascadia Biological Services addressed Council as to the streamside protection area and requirements to install a permanent fence separating the SPEA boundary from the single family lots to prevent encroachment into the SPEA areas.
4 Meeting Date: June 22, 2015 District of Sooke Adopted on: September 14, 2015 Regular Council Meeting Minutes Phil Buchanan, J.E. Anderson and Associates pointed out the three main proposed park components on the property explaining that the parks are meant for lineal trails and to protect the habitat in the area.
MOVED and seconded to issue Development Permit PLN01119 for 6930 Blanchard Road, legally described as Lot 38, Section 36, Sooke District, Plan 1525 for the purposes of environmental protection and subdivision into single family lots in accordance with: Schedule A: Site Plan Schedule B: Riparian Areas Regulation: Assessment Report (RAR) Schedule C: Erosion & Sediment Control Plan AND THAT the following be included as conditions in the permit: a. All sediment and erosion controls and signage, including orange snow fencing are to be in place along the SPEA prior to clearing and construction to the satisfaction of the Qualified Environmental Professional (QEP) as per Schedules 'B' and 'C';
b. Upon completion of land clearing and prior to registration of the lots, the developer shall install permanent cedar split rail fencing as per Schedule 'B' to prevent encroachment into the SPEA;
c. Prior to subdivision approval, a 'No Build/No Disturbance Covenant' shall be registered on Title of lots adjacent to the SPEA;
d. Monthly Environmental Inspection Reports shall be submitted to the District of Sooke Planning Department by a QEP to ensure land clearing and grading works are in compliance with Schedules 'B' and 'C';
e. The QEP will submit a post-development report on behalf of the developer to the Planning Department after the subdivision has been completed to document that the required measures and conditions outlined in Schedules 'B' and 'C' have been implemented;
f. Changes to Schedules 'A' and 'C' are permitted as a result of any technical changes at time of subdivision, as approved by the Approving Officer, provided the changes do not affect the environmental protected areas identified in Schedule B'. CARRIED UNANIMOUSLY
RA-2 Sooke River Road Multi-Use Trail and Parking Areas — Design and Construction Management — Award of Contract
MOVED and seconded to approve Herold Engineering as the successful proponent under the request for proposals for the Design and Construction Management of Sooke River Road Multi Use Trail and Parking Areas; AND authorize the Mayor and Chief Administrative Officer to sign the contract on behalf of the District of Sooke; AND direct Staff to provide a report to Council upon completion of the survey work and conceptual design of the multi-use trail and parking options within the Sooke River Road property and along Sooke River Road for Council approval. DEFEATED
5 Meeting Date: June 22, 2015 District of Sooke Adopted on: September 14, 2015 Regular Council Meeting Minutes MOVED and seconded to direct staff to provide a report to Council on removing the District of Sooke property at 2200 and 2250 Sooke River Road from the Agricultural Land Reserve. CARRIED UNANIMOUSLY
MOVED and seconded that Council form a task force to meet with two representatives from the Sooke Community Association and the Sooke Horseshoe Pitching Association and a Staff on site at 2200 and 2250 Sooke River Road to discuss options for the location of the horseshoe pitch, parking and multi-use trail; AND TO direct staff to bring forward a report providing options for the location of the horseshoe pitch, parking and multi-use trail for Council discussion and consideration. CARRIED UNANIMOUSLY
Mayor Tait appointed Councillors Logins, Pearson and Reay to the Task Force.
ACTION ITEM: Staff to include a map with the Report to Council indicating proposed locations for Council to consider.
It was agreed by general consensus that the meeting take place on site Thursday, June 25, 2015 at 7:00 p.m.
RA-3 Fire Department Service Level Review
MOVED and seconded to postpone Agenda Item RA-3 Fire Department Service Level Review to the next Council meeting. CARRIED UNANIMOUSLY
RA-4 Emergency Planning Committee Recommendations (May 26, 2015 Resolutions)
MOVED and seconded to amend the Emergency Planning Committee Terms of Reference to include a representative from T'Sou-ke First nation under "Membership" AND TO further amend the Emergency Planning Committee Terms of Reference that Committee meetings be held every two months or at the call of the Chair. CARRIED UNANIMOUSLY
RA-5 Sooke Community Centre Advisory Committee Recommendations (June 11, 2015 Resolutions)
MOVED and seconded to invite the Sooke School District No. 62 Superintended and local school board members to an upcoming Sooke Community Centre Advisory Committee meeting in order to discuss community school access and how to break down the barriers to access. CARRIED UNANIMOUSLY
6 Meeting Date: June 22, 2015 District of Sooke Adopted on: September 14, 2015 Regular Council Meeting Minutes REPORTS FOR INFORMATION
RI-1 RCMP Monthly Mayor Report — May 2015 MOVED and seconded to receive the RCMP Monthly Mayor Report for May 2015 for information. CARRIED UNANIMOUSLY
RI-2 Mayor and Council Reports (Verbal) Mayor Tait reported on spending a day in May with the Royal Canadian Navy on board the HMCS Calgary. Mayor Tait also attended the Edward Milne Community School graduation and awards ceremonies. The Navy League and Sea Cadets held their 20th anniversary celebration for the Sea Cadets at the Sooke Legion. Mayor Tait attended an Investiture ceremony with Scouts Canada and was made an honouree of Scouts with the local group in thanks to the District for their support in the past. They will be hosting the Scouts Jamboree this summer. Mayor Tait advised that a Ministerial Appointment request has been submitted to the Minister of Transportation at the UBCM Convention and asked Council to consider other Ministries that they may wish to speak to during the Convention.
Councillor Kasper provided a presentation on the 2015 FCM Convention and Trade Show held in June 4th to 8th Edmonton. The presentation provided examples and options available for seasonal street lighting, transit benches and receptacles for the Town Centre. Councillor Kasper reported that one of the messages he took away this year's Convention was "finding new monies without increases taxes and user fees." Councillor Kasper provided an overview of a session that was offered at the Convention on corporate "Sponsorships." The session was extremely well attended indicating that communities have a vast interest in how to garner other additional revenues. Councillor Kasper advised that there should be an established Policy and public consultation prior to embarking on these types of "sponsorships." Councillor Kasper urged members of Council to consider attending next year's FCM Convention in Winnipeg.
Councillor Reay reported on attending the Vancouver Island Regional Library Board meeting. Councillor Reay also met with representatives from the Ministry of Transportation and Infrastructure (MoTI) to begin dialogue on Highway 14 with respect to the recent closures of the Highway due to motor vehicle incidents. Councillor Reay reported that MoTI are currently working on a ten year transportation plan and in her discussions with MoTI, she explained that Sooke needs to be inclusive in that Plan or it needs be recognized that there is a need for a long-term vision for Sooke in terms of transportation planning and also what can be done in the interim. Councillor Reay advised that Council needs to be part of the solution. Councillor Reay will be looking into bringing additional information back to Council including accident statistics and a letter from Council on what they would like to see as a long term vision.
Councillor Pearson reported on attending the Juan de Fuca Water Distribution Commission meeting advising that water conservation is an important issue at this time as the Sooke reservoir is at 92 percent capacity and stage 1 and stage 2 water restrictions will be taking effect. Councillor Pearson also reported on the Ayum Creek Crossing
7 Meeting Date: June 22, 2015 District of Sooke Adopted on: September 14, 2015 Regular Council Meeting Minutes project and the CRD water line extension along West Coast Road to the Kemp Lake Water supply.
Councillor Logins reported that she participated in a ride-a-long with the Sooke RCMP Saturday evening where they attended a variety of calls. Councillor Logins had a tour of the Sooke Detachment and was able to see how the individual community services work so well together. Councillor Logins also reported that the Wild Wise Sooke face book page is now up; the bears are officially out so it is important for all residents to manage their attractants and to report conflicts. Wild Wise Sooke will be running a program where signage will be posted in neighbourhoods where there is a conflict with a bear.
Councillor Berger attended the drug and alcohol dinner at Poirier Elementary School for grade five students. Councillor Berger advised that the SEAPARC bike skills park is now open following recent maintenance. SEAPARC has partnered with Journey Middle School and held an event on how to use the bike skills park. They are also working together on having bike skills exploratory for Journey Middle School students beginning next year. Councillor Berger reported that Sooke will be hosting the Minor Fastball Youth Provincial Championships in in July.
RI-3 CAO Update (Verbal) Gord Howie provided an update as to the Vancouver Island Regional Library Board Expression of Interest to identify property to build a new Library facility in Sooke. Mr. Howie provided an update as to Council's Strategic Plan including the hiring of one additional RCMP officer in Sooke. Mr. Howie also reported on bylaws and policies that will be coming forward for review and updating to upcoming Council meetings beginning in the fall. Mr. Howie provided an update as to the Highway 14 improvements and roundabout project. Mr. Howie advised that the application for the Connector Road (Throup to Phillips) has now been submitted.
NEW BUSINESS NB-1 Amendment to Covenant FBI 26369 — 6527 Sooke Road and Lot A
MOVED and seconded to direct staff to schedule a Public Hearing for a Modification Covenant FB126369 in accordance with the requirements in the Community Charter and the Local Government Act. CARRIED UNANIMOUSLY
MOVED and seconded to cancel the Regular Council meeting scheduled on July 13, 2015; AND TO schedule a Special Council meeting on July 20, 2015 at 7:00 p.m. CARRIED UNANIMOUSLY
8 Meeting Date: June 22, 2015 District of Sooke Adopted on: September 14, 2015 Regular Council Meeting Minutes CORRESPONDENCE REQUIRING ACTION
C-1 Correspondence received June 10, 2015 from The Monarchist League of Canada RE: Request for Municipalities' in Canada to hold noon-time ceremony September 9th to celebrate the Queen's Reign
MOVED and seconded that the District of Sooke work with The Monarchist League of Canada to hold a noon-time ceremony on September 9th,2015 to celebrate the Queen's Reign. CARRIED UNANIMOUSLY
C-2 Correspondence received June 15, 2015 from Islands Trust RE: Islands Trust Council request for 25% reduction in minor route ferry fares
MOVED and seconded to file the correspondence received June 15, 2015 from Islands Trust. CARRIED UNANIMOUSLY
CORRESPONDENCE AND COUNCIL REPORTS FOR INFORMATION
1-1 Correspondence received June 10, 2015 from Age-Friendly BC RE: Age-Friendly Recognition
MOVED and seconded to file the correspondence received June 10, 2015 from Age- Friendly BC. CARRIED UNANIMOUSLY
1-2 Correspondence received June 11, 2015 from CRD Planning and Protective Services RE: DRAFT Regional Sustainability Strategy
MOVED and seconded to file the correspondence received June 11, 2015 from CRD Planning and Protective Services. CARRIED UNANIMOUSLY
1-3 Correspondence received June 15, 2015 from The Salvation Army RE: Closure of Salvation Army Sooke Thrift Store in Sooke
MOVED and seconded to file the correspondence received June 15, 2015 from The Salvation Army CARRIED UNANIMOUSLY
1-4 Council Reader File — May 2015
MOVED and seconded to file the Council Reader File for May 2015. CARRIED UNANIMOUSLY
9 Meeting Date: June 22, 2015 District of Sooke Adopted on: September 14, 2015 Regular Council Meeting Minutes ADJOURNMENT
MOVED and seconded to adjourn the open portion of the Regular Council meeting at 9:43 p.m. CARRIED UNANIMOUSLY
The meeting adjourned at 10:19 p.m.
Certified Correct:
Maja al B Sprinklkig Corporate Officer
10 Meeting Date: June 22, 2015 District of Sooke Adopted on: September 14, 2015 Regular Council Meeting Minutes
DISTRICT OF SOOKE Committee of the Whole Minutes Meeting held July 6, 2015 at 7:00 pm Council Chamber, 2225 Otter Point Road
COUNCIL PRESENT STAFF PRESENT Mayor Maja Tait Gordon Howie, Chief Administrative Officer Councillor Rick Kasper Brent Blackhall, Deputy Director of Finance Councillor Ebony Logins Elisabeth Nelson, Municipal Engineer Councillor Brenda Parkinson Sarah Temple, Finance and Administration Councillor Kevin Pearson
Absent: Councillor Kerrie Reay Councillor Bev Berger
1. Call to Order The meeting was called to order at 7:00 p.m.
Mayor Tait announced that Acting Mayors will now chair the Committee of the Whole meetings, Councillor Logins, who is the current Acting Mayor took over as the chair for the remainder of the meeting.
2. Approval of Agenda MOVED to approve the agenda as circulated. CARRIED
3. Presentation: BC SPCA — Dr. Sara Dubois Dr. Sara Dubois, Chief Scientific Officer for the BC SPCA, gave a PowerPoint presentation regarding wildlife management strategies, urban deer and non-lethal wildlife control practices. Dr. Dubois stated that more municipalities are seeing the responsibility for wildlife management shifted on to them and commended District of Sooke Council for their recent bylaw prohibiting the feeding of wildlife.
Committee Discussion • Discussion regarding increased density of deer in urban areas. Dr. Dubois stated that there is little research in the Sooke area on deer population density and migration, but that as a more isolated urban setting the potential for good research in the area is high. • Discussion of wildlife management strategies, including "hazing", which involves training dogs to scare wildlife away. • Discussion of management of geese populations.
Public Input • Dana Lipka, Sooke resident, addressed the Committee and spoke regarding the grazing habits of deer. Ms. Lipka, who is affiliated with WildArc, stated that deer 1
Meeting Date: July 6, 2015 District of Sooke Adopted on: September 14, 2015 Committee of the Whole Meeting Minutes have corridors they travel in and they are drawn to old growth and to "new browse", which happens as a result of new development. • Ron Dumont, Sooke resident, stated that he has lived in Sooke for 63 years and has seen more and more deer leave the outlying wildness spaces in favour of urban areas. • Ellen Lewers, Sooke resident, stated that in her experience wildlife is less fearful of people and as such are becoming a bigger problem, especially to farmers. • Fran Dash, Sooke resident, addressed the Committee and drew their attention to Sooke's emblem, which includes a cougar and a deer. Ms. Dash spoke in support of the SPCA's spaying program. Ms. Dash also questioned whether rabbits culled recently in the area are used to feed wildlife at WildArc and if euthanized cats and dogs will be next. Ms. Dubois offered Ms. Dash her business card and assured her that this was not WildArc's practice and that she would be happy to discuss their practices in more detail. • Margarita Dominguez, Sooke resident, addressed the Committee and expressed her opposition to culling wildlife. Ms. Dominguez suggested there are alternative measures to dealing with perceived deer overpopulation, such as erecting barriers or relocating deer. Ms. Dominguez also questioned how her animal rescue group could be sure that pets euthanized by the SPCA are not used to feed WildArc's animals. Ms. Dubois offered Ms. Dominguez her card and again assured her that this was not their practice and that she would be happy to discuss in further detail. • Jeff Bateman, Sooke resident and member of Wild Wise Sooke stated that their organization is looking forward to being a part of ongoing conversations about wildlife management strategies in the area.
4. Presentation: BC Transit — Tania Wegwitz, Manager of Transit Planning & James Wadsworth, Senior Planner Tania Wegwitz, Manager of Transit Planning & James Wadsworth, Senior Planner for BC Transit, gave a PowerPoint presentation outlining the existing Sooke Transit system and Long-Range Transit strategy for the area. BC Transit has identified a need for improving the local bus network in the area and Sooke is slated as a priority area for 2016/2017.
The BC Transit Commission is also interested in having an additional member from the Westshore. Mr. Wadsworth stated that it is possible Sooke may be asked to send a representative to the Commission.
Committee Discussion • Discussion of funding initiatives that allow for municipalities to erect bus shelters at BC Transit's expense if the municipality provides a suitably equipped location. BC Transit will provide further information to the Engineering department. • Discussion on having transit infrastructure that is partially funded by municipalities being recognized as jointly funded. • Feedback from Committee members to BC Transit on how to improve transit service, including more express 61X buses and making transit a more convenient option for commuters and post-secondary students.
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Meeting Date: July 6, 2015 District of Sooke Adopted on: September 14, 2015 Committee of the Whole Meeting Minutes • Discussion of a future transit exchange location. The Committee would like to see the public consulted, as well as ongoing conversations with Council before a location is chosen. • Discussion of importance of public feedback and consultation with developing transit networks and scheduling.
Public Input • Ron Dumont, Sooke resident, addressed the Committee and stated that BC Transit should reduce the amount of "no service" trips, where buses run empty on routes in order to reposition or get serviced. Mr. Dumont also stated that BC Transit should look for local repair services and inexpensive areas for bus yards. • Margarita Dominguez, Sooke resident addressed the Committee and stated her support for convenient scheduling to accommodate students and commuters in the Kemp Lake and local area networks. • Fran Dash, Sooke resident, addressed the Committee and shared her experience with lobbying BC Transit for scheduling and route changes. Ms. Dash stated that she rode the bus for over 30 years and frequently provided feedback to BC Transit.
5. Sooke River Road Task Force Update Gord Howie gave an overview of the June 25th Sooke River Road Task Force meeting and the staff report provided in the agenda. Representatives from the Sooke Horseshoe Pitching Association, Sooke Community Association and Council met to discuss options for the location of the horseshoe pitches, additional parking and the proposed multi-use trail.
Councillor Pearson, who along with Councillor Reay attended the meeting on behalf of Council, thanked those who were in attendance at the June 25th meeting. Councillor Pearson provided an overview of the discussion points and general consensus. Councillor Pearson stated that with a survey of the property lines and some land clearing, a decision on the proposed location of the horseshoe pitch, multi-use trail and additional parking can move ahead.
Committee Discussion: • Discussion of progress regarding receiving information from the Agricultural Land Commission (ALC). Mr. Howie stated that staff is waiting to hear back from the ALC and that any decision would be on the ALC's own timeline. • Discussion regarding the award of a contract for the request for proposals for the Design and Construction Management of Sooke River Road Multi Use Trail and Parking Area. Clarification that at the June 22, 2015 meeting a decision was made to not award the tender for Design and Construction Management. • Discussion regarding moving ahead with a tender for trail construction. • Discussion regarding various types of surveys that could be completed, from very simple, to very comprehensive. Mr. Howie advised that there is significant variance in terms of cost and time required to complete. Mr. Howie additionally cautioned that time delays may impact the Multi-Use Trail grant eligibility. • Land clearing could also be delayed due to fire restrictions in the area.
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Meeting Date: July 6, 2015 District of Sooke Adopted on: September 14, 2015 Committee of the Whole Meeting Minutes Public Input • Rick Hobday, member of Sooke Horseshoe Pitching Association, addressed the Committee and stated that the proposed new location for the horseshoe pitch is not large enough for the horseshoe courts they are permitted as per the Use, Management and Maintenance Agreement with the District. • Ron Dumont, Sooke resident, addressed the Committee and stated that the ALC meets every 6 months. Mr. Dumont further advised that the Sooke Horseshoe Club has written permission from the ALC to park on the ALR land and also place a small building on the land. Furthermore, Mr. Dumont stated that Council should look at relocating the multi-use trail along the "Butler" property. • Rick Hobday addressed the Committee to inquire about the timeline of developing the horseshoe pitches. Mr. Hobday stated that the Horseshoe Club is prepared to start forming courts, but anticipates this proposed change of location will cause lengthy delays. Mr. Hobday stated that if the Horseshoe pitches were no longer desired in that location, then he would appreciate someone just telling him so. • Dave Clark, Sooke resident, addressed the Committee and stated that he thought the June 22nd meeting went well and that the proposed new location of the horseshoe pitches could be expanded by bringing in fill to even out the contours of the land. Mr. Clark shared his vision of "stepped down" pitches, rather than all pitches on the same elevation. Mr. Clark also stated that there are 4 horseshoe pitches at the Sooke River Campground currently. • Tom Bligh, Sooke resident, addressed the Committee and suggested that the parking lot be moved to the new proposed horseshoe pitch area, as an extraordinary amount of fill will be needed to level the area out to accommodate horseshoe pitches. Mr. Bligh stated that the washrooms are too far away from the new proposed location and that porta-potties will need to be brought into the horseshoe area, which will be vulnerable to vandalism. Mr. Bligh further stated that if "the people don't want a horseshoe pitch here then call a reverse referendum and we will be gone". • Gail Hall, Sooke resident, addressed the Committee and stated that in the beginning, the motion to bring forward the idea of a horseshoe pitch was brought forward by a member of Council who was a member of the Sooke Horseshoe Pitching club. Ms. Hall commented that the money paid from the park acquisition reserve for the Sooke River Park may need to be paid back if the property is not removed from the ALR. If the application is successful, Ms. Hall commented that Council will need to put another parcel of land into the ALR, according to Sooke's own policy. Ms. Hall also cautioned that Council should consider where the multi-use trail will cross Sooke River Road, as the northern corner of the municipal property at 2250 Sooke River Road is a very dangerous location. Further, Ms. Hall stated her disagreement that parking is allowed on the ALR land, as the Sooke Zoning Bylaw states that parking must be on same property as the principle use, which in this instance is across the road. • Ellen Lewers, Sooke resident, addressed the Committee and stated that when organizations or individuals come forward with different applications, Council should be decisive. Ms. Lewers questioned if Council had considered the cost for maintaining the proposed new multi-use trail as maintenance costs for parks have been cut recently. Ms. Lewers encouraged Council to recall their Strategic Plan priorities and make financially responsible decisions. 4
Meeting Date: July 6, 2015 District of Sooke Adopted on: September 14, 2015 Committee of the Whole Meeting Minutes • Tom Bligh addressed the Committee a second time and stated that the horseshoe pitch is not a private club, just as the baseball fields are not a private club. Members pay a fee, which includes insurance, just as other sports organizations do. When sports teams are not playing on their fields, they can be used by the public, just as the horseshoe pitches will be. • Gail Hall addressed the Committee a second time and stated that while the horseshoe pitch is not private, the proposed clubhouse sounds like it will be. • Karl LineII, Sooke resident, addressed the Committee and advised that there were 450 people registered for soccer last year and over 300 registered for slo- pitch. Mr LineII stated that parking for these people should be the priority, as people are parking dangerously along Sooke River Road currently.
MOVED to direct staff to engage contractors to survey the north property boundary of 2250 Sooke River Road and to have the property line visibly marked, to determine the cost of clearing the proposed multi-use trail area and to determine the cost of clearing a useable area for the horseshoe pitch; AND FURTHER TO direct staff to proceed with the next steps as outlined in the staff report, specifically; • Confirm with the ALC that the new parking area can be permitted within the ALR without a non-farm use permit; • Confirm with the ALC if a graveled multi-use trail can be permitted within the ALR without a non-farm use permit; • Confirm with the Ministry of Transportation and Infrastructure / Bike BC that the proposed change in the trail route and a change in trail treatment (pending answers from ALC) does not impact the grant eligibility; AND FURTHER TO direct staff to bring forward a report to the July 20, 2015 Special Council meeting outlining the results of the above-noted directions. CARRIED Councillor Logins opposed the motion
Committee Discussion continued: • Affected community organizations to communicate with Councillor Pearson or Councillor Reay in advance of the July 20th Special Council meeting. • Members of the Committee stated their support for all parties involved in this decision and for creating opportunities for the public to engage in recreation activities.
Current Issues • Ellen Lewers, Sooke resident, addressed the Committee and advised that the Sooke Region Museum may have old maps of the property at 2250 Sooke River Road that show property lines, as may the neighbouring property owners. • Ron Dumont, Sooke resident, addressed the Committee and stated that the neighbouring property owners had just built a fence and from his understanding, had determined ownership of trees that were removed. • Dave McClimon, Sooke resident, addressed the Committee and advised that in his experience in clearing land, people are often mistaken about where property lines are. Mr. McClimon stated his support for surveying the north property line before making any decisions.
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Meeting Date: July 6, 2015 District of Sooke Adopted on: September 14, 2015 Committee of the Whole Meeting Minutes 7. Adjournment
The meeting was adjourned at 9:37 p.m.
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Meeting Date: July 6, 2015 District of Sooke Adopted on: September 14, 2015 Committee of the Whole Meeting Minutes DISTRICT OF SOOKE
Minutes of the Special Meeting of Council held in the Council Chamber at 2225 Otter Point Road, Sooke, BC on July 20, 2015 6:00 p.m., Closed Portion, Meeting Room 7:00 p.m., Open Portion, Council Chamber
COUNCIL PRESENT STAFF PRESENT Mayor Maja Tait Gord Howie, Chief Administrative Officer Councillor Bev Berger Michael Dillabaugh, Director of Finance Councillor Rick Kasper Steve Sorensen, Fire Chief (left at 10:08 pm) Councillor Ebony Logins Katherine Lesyshen, Planner II (left at 9:21pm) Councillor Kevin Pearson Tara Johnson, Planner II (left at 9:21 pm) Councillor Kerrie Reay Sarah Temple, Finance and Admin Assistant Councillor Brenda Parkinson
CALL TO ORDER Mayor Tait called the meeting to order at 6:00 p.m.
MOTION TO CLOSE THE MEETING TO THE PUBLIC MOVED to close the meeting to the public under section 90(1) of the Community Charter to discuss: . 90(1) (a) personal information about an identifiable individual who holds or is being considered for a position as an officer, employee or agent of the municipality or another position appointed by the municipality; • 90(1) (c) labour relations or other employee relations; • 90(1) (f) law enforcement, if the council considers that disclosure could reasonably be expected to harm the conduct of an investigation under or enforcement of an enactment; and • 90(2) (b) the consideration of information received and held in confidence relating to negotiations between the municipality and a provincial government or the federal government or both, or between a provincial government or the federal government or both and a third party.
CALL TO ORDER - Open Portion Mayor Tait called the open portion of the Special Council meeting to order at 7:01 p.m.
APPROVAL OF AGENDA MOVED and seconded to approve the agenda with the following amendments: • Addition of Item R1-6 Mayor and Council Reports • Item RI-1 Fire Department Quarterly Report, removal of pages 182-186 • Supplemental Information: o Item RA-1 Sooke River Road Property: - Survey Plan Sketch of property from 4M Bobcat - Correspondence received July 20, 2015 from Charlotte Mills Correspondence received July 20, 2015 from Mary Coll - Correspondence received July 20, 2015 from Butler Brothers Supplies Ltd. Meeting Date: July 20, 2015 1 District of Sooke Adopted on: September 14, 2015 Special Council Meeting Minutes Correspondence received July 20, 2015 from Janice Hlady Correspondence received July 20, 2015 from Greater Victoria Cycling Coalition Correspondence received July 20, 2015 from Jessica Petersen Correspondence received July 20, 2015 from Lily Venditti - Correspondence received July 20, 2015 from Jan Todd Correspondence received July 20, 2015 from Jan Todd - Correspondence received July 20, 2015 from Scott Branch CARRIED UNANIMOUSLY
SPECIAL PRESENTATION Fire Chief Steve Sorensen and Mayor Maja Tait made a special presentation to Gavin Lerik, a six-year-old boy who alerted his sleeping father to a fire in their family home on July 2, 2015. Gavin was presented with a certificate and recognized as a "little hero" for his bravery.
DELEGATIONS
0-1 Jane Beddows — Tour de Rock/ Cops for Cancer Jane Beddows, addressed Council and provided some history of the Tour de Rock and Sooke's involvement in the fundraiser. Ms. Beddows requested that Council proclaim September 30, 2015 as Tour de Rock Day in Sooke.
MOVED and seconded that the Mayor proclaim September 30, 2015 as Tour de Rock Day in the District of Sooke. CARRIED UNANIMOUSLY D-2 Mayor's Public Advisory Panel — Arts and Beautification Sandy Jarvis and Loretta Boerkamp addressed Council and provide an overview of two projects the Mayor's Panel on Arts and Beautification has prioritized; the installation of First Nations artwork on the Rotary Boardwalk, and a Canada 150 Mosaic.
MOVED and seconded to direct staff to install the artwork on the boardwalk. CARRIED UNANIMOUSLY
MOVED and seconded to direct staff to work with the Mayor's Panel on Arts and Beautification to write a report addressing the Canada 150 funding request and all of the associated costs; AND TO grant approval in principle for the District of Sooke's Mayor's Advisory Panel on Arts and Beautification to apply for the Mosaic 150 project stating that Sooke's participation is dependant on funding goals being met. CARRIED UNANIMOUSLY
UNFINISHED BUSINESS
UB-1 Fire Department Service Level Review Councillor Reay stated that the goal of the Fire Department Service Level Review Request for Proposal was to provide Council with a high level overview of Sooke Fire Rescue Service's operations, legislative requirements, the implications of the new Fire Commissioner's Playbook, planned capital expenditures and additional information as
Meeting Date: July 20, 2015 2 District of Sooke Adopted on: September 14, 2015 Special Council Meeting Minutes outlined in the RFP documents. Councillor Reay submitted to Council an amended Schedule C, outlining the RFP's stated "high level" objectives.
Council Discussion: • Possibility of doing as much of the Service Level Review in-house as possible. • Discussion of using a third party consultant to identify gaps, then possibly striking a committee to determine the next steps. Council needs to have a list of priorities they are comfortable with and a clear direction in order to act on any recommendations. • Recognition of previous Fire Department reviews completed internally and with community consultation. The successful proponent of this RFP should look at previous reviews completed.
MOVED and seconded to direct staff to issue the Request for Proposals No. 2015-06, Fire Department Service Level Review with the amended Schedule C as submitted by Councillor Reay. CARRIED UNANIMOUSLY
PUBLIC QUESTION AND COMMENT PERIOD Loretta Boerkamp, Sooke resident, addressed Council and offered her support of the Fire Department and Emergency Support Services, especially during the recent Grant Road Fire. Ms. Boerkamp also complimented Elisabeth Nelson for her prompt help with Sunriver traffic problems.
Christina Schlattner, Sooke resident, addressed Council and spoke in support of the Sooke River Road multi-use trail. Ms. Schlattner stated that local trails are well used and are a credit to Sooke. Furthermore, she stated that Sooke Road is not a safe alternative for pedestrians or cyclists.
Allen Krutz, Sooke resident and owner of West Coast Outdoor Adventure, addressed Council and spoke in support of the Sooke River Road multi-use trail. Mr. Krutz stated that Sooke sees approximately 1400 tourists a year from all over the world; who bring large economic benefits to Sooke businesses. Mr. Krutz stated that two of the biggest draws to the region are the Sooke Potholes and the Galloping Goose and that connecting both tourists and locals to these locations will benefit the entire community.
Stephen Hindrichs, Sooke resident, addressed Council and stated his support for the Sooke River Road multi-use trail. Mr. Hindricks recalls that one of the top 5 priorities identified in the public input on the Official Community Plan was to connect Sooke with the Galloping Goose. Mr. Hindrichs stated that while the Sooke River Road multi-use trail is an important piece of a larger trail network, it is a step in the right direction. Making the multi-use trail safe, with good signage, and minimizing the grade changes along the trail should be top concern for Council, according to Mr. Hindrichs.
Janet Raynor Thorn, Sooke resident for the past 10 years, stated that she came to Sooke for the first time on her bike and ended up in Leechtown due to lack of signage. Ms. Raynor Thorn stated that while she loves Sooke, her primary disappointment with the community has been the difficulty getting around Sooke on her bicycle. Ms. Raynor Thorn encouraged Council to support the Sooke River Road multi-use trail.
Meeting Date: July 20, 2015 3 District of Sooke Adopted on: September 14, 2015 Special Council Meeting Minutes Mary Coll, Sooke resident addressed Council and stated her support for the Sooke River Road multi-use trail. Ms. Coll and her family recently walked to the Sooke Potholes along the side of Sooke River Road and found the journey to be "treacherous". Ms. Coll stated that improving walking and cycling infrastructure will be a huge asset to Sooke and that the cost of development will be "worth every penny".
Julie Budgen, Sooke resident, addressed Council and spoke in support of improved cycling infrastructure. Ms. Budgen stated that her family chose to live close to the Town Centre in order to be able to access community amenities easily and that as a young family they appreciate the added safety of cycling along the trails adjacent to Wadams Way. Ms. Budgen stated that studies have indicated that 1 in 4 children will become obese and that society needs to take a step in the right direction to reduce this statistic.
Gail Hall, Sooke resident, addressed Council and stated that those speaking in support of the Sooke River Road multi-use trail are speaking about something with an undetermined location, as Council has not determined the location at this time. Ms. Hall stated that pedestrian and cyclist safety will not be improved, as trail users will need to cross Sooke Road in order to access the trail from the West. Ms. Hall stated that she is not opposed to safe cycling opportunities, but that Council should determine the location before proceeding with the project.
Lee Hindrichs, Sooke resident, addressed Council and stated that the Sooke Region Tourism Association has previously done a study on the benefits of cycling tourism. Ms. Hindrichs further stated that cycling "builds community" as cyclists say hello to one another, which doesn't happen in cars. Ms. Hindrichs encouraged Council to move forward with the Sooke River Road multi-use trail.
Ellen Lewers, Sooke resident, addressed Council and spoke regarding the Fire Department Service Review. Ms. Lewers indicated that Council has already had plans completed and reviews submitted, but that Council has never adopted them. Ms. Lewers encouraged Council to define what it is they want from their fire department and then make a plan accordingly, rather than re-reviewing and looking for different answers.
Ms. Lewers spoke further on the Sooke River Road multi-use trail and stated that this is an already existing connection to the Galloping Goose. Ms. Lewers was formerly the owner of a B&B and indicated she had no trouble directing guests to the Galloping Goose along Sooke River Road. Ms. Lewers stated that Council should not be adding an additional tax burden to the young people of Sooke by building and then having to maintain the Sooke River Road multi-use trail and that instead Council should focus on improving John Phillips Memorial Park into the "jewel of Sooke", which could be used to generate rental income.
Gabriele Vinditti, Sooke resident, addressed Council and spoke in support of the Sooke River Road multi-use trail. Mr. Vinditti encouraged Council to invest in infrastructure, while remaining fiscally prudent, as there are many infrastructure projects that he feels need addressing.
Meeting Date: July 20, 2015 4 District of Sooke Adopted on: September 14, 2015 Special Council Meeting Minutes PUBLIC INPUT AND INFORMATION MEETINGS
PI-1 7044 Maple Park Terrace - Development Permit and Development Variance Permit Katherine Lesyshen gave a PowerPoint presentation and provided an overview of the Staff report Development Permit and Development Variance Permit application for 7044 Maple Park Terrace.
Committee Discussion: • Concerns as to how covenants that were registered on the neighbouring property at 7000 Melrick Place, as a result of an agreement with the previous owners of 7044 Maple Park Terrace will be affected by the Development Variance Permit. • Discussion of the history of the agreement with the pervious owner of 7044 Maple Park Terrace. • Confirmation that 7000 Melrick Place and 7044 Maple Park Terrace are not bound together by zoning or covenants. The covenant registered on 7000 Melrick PI applies to that property only. • Applicant Jack Julseth, representing 3 Point Properties, addressed Council and stated that his company is aiming to work within the "Spiritwood Estates" CD-9 zone and the existing Development Permit as closely as possible, with one variance to a lot line, as outlined in the staff report. Mr. Julseth stated that the agreement between the neighbouring property and the former owners of 7044 Maple Park Terrace is not financially viable for his company at this time, but that they hope to work together in the future. Mr. Julseth states that the proposed development will enhance the neighbourhood, which will benefit all of the neighbours — who can still independently develop their property. • Dave Clark, owner of 7000 Melrick Place, addressed Council and gave an overview of the agreement between himself and the previous owners of 7044 Maple Park Terrace. Mr. Clark stated that District of Sooke staff supported the agreement between the two properties as it supported better traffic flow through Brailsford Place and Mountain Heights Drive. Mr. Clark asked that if the former agreement was not to be honoured, then the covenant should be removed from his property, at the cost of 3 Point Properties. • Discussion of how the proposed development at 7044 Maple Park Terrace will access municipal water, if not through 7000 Melrick Place. • Clarification of the phases of Spiritwood Estates that will be constructed first. Phases 1, 2 and 3 will be the first priority, with the remainder built as the market will bear. • Discussion of approving the Development Variance Permit application separate from the issue of the previous agreement, with the intention that Council look at the previous agreement and determine what responsibility the District of Sooke has.
Public Input: • Ellen Lewers, Sooke resident, addressed Council and indicated that her recollection was that when the Spiritwood subdivision was approved, it was approved on the basis that it was a package deal with 7000 Melrick Place. Ms. Lewers stated that agreements should carry along with the property, regardless of ownership. Ms. Lewers further stated her support for a Community Garden in Spiritwood Estates.
Meeting Date: July 20, 2015 5 District of Sooke Adopted on: September 14, 2015 Special Council Meeting Minutes MOVED and seconded to authorize the issuance of Development Permit PLN01176 for the purpose of environmental protection and form and character when subdividing the properties at 7044 Maple Park Terrace (PID 009-394-184) to create single family and multi family residential lots in accordance with; • Schedule A: Subdivision Layout proposal • Schedule B: Sample form and character in Area A • Schedule C: Qualified Environmental Professional (QEP) Confirmation (July 8, 2015) • Schedule D: Geotechnical Confirmation (July 8, 2015) • Schedule E: Sketch Plan indicating variance on Lot 10; AND TO authorize the issuance of Development Variance Permit within PLN01176 to vary section 809.6 of Bylaw 600, Sooke Zoning Bylaw, 2013 to vary the front lot line setback from 4.5m to 1.5m to accommodate an existing dwelling unit located on proposed Lot 10 at 7044 Maple Park Terrace, on the condition that mitigation methods are used in accordance with the BC Building Code to address fire separation distances between the existing house and a future residence on proposed Lot 11 prior to subdivision; AND TO direct staff to work with the Clark family and to provide a staff report outlining the history of agreements between 7000 Melrick Place and 7044 Maple Park Terrace, including previous motions and reports on the both properties and the CD-9 zone. CARRIED UNANIMOUSLY
PI-2 2015 Annual Meeting Mayor Tait reported that 2015 Annual Municipal Report has been made available for public inspection in accordance with the section 97 of the Community Charter. Municipal Council are to consider the 2015 Annual Municipal Report and receive submissions and questions from the public.
Public Input: • Jared Sklepowich, Sooke resident, addressed Council and spoke regarding the Bylaw Compliance section of the Annual Report, which reference to 244 Calls for Service regarding Bylaw complaints in 2014. Mr. Sklepowich stated that he has submitted 201 Calls for Service himself in 2015 and suggested that Bylaw Enforcement efforts be increased to account for the increased demand. • Ellen Lewers addressed Council and asked for clarification regarding the total debt amount and interest paid by the District. • Gail Hall, addressed Council and inquired as to the amounts of unfunded liabilities, specifically related to employee pensions.
MOVED and seconded to receive the public comments on the 2015 Annual Municipal Report. CARRIED UNANIMOUSLY
PUBLIC AND STATUTORY HEARINGS PH-1 Amendment to Covenant FBI 26369 — 6527 Sooke Road and Lot A Mayor Tait called the Public Hearing for Amendment to Covenant FBI 26369 to order at 9:08 pm.
Meeting Date: July 20, 2015 6 District of Sooke Adopted on: September 14, 2015 Special Council Meeting Minutes Public Input: • Andrew Armstrong, Sooke resident, addressed Council and stated that if a 4 story building is constructed on 6527 Sooke Road it will obstruct his water view and diminish his property value. Mayor Tait clarified that the purpose of the modification of covenant is to remove a commercial component only and will not change he scale of the building. • Ellen Lewers, addressed Council and stated that in the OCP it is stated that there should not be a loss of water views along this stretch of Sooke Road and that buildings are to be stepped into the land and have underground parking. • Jack Julseth, applicant, addressed Council and stated that the existing covenant states there is a maximum of 5 stories permitted on this property and that the development will be reduced to 3 stories and include underground parking.
Mayor Tait called three times for submissions to the Public Hearings for Amendment to Covenant FB126369 — 6527 Sooke Road and Lot A. Hearing none, she closed the public hearing at 9:12 pm.
MOVED and seconded to approve the Modification of Covenant FB126369 registered on the subject property legally described as Lot A, Section 14, Sooke District, Plan 31351 and Lot C (DD D4015), Block 12, Section 14, Sooke District, Plan 217; AND TO authorize the Mayor and the Chief Administrative Officer to execute the Modification of Covenant. CARRIED UNANIMOUSLY
REPORTS REQUIRING ACTION
RA-1 Sooke River Road Property Cord Howie addressed Council and provided an overview of the Sooke River Road property and the staff report. In addition to information included in the staff report, Mr. Howie stated that staff have not heard back from the Agricultural Land Commission regarding additional permitted uses on this piece of property.
MOVED and seconded to receive the report on the Sooke River Road property for information; AND TO postpone a decision on the use of the Sooke River Road property until further information on permitted use is provided by the Agricultural Land Commission. CARRIED Councillor Ebony Logins opposed the motion
RA-2 Public Spaces Garbage Collection — Award of Contract 2015 - 2018 Cord Howie addressed Council and provided an overview of the Public Spaces Garbage Collection Request for Proposals and staff report.
MOVED and seconded to approve Angela Sinclair as the successful proponent under the request for proposals for the public spaces garbage collection; AND TO authorize the Mayor and Chief Administrative Officer to sign the General Service Agreement with Angela Sinclair on behalf of the District of Sooke.
Meeting Date: July 20, 2015 7 District of Sooke Adopted on: September 14, 2015 Special Council Meeting Minutes AND TO amend the contract to state that the proceeds from any revenue from refundable items collected go to the Sooke Food Bank only. CARRIED UNANIMOUSLY
RA-3 Agenda Distribution Gord Howie presented an overview of the staff report and stated that a permanent change to the agenda distribution schedule would require a bylaw amendment to the Council Procedures Bylaw. At that point, any other items in the Council Procedures Bylaw could be addressed.
MOVED and seconded to direct staff to distribute meeting agendas on the second Thursday preceding the meeting on a three month trial basis beginning September 2015; AND TO bring a report to Council on continuing with the agenda distribution in January 2016. CARRIED UNANIMOUSLY
REPORTS FOR INFORMATION
RI-1 Fire Department Quarterly Report MOVED and seconded to receive the Fire Department Quarterly Report, with removal of pages 182-186, for information. CARRIED UNANIMOUSLY
RI-2 Quarterly Variance Reports — First and Second Quarter MOVED and seconded to receive the First and Second Quarterly Variance Reports for information. CARRIED UNANIMOUSLY
RI-3 2015 Property Tax Collection MOVED and seconded to receive the 2015 Property Tax Collection report for information. CARRIED UNANIMOUSLY
RI-4 Wastewater Operating and Maintenance Contract MOVED and seconded to receive the Wastewater Operating and Maintenance Contract report for information; AND TO direct staff to schedule a Committee of the Whole meeting in early fall 2015 to discuss the matter further and allow for Public Input. CARRIED UNANIMOUSLY
RI-5 Options and Feasibility for the Development of Goodmere Road MOVED and seconded to receive the report for information; AND TO direct staff to schedule a Committee of the Whole meeting in early fall 2015 to discuss the matter further and allow for Public Input. AND TO direct staff to bring a report to the Committee of the Whole meeting outlining the history of the Goodmere Road project, project feasibility, estimated costs and sources of funding. CARRIED UNANIMOUSLY
Meeting Date: July 20, 2015 8 District of Sooke Adopted on: September 14, 2015 Special Council Meeting Minutes RI-6 Mayor and Council Reports
Councillor Kerrie Reay stated that the Vancouver Island Regional Library Expression of Interest closed on July 20th, 2015and that the VIRL will be holding a Community Consultation session on July 29th, 2015.
Councillor Bev Berger reported that she welcomed 180 people to Sooke for the U-16 fastball championships in July and that Sooke Teams did very well in the tournament.
Mayor Maja Tait gave an overview of the Scouts Pacific Jamboree recently held in Sooke. The Mayor welcomed 2800 scouts and 900 volunteers and learned about the Jamboree's operations, which are very environmentally friendly and sustainable. Mayor Tait further announced that the Consultants Invitational Fishing Derby will take place in Sooke on Saturday, July 25th. Mayor Tait stated also that she had recently met with representatives from Shaw Cable who have offered to make a "Shaw Open" wi-fi network available in Council Chambers.
Action Item: Staff to request a presentation to Council by Shaw Cable in the fall.
Finally, Mayor Tait publically announced she is expecting her first child, due in December.
CORRESPONDENCE REQUIRING ACTION C-1 Correspondence received June 24, 2015 from Provincial Eating Disorders Awareness Committee - Re: Eating Disorder Awareness Week MOVED and seconded to receive for information and to direct staff to respond to the Provincial Eating Disorders Awareness Committee that we are unable to participate. CARRIED UNANIMOUSLY
C-2 Correspondence received June 24, 2015 from Chris Bryant - Re: Property Tax Increase MOVED and seconded to receive the correspondence from Chris Bryant for information; AND TO direct staff to contact Chris Bryant to discuss the matter further. CARRIED UNANIMOUSLY
C-3 Correspondence received July 10, 2015 from Brian White — Re: Sooke Tourism Destination Proposal MOVED and seconded to direct staff to work with Brian White of Royal Roads University with implementing the Framework for Sooke Destination Development study. CARRIED UNANIMOUSLY
C-4 Correspondence received July 14, 2015 from Sooke Yoga & Wellness — Re: Request to waive park fees MOVED and seconded to direct staff to waive the park use fees associated with the Sooke Yoga and Wellness Society's rental of Ed Macgregor Park on Saturday, August 8. CARRIED UNANIMOUSLY
Meeting Date: July 20, 2015 9 District of Sooke Adopted on: September 14, 2015 Special Council Meeting Minutes CORRESPONDENCE FOR INFORMATION 1-1 Council Reader File — June 2015 MOVED and seconded to receive for information. CARRIED UNANIMOUSLY
1-2 Correspondence received June 22, 2015 from Environmental Operators Certification Program - Re: Facility Reclassification MOVED and seconded to file the correspondence received June 22, 2015 from the Environmental Operators Certification Program. CARRIED UNANIMOUSLY
1-3 Correspondence received June 26, 2015 from Union of British Columbia Municipalities - Re: 2015 Resolutions MOVED and seconded to file the correspondence received June 26, 2015 from UBCM. CARRIED UNANIMOUSLY
1-4 Correspondence received July 2, 2015 from Kel Phair — Re: Sewage Treatment for all Sooke Residents/Home and Business Owners MOVED and seconded to receive the correspondence from Kel Phair for information; AND TO direct staff to respond to Mr. Phair to inform him of the Sewer Petition Inclusion process. CARRIED UNANIMOUSLY
1-5 Correspondence received July 9, 2015 from Vancouver Island Regional Library — Re: Community Consultation event MOVED and seconded to receive the correspondence from Vancouver Island Regional Library for information. CARRIED UNANIMOUSLY
RELEASE OF IN CAMERA RESOLUTIONS
IN CAMERA MEETING OF JULY 20, 2015
Parks and Trails Advisory Committee Appointments MOVED and seconded that Council appoint the following as members of the Parks and Trails Advisory Committee for 2015 and 2016: Kendall Arnold John Boquist James Bouthillier Debbie Clarkston Ross Reid Mark Ziegler AND to release this resolution to the public. CARRIED UNANIMOUSLY
Hiring Committee Terms of Reference MOVED and seconded that Council approve the Hiring Committee Terms of Reference; AND that this resolution be released to the public. CARRIED UNANIMOUSLY
Meeting Date: July 20, 2015 10 District of Sooke Adopted on: September 14, 2015 Special Council Meeting Minutes IN CAMERA MEETING OF JANUARY 5, 2015
Sooke Road Roundabout — Acquisitions of Lands MOVED and seconded to approve the Offer to Purchase Lands agreements for the Sooke Road Roundabout ("Agreements") between the District of Sooke and West Coast Design & Development Services Ltd. ("West Coast") and between the District of Sooke and Evergreen Centre Holdings Corporation ("Evergreen"); AND to authorize the Mayor and CAO to execute the Agreements and all other supporting documentation to complete the purchase from West Coast and Evergreen; AND, upon execution of the Agreements by West Coast and Evergreen, to release this resolution to the public. CARRIED UNANIMOUSLY
ADJOURNMENT MOVED and seconded to adjourn the meeting at 10:44 p.m. CARRIED UNANIMOUSLY
Certified Correct:
Bonr lf Sprinklin Corporate Officer
Meeting Date: July 20, 2015 11 District of Sooke Adopted on: September 14, 2015 Special Council Meeting Minutes DISTRICT OF SOOKE
Minutes of the Special Meeting of Council held in the Council Chamber at 2225 Otter Point Road, Sooke, BC on August 17, 2015 at 7:00 p.m.
COUNCIL PRESENT STAFF PRESENT Mayor Maja Tait Michael Dillabaugh, Director of Finance Councillor Rick Kasper Elisabeth Nelson, Municipal Engineer Councillor Ebony Logins Tina Hansen, Corporate Assistant Councillor Brenda Parkinson Councillor Kerrie Reay
ABSENT: Councillors Berger and Pearson
CALL TO ORDER
Mayor Tait called the meeting to order at 7:00 p.m.
APPROVAL OF AGENDA
MOVED and seconded to approve the agenda as circulated. CARRIED UNANIMOUSLY
PUBLIC QUESTION AND COMMENT PERIOD
There was no input from members of the public.
REPORTS REQUIRING ACTION
RA-1 Town Centre Road Works Brownsey Boulevard to Goodmere Road
MOVED and seconded to direct staff to proceed with the interim paving of the remainder of Brownsey Boulevard and Goodmere Road as noted in the staff report; AND TO include additional paving at the end of the Goodmere Road right of way to tie into the existing driveway access at 6641 Sooke Road. CARRIED UNANIMOUSLY
RA-2 Town Centre Road Works Ornamental Street Lighting
MOVED and seconded to direct staff to proceed with the proposed ornamental street light locations for up to a total of twelve (12) lights and obtain detailed design and estimate prior to construction. CARRIED UNANIMOUSLY
Meeting Date: August 17, 2015 1 District of Sooke Adopted on: September 14, 2015 Special Council Meeting Minutes ADJOURNMENT
MOVED and seconded to adjourn the meeting at 7:26 p.m. CARRIED UNANIMOUSLY
Certified Correct:
Bonn Sprinkling Corporate Officer
Meeting Date: August 17, 2015 2 District of Sooke Adopted on: September 14, 2015 Special Council Meeting Minutes DISTRICT OF SOOKE
Minutes of the Special Meeting of Council held in the Municipal Meeting Room at 2225 Otter Point Road, Sooke, BC on TUESDAY September 8, 2015 at 6:00 p.m.
COUNCIL PRESENT STAFF PRESENT Mayor Maja Tait Gord Howie, Chief Administrative Officer Councillor Rick Kasper Bonnie Sprinkling, Corporate Officer Councillor Ebony Logins Councillor Brenda Parkinson Councillor Kevin Pearson Councillor Kerrie Reay
ABSENT: Councillor Bev Berger
CALL TO ORDER Mayor Tait called the meeting to order at 6:00 p.m.
APPROVAL OF AGENDA MOVED and seconded to approve the agenda as circulated. CARRIED UNANIMOUSLY
MOTION TO CLOSE THE MEETING TO THE PUBLIC MOVED and seconded to close the meeting to the public under section 90(1) of the Community Charter to discuss: • 90(1)(a) personal information about an identifiable individual who holds or is being considered for a position as an officer, employee or agent of the municipality or another position appointed by the municipality; • 90(1)(c) labour relations or other employee relations; • 90(1)(f) law enforcement, if the council considers that disclosure could reasonably be expected to harm the conduct of an investigation under or enforcement of an enactment; • 90(1)(k) negotiations and related discussions respecting the proposed provision of a municipal service that are at their preliminary stages and that, in the view of the council, could reasonably be expected to harm the interests of the municipality if they were held in public. CARRIED UNANIMOUSLY
Report of In Camera Resolutions
September 8, 2015 In Camera Special Council Meeting RA-1 Board of Variance — Member Appointment
MOVED and seconded that Council appoint Robert Irwin as a member of the Board of Variance for a three-year-term: AND to release this resolution to the public. CARRIED Councillor Brenda Parkinson opposed the motion
Meeting Date: September 8, 2015 1 District of Sooke Adopted on: September 14, 2015 Special Council Meeting Minutes ADJOURNMENT MOVED and seconded to adjourn the meeting at 9:20 p.m. CARRIED UNANIMOUSLY
Certified Correct:
Maja Ta Bonn' prinkling Mayor/ Corpora e Officer
Meeting Date: September 8, 2015 2 District of Sooke Adopted on: September 14, 2015 Special Council Meeting Minutes
DISTRICT OF SOOKE Committee of the Whole Minutes Meeting held TUESDAY, September 8, 2015 at 7:00 pm Council Chamber, 2225 Otter Point Road
COUNCIL PRESENT STAFF PRESENT Mayor Maja Tait Gordon Howie, Chief Administrative Officer Councillor Rick Kasper Bonnie Sprinkling, Corporate Officer Councillor Ebony Logins Elisabeth Nelson, Municipal Engineer Councillor Brenda Parkinson Tina Hansen, Corporate Assistant Councillor Kevin Pearson Councillor Kerrie Reay
Absent: Councillor Bev Berger
1. Call to Order
The meeting was called to order at 7:04 p.m.
2. Approval of Agenda
MOVED to approve the agenda with the following items as supplemental information: • Submission received September 4, 2015 from Net Zero Waste Inc. o Letter of Reference dated July 3, 2015 from the City of Abbotsford o Letter of Reference dated May 11, 2010 from District of Sooke CARRIED
3. Presentation: Net Zero Waste Inc. — Mateo Ocejo
Mateo Ocejo, Director, Net Zero Waste Inc. provided a powerpoint presentation and addressed the Committee as to an organics composting facility in Sooke. Mr. Ocejo advised that he presented a similar proposal to the Council of the day in 2010. At that time, Council had provided a letter of support for a facility in Sooke.
Mr. Ocejo overviewed the Net Zero Gore Cover System and provided a summary of the operational success of similar facilities including a facility recently located in the City of Abbotsford. Mr. Ocejo advised that Net Zero Waste Inc. is environmentally conscious and are involved in community through initiatives such as education and fundraising. Mr. Ocejo believes that Sooke would be a great location for a composting facility. They are requesting a letter of support from Council that would indicate that Council is open to considering a facility in Sooke.
1
Meeting Date: September 8, 2015 District of Sooke Adopted on: September 28, 2015 Committee of the Whole Meeting Minutes A discussion ensued between Mr. Ocejo and the Committee as follows:
• Timelines as to the Capital Regional District (CRD) Kitchen Scraps Program as the composting of kitchen scraps is on hold but collection is ongoing • Discussion as to the level of noise produced by a composting facility including trucks and equipment. These types of composting facilities are considered to be a light industrial activity • The Hartland Landfill is a suitable location for this type of composting facility and the CRD should consider locating a facility at Hartland • Discussion as to whether Net Zero Waste Inc. will be presenting during the UBCM Convention • Concerns as to the number of trucks that could be transporting organics through Sooke if a facility were located here • Discussion as to the east side of Sooke including T'Sou-ke First Nation land being a suitable location for a facility as it reduces the level of trucks travelling through the community and town centre • There are a number of underutilized industrial properties in Sooke and Agricultural lands that are not performing adequately that could be looked at as potential sites • Net Zero Waste Inc. would be responsible for the operation of the facility including the management of private waste haulers to transport the organics • Net Zero Waste Inc. is looking for the support of the CRD, the western communities, and local waste management haulers; they require a letter of support from Council in order to move forward with the project • Council will need to be guarded with the level of support they provide; Net Zero Waste will require sanctioning from the province and the CRD to move forward • Discussion as to the number of local jobs that this type of facility would create for Sooke including positions such as educational coordinator, administration staff, equipment operators and labourers • Discussion as to relationship building in the community such as with Local farmers, schools and classrooms • Consideration to providing a letter of support to Net Zero Waste Inc. that captures feedback from today's discussion
Public Input:
Gail Hall, Sooke resident, inquired as to the size of property that would be required for this type of composting facility. Mr. Ocejo advised that depending on the number of tonnes that is being processed, anywhere between two and six acres.
Brian Mooney, Sooke resident, commented as to the economic benefits that a cornposting facility could provide to Sooke. Mr. Mooney advised that there is money to be made in agriculture, specialty products and value added processing can make a difference to the economy. The downstream effect of having a facility located in Sooke could be substantially more than the twelve jobs; Sooke is crying out for economic support.
2
Meeting Date: September 8, 2015 District of Sooke Adopted on: September 28, 2015 Committee of the Whole Meeting Minutes MOVED to direct staff to draft a letter of support for Net Zero Waste Inc. for Council approval at an upcoming Regular Council meeting. CARRIED UNANIMOUSLY
4. Amenity Discussion: 2182 Church Road Rezoning Application
Gord Howie provided an overview of the staff report for the Committee.
Dave Smith, McElhanney Consulting Services representing the applicant, addressed the Committee as to the rezoning application for 2182 Church Road. Mr. Smith advised that the property owners would like to keep flexibility in the plans for the development. Mr. Smith reported that the property owners are opposed to a cash contribution for amenities and that they would like Council to take into consideration the property the landowners sold to the District in 2013 at a reduced value to allow for the creation of Wadams Way.
Peter Cook, property owner, advised that the property at 2182 Church Road has been in his family for 74 years. Mr. Cook stated that the family worked collaboratively with the District and the province and sold the 1.9 acres of land at a less than market value for Wadams Way as they believed it was the right thing to do for the community. The family have decided to utilize the property to its full potential and began the rezoning process. Mr. Cook advised that they are concerned about the amenity contributions the District is requesting and are asking Council to recognize the contribution the family made two years ago with the land sale.
Dave Smith further reported that the property owners will still have to undertake the subdivision requirements under the Local Government Act.
Committee Discussion: • Discussion as to the goodwill made between the District of Sooke and the property owners during the land acquisition negotiations for Wadams Way and that Councils cannot fetter future Councils • In context, if this property was to apply for subdivision or rezoning prior to construction of the Connector, the property owners would be responsible for half of the construction costs of Wadams Way; the road offers a direct benefit to the property • Council will need to look at the amenities with a balanced approach that is agreed to by both parties • There was due diligence with the previous Council and the land acquisition negotiations and agreement • Council is open to future discussions as to what would be required as amenities with the rezoning of the property • It is important to address the Church Road intersection location to ensure safety for existing and future residents who will be using the crosswalk and to also address drainage issues in that area • What the estimated land value would be for the proposed roundabout at Church Road and Throup Road • Concerns as to the parkland dedication in the rezoning application near the location of the Church Road and Throup Road roundabout
3
Meeting Date: September 8, 2015 District of Sooke Adopted on: September 28, 2015 Committee of the Whole Meeting Minutes Mr. Smith clarified that this area was a stormwater collection area, not to be confused with a formal park. • Concerns as to the amount of flexibility in the development and whether the applicants would be willing to go back to the drawing board to come up with a plan that would provide more certainty with the overall development. Having greenspace in the centre of the development would make more sense • Discussion as to whether the development will be fee simple or 80% strata title as this will have an impact on what will happen on the property
Mr. Smith clarified that this is a comprehensive development zone application with fee simple lots. The park areas were identified working with the Planning Department and it was felt the location next to CASA would be the most suitable location.
• Discussion as to referral responses in particular the CRD Water response • Discussion as to additional lighting on the multi-use trail along Church Road and a multi-use trail on the other side of Wadams Way included as part of the development of the property • Concerns as to the proposed parkland in Area A Mr. Smith explained that it is common practice to utilize stormwater retention areas as greenspace and that they be dedicated to the community as "park". The greenspace in Area A will be a stormwater retention area and will not take the place of a community park.
Public Input:
Gail Hall, Sooke resident, inquired as to the calculations for community amenities on the property in the staff report. Ms. Hall believes that the District of Sooke does not have the authority to require amenities other than through a Phased Development Agreement. Ms. Hall also inquired as to density bonusing.
ACTION ITEM: Mr. Howie to review the amenity contribution calculations in the staff report.
MOVED to recommend THAT COUNCIL direct staff to continue negotiations for amenities with the applicant for 2182 Church Road to require the applicant to dedicate the required land for a potential future roundabout at the Church Road/Throup Road intersection, and complete upgrades to an interim standard to improve vehicular and pedestrian safety, and allow this work to count towards the amenity contribution as it provides a clear community benefit. CARRIED UNANIMOUSLY
5. Public Input:
Mary Brooke, Sooke Voice News, addressed the Committee as to the concrete median at the Highway 14 — Townsend Road intersection. Ms. Brooke advised that the median has been removed due to the paving of Highway 14 but will eventually be put back in place. Ms. Brooke reported that when she previously addressed Council as to concerns of the impact the median (right-in right-out) affected local business in the area she was advised that the main reason for not altering the corner was due to the cost of the 4
Meeting Date: September 8, 2015 District of Sooke Adopted on: September 28, 2015 Committee of the Whole Meeting Minutes concrete for the median. Ms. Brooke believes that the businesses should be compensated in some way and hopes that this is not a forgotten issue.
Gail Hall, Sooke resident, inquired as to the staking that has recently taken place at the Horseshoe pitch on Sooke River Road. Ms. Hall also reported on bylaw enforcement concern of trailers on Sooke River Road and an animal control concern of barking dogs on Sooke River Road
Mayor Tait advised that the District is still waiting to hear back from the Agricultural Land Commission as to the Sooke River Road Property and that there is a "stop work' directive on the Horseshoe Pitch until the matter is worked out.
Councillor Pearson reported that he and Councillor Reay met with District staff and representatives from the Horseshoe Pitching Association last week and that the stakes are indicators of where the horseshoe pitches would be located.
ACTION ITEM: Staff to look into Ms. Hall's as to Bylaw Enforcement and Animal Control as noted.
5. Adjournment
The meeting was adjourned at 9:20 p.m.
Certified Correct:
Maja Tait Bo prinklin Mayor Corporate Officer
5
Meeting Date: September 8, 2015 District of Sooke Adopted on: September 28, 2015 Committee of the Whole Meeting Minutes DISTRICT OF SOOKE
Minutes of the Regular Meeting of Council held in the Council Chamber at 2225 Otter Point Road, Sooke, BC on September 14, 2015 6:00 p.m., Closed Portion, Meeting Room 7:00 p.m., Open Portion, Council Chamber
COUNCIL PRESENT STAFF PRESENT Mayor Maja Tait Gord Howie, Chief Administrative Officer Councillor Bev Berger Michael Dillabaugh, Director of Finance Councillor Rick Kasper Bonnie Sprinkling, Corporate Officer Councillor Ebony Logins Elisabeth Nelson, Municipal Engineer Councillor Brenda Parkinson Steve Sorensen, Fire Chief Councillor Kevin Pearson Sarah Temple, Finance and Admin Assistant Councillor Kerrie Reay
CALL TO ORDER Mayor Tait called the meeting to order at 6:00 p.m.
MOTION TO CLOSE THE MEETING TO THE PUBLIC MOVED to close the meeting to the public under section 90(1) of the Community Charter to discuss: 90(1)(a) personal information about an identifiable individual who holds or is being considered for a position as an officer, employee or agent of the municipality or another position appointed by the municipality; 90(1)(c) labour relations or other employee relations; and 90(1)(g) litigation or potential litigation affecting the municipality. CARRIED UNANIMOUSLY
CALL TO ORDER - OPEN PORTION Mayor Tait called the open portion of the Regular Council meeting to order at 7:04 p.m. in the Council Chambers.
APPROVAL OF THE AGENDA
MOVED and seconded to approve the agenda as circulated with the: • Addition of the following items to the agenda as new business/supplementary information Adoption of Council and COW Meeting Minutes: September 8, 2015 Special Council Meeting; and • Removal of Item D-1 Delegation: Great Canadian Gaming Corporation CARRIED UNANIMOUSLY
1 Meeting Date: September 14, 2015 District of Sooke Adopted on: September 28, 2015 Regular Council Meeting Minutes ADOPTION OF MINUTES
MOVED and seconded that the minutes of the Regular Council meeting held on June 22, 2015 be adopted as circulated. CARRIED UNANIMOUSLY
MOVED and seconded that the minutes of the Committee of the Whole meeting held on July 6, 2015 be adopted as circulated. CARRIED UNANIMOUSLY
MOVED and seconded that the minutes of the Special Council meeting held on July 20, 2015 be adopted as circulated. CARRIED UNANIMOUSLY
MOVED and seconded that the minutes of the Special Council meeting held on August 17, 2015 be adopted as circulated. CARRIED UNANIMOUSLY
MINUTES FOR INFORMATION
MOVED and seconded that the following minutes be received for information: July 28, 2015 Emergency Planning Committee September 1, 2015 Parks and Trails Advisory Committee CARRIED UNANIMOUSLY
DELEGATIONS
D-1 Great Canadian Gaming Corporation Agenda Item D-1 cancelled.
D-2 Age-Friendly Committee
Christine Bossi presented a PowerPoint presentation on behalf of the Sooke Age Friendly Committee. Ms. Bossi addressed Council as to a celebration to be held at Ayre Manor on October 1st in honour of National Senior's Day. Mayor Tait stated that October 1st has been proclaimed as National Seniors Day in the District of Sooke.
PUBLIC QUESTION AND COMMENT PERIOD
Jeff Zigay, Sooke resident, addressed Council and commended their decision to pave portions of Brownsey Boulevard and Goodmere Road in conjunction with the roundabout project. Mr. Zigay stated his support for a pedestrian trial from Goodmere to the waterfront.
Mr. Zigay further addressed Council with regards to his property at 6645 Sooke Road and stated that the sewer connection to the northern portion of his property has been capped off during roundabout construction. Mr. Zigay requested that he would like to see the sewer connection issue addressed before paving is completed.
2 Meeting Date: September 14, 2015 District of Sooke Adopted on: September 28, 2015 Regular Council Meeting Minutes MOVED and seconded that the sewer hook-up be connected to the northern portion of Mr. Zigay's property at 6645 Sooke Road as it was before. CARRIED UNANIMOUSLY
BYLAWS
B-1 Bylaw No. 613, Zoning Amendment Bylaw (600-16)— 6645 Sooke Road
MOVED and seconded that Bylaw No. 613, Zoning Amendment Bylaw (600-16) be adopted. CARRIED UNANIMOUSLY
B-2 Bylaw No. 620, Zoning Amendment Bylaw (600-18) — 6431 Sooke Road
MOVED and seconded that Bylaw No. 620, Zoning Amendment Bylaw (600-18) be introduced and read a first time. CARRIED UNANIMOUSLY MOVED and seconded that Bylaw No. 620, Zoning Amendment Bylaw (600-18) be read a second time. CARRIED UNANIMOUSLY MOVED and seconded to schedule a Public Hearing for Bylaw No. 620, Zoning Amendment Bylaw (600-18) in accordance with the requirements of the Community Charter and the Local Government Act. CARRIED UNANIMOUSLY
B-3 Bylaw No. 621, Permissive Tax Exemption Bylaw for Public Parks and Recreation Grounds, Not for Profit Corporations and Public Authority Amendment Bylaw (338- 4)
MOVED and seconded that Bylaw No. 621, Permissive Tax Exemption Bylaw for Public Parks and Recreation Grounds, Not for Profit Corporations and Public Authorities Amendment Bylaw (338-4) be introduced and read a first time. CARRIED UNANIMOUSLY MOVED and seconded that Bylaw No. 621, Permissive Tax Exemption Bylaw for Public Parks and Recreation Grounds, Not for Profit Corporations and Public Authorities Amendment Bylaw (338-4) be read a second time. CARRIED UNANIMOUSLY MOVED and seconded that Bylaw No. 621, Permissive Tax Exemption Bylaw for Public Parks and Recreation Grounds, Not for Profit Corporations and Public Authorities Amendment Bylaw (338-4) be read a third time. CARRIED UNANIMOUSLY MOVED and seconded to direct staff to publish notice as to Bylaw No. 621 in accordance with section 227 of the Community Charter. CARRIED UNANIMOUSLY
Action Item: Mr. Dillabaugh to look into whether BC Assessment will prorate the assessed value of the property formerly occupied by the Salvation Army and whether a supplemental tax notice will be sent for the portion of the year that the property was not occupied by the Salvation Army. 3 Meeting Date: September 14, 2015 District of Sooke Adopted on: September 28, 2015 Regular Council Meeting Minutes REQUIRING ACTION
RA-1 Sooke Program for the Arts (SPA) Committee
MOVED and seconded to endorse the re-establishment of the Sooke Program for the Arts (SPA) Committee, with the amendment to the terms of reference; AND TO endorse the appointment of Councillor Brenda Parkinson to the SPA Committee for 2015; AND FURTHER TO direct staff to advertise for volunteer public members for appointment by Council to the SPA Committee for 2015. CARRIED UNANIMOUSLY
Action Item: Sooke Program for the Arts (SPA) Committee Terms of Reference to be amended to state: Responsibilities of the Committee: 6. Administer the Sooke Arts Reserve Fund for Public Art in accordance with Bylaw No. 172, subject to Council approval.
RA-2 Canada 150 Mosaic
MOVED and seconded to approve the Service Agreement with Mural Mosaic for the Canada 150 Mural project for an 8" x 8" mural at the cost of $10,000; AND TO prioritise a Town Centre location for the mural; AND FURTHER TO approve the funding of the Canada 150 Mosaic project to a maximum of $10,000 from the SPA Reserve Fund. CARRIED
RA-3 Fire Department Service Level Review — Award of Contract
MOVED and seconded to forward the discussion of the Fire Department Service Level Review — Award of Contract to the Long Term Financial Planning Committee, as a priority issue for Committee review, to be brought back to Council. CARRIED Councillor Logins opposed the motion
REPORTS FOR INFORMATION
RI-1 RCMP Monthly Mayor Report MOVED and seconded to receive the RCMP Monthly Mayor Report for June and July 2015 for information. CARRIED UNANIMOUSLY
RI-2 Mayor and Council Reports (Verbal)
Councillor Kasper reported that he attended the CRD Board meeting as well as the Hospital Board meeting on behalf of Mayor Tait. Councillor Kasper reported on the CRD decision to increase director's salaries, which he voted against after consulting with Mayor Tait. 4 Meeting Date: September 14, 2015 District of Sooke Adopted on: September 28, 2015 Regular Council Meeting Minutes Councillor Parkinson reported that she attended several great events over the summer, including the Sooke Community Arts Council's Art in the Park & Beach Art events, the Queen's Reign Ceremony and the Sooke Fall Fair. Councillor Parkinson also reported that she had attended the Emergency Planning Committee Meeting in July, the Sooke Region Historical Society meeting and the Parks and Trails Advisory Committee meeting.
Councillor Berger reported that SEAPARC has completed their Strategic Plan and it is available on their website. Councillor Berger gave an overview of the projected SEAPARC requisitions for both the District of Sooke and the Juan de Fuca Electoral Area for 2016.
Councillor Pearson reported that he attended the Juan de Fuca Water Commission meeting and that the grant application for the extension of the Kemp Lake Waterworks was not successful.
Councillor Reay reported on the Vancouver Island Regional Library's Community Consultation and Expression of Interest for a new library location in Sooke. Councillor Reay stated that she and Councillor Pearson continue to meet with the Sooke Horseshoe Club and that the CREST Board meeting is scheduled for the coming week in Nanaimo.
Councillor Logins reported that the Sooke Fine Arts Show was a great success and that the Sooke Youth Council did a number of beach clean-ups over the summer. Councillor Logins encouraged those in attendance to take part in the Age Friendly Celebration at Ayre Manor on October 1st and stated that she is looking forward to the upcoming UBCM Convention.
Mayor Tait reported that the District of Sooke resolution against increased tanker traffic, which was supported by AVICC, is moving forward to UBCM and that Councillors attending UBCM should be prepared to speak to it if required. Councillors will not have an opportunity to meet with Minister Todd Stone at UBCM, but Mayor Tait will invite Minister Stone to meet with Council in Sooke.
Mayor Tait reported on several other events and initiatives underway, including Tour de Rock Day on September 30, an FCM workshop on October 5th and two events taking place in Victoria. Also, students from Royal Roads University are working on a Sooke Tourism Plan and will be contacting members of Council. Mayor Tait reported that she took part in a forum with UVIC Leadership over the summer, was interviewed on Shaw TV and has continued meeting with the Primary Health Care Services Working Group — who will be releasing a report on X-ray services in the region.
NEW BUSINESS
MOVED and seconded that the minutes of the Special Council meeting held on September 8, 2015 be adopted as circulated. CARRIED UNANIMOUSLY
5 Meeting Date: September 14, 2015 District of Sooke Adopted on: September 28, 2015 Regular Council Meeting Minutes CORRESPONDENCE REQUIRING ACTION
C-1 Correspondence received July 22, 2015 from Corporation of the Township of Esquimalt RE: Te'mexw Treaty Advisory Committee (TTAC)
MOVED and seconded to approve funding in the amount of $5,000 for the Te'mexw Treaty Advisory Committee expenses for 2015. CARRIED UNANIMOUSLY
C-2 Correspondence received August 5, 2015 from the Office of the Mayor Fred Eisenberger, City of Hamilton RE: Request for Support
Councillor Pearson declared a conflict of interest on this agenda item as he is employed by Canada Post and left the meeting at 8:54 p.m.
MOVED and seconded to receive and file the correspondence from the Office of the Mayor Fred Eisenberger, City of Hamilton. CARRIED UNANIMOUSLY
Councillor Pearson returned to the meeting at 8:55 p.m.
CORRESPONDENCE AND COUNCIL REPORTS FOR INFORMATION
1-1 Sooke Region Chamber of Commerce Quarterly Report April — June 2015
MOVED and seconded to file the Sooke Region Chamber of Commerce Quarterly Report for April — June 2015. CARRIED UNANIMOUSLY
1-2 Correspondence received July 16, 2015 from Minister of Justice RE: Integrated Teams and the regional delivery of police services in the Capital Regional District (CRD)
Councillor Reay declared a conflict of interest as she is employed by the Ministry of Justice and left the meeting at 8:55 p.m.
MOVED and seconded to file the correspondence from the Minister of Justice. CARRIED UNANIMOUSLY
Councillor Reay returned to the meeting at 8:57 p.m.
1-3 Correspondence received July 20, 2015 from Ellen Lewers RE: Sooke River Multi- Use Trail
MOVED and seconded to file the correspondence from Ellen Lewers. CARRIED UNANIMOUSLY
6 Meeting Date: September 14, 2015 District of Sooke Adopted on: September 28, 2015 Regular Council Meeting Minutes 1-4 Correspondence received August 5, 2015 from Union of British Columbia Municipalities (UBCM) RE: Gas Tax Agreement Community Works Fund Payment MOVED and seconded to file the correspondence from the Union of British Columbia Municipalities. CARRIED UNANIMOUSLY
1-5 Correspondence received August 6, 2015 from Sooke Region Chamber of Commerce RE: Multi-Use Kirby Road Trail Connection MOVED and seconded to file the correspondence received from the Sooke Region Chamber of Commerce. CARRIED UNANIMOUSLY
1-6 Correspondence received August 10, 2015 from Green Communities Committee RE: Climate Action Recognition Program for 2014 Reporting Year MOVED and seconded to file the correspondence from the Green Communities Committee. CARRIED UNANIMOUSLY
1-7 Correspondence received August 13, 2015 from Ministry of Transportation and Infrastructure RE: New Building Canada Fund — Small Communities Fund Phase 2 Grant Road Connector MOVED and seconded to file the correspondence from the Ministry of Transportation and Infrastructure. CARRIED UNANIMOUSLY
1-8 Correspondence received August 26, 2015 from Association of Vancouver Island Coastal Communities (AVICC) RE: Update on Natural Gas Operating Agreement MOVED and seconded to file the correspondence from the Association of Vancouver Island Coastal Communities. CARRIED UNANIMOUSLY
1-9 Council Reader File — July and August 2015 MOVED and seconded to file the Council Reader File for July and August 2015. CARRIED UNANIMOUSLY
ADJOURNMENT MOVED and seconded to adjourn the meeting at 9:11 p.m. CARRIED UNANIMOUSLY
Certified Correct: IP
Maja alt B•217- Sprin ling Mayor Corporate Officer
7 Meeting Date: September 14, 2015 District of Sooke Adopted on: September 28, 2015 Regular Council Meeting Minutes DISTRICT OF SOOKE
Minutes of the Regular Meeting of Council held in the Council Chamber at 2225 Otter Point Road, Sooke, BC on September 28, 2015 6:00 p.m., Closed Portion, Meeting Room 7:00 p.m., Open Portion, Council Chamber
COUNCIL PRESENT STAFF PRESENT (Open Portion) Mayor Maja Tait Michael Dillabaugh, Director of Finance Councillor Ebony Logins Bonnie Sprinkling, Corporate Officer Councillor Brenda Parkinson Elisabeth Nelson, Municipal Engineer Councillor Kevin Pearson Katherine Lesyshen, Planner II Councillor Kerrie Reay Tina Hansen, Corporate Assistant Staff Sgt. Jeff McArthur
ABSENT: Councillor Bev Berger, Councillor Rick Kasper
CALL TO ORDER Mayor Tait called the meeting to order at 6:00 p.m.
MOTION TO CLOSE THE MEETING TO THE PUBLIC MOVED to close the meeting to the public under section 90(1) of the Community Charter to discuss: • (c) labour relations or other employee relations; • (e) the acquisition, disposition or expropriation of land or improvements, if the council considers that disclosure could reasonably be expected to harm the interests of the municipality; • (k) negotiations and related discussions respecting the proposed provision of a municipal service that are at their preliminary stages and that, in the view of the council, could reasonably be expected to harm the interests of the municipality if they were held in public. CARRIED UNANIMOUSLY
CALL TO ORDER - OPEN PORTION Mayor Tait called the open portion of the Regular Council meeting to order at 7:00 p.m. in the Council Chambers.
APPROVAL OF THE AGENDA
MOVED and seconded to move Agenda Item RI-1 RCMP Quarterly Report to immediately following Adoption of Council and COW Meeting Minutes. CARRIED UNANIMOUSLY
1 Meeting Date: September 28, 2015 District of Sooke Adopted on: October 13, 2015 Regular Council Meeting Minutes MOVED and seconded to add the following items to the agenda as new business/supplemental information: Package 1 • Item RI-1 Supplementary Information — RCMP Quarterly Report (Verbal) o RCMP Monthly Mayor Report — August 2015 • Item NB-1 New Business — Receipt of Draft Council Committee Minutes for Information o September 17, 2015 Sooke Community Centre Advisory Committee Minutes • Item NB-2 New Business — Sooke Community Centre Advisory Committee recommendations from September 17, 2015 meeting: o SCCAC Facilitator • Item NB-4 New Business — Town Centre Light-Up Package 2 • Item PI-1 Supplementary Info — 6523 & 6527 Sooke Road — Development Permit and Development Variance Permit o Correspondence received September 28, 2015 from John and Jacqueline Stinson o Correspondence received September 28, 2015 from Rolf Sander and Sandra Bowers o Correspondence received September 28, 2015 from Lois Gardner o Correspondence received September 28, 2015 from Norman McMahon o Correspondence received September 28, 2015 from Peter Hays o Correspondence received September 28, 2015 from Nafees Aidroos o Correspondence received September 28, 2015 from Denise Renaud and Mervyn Cross o Correspondence received September 28, 2015 from Jean Morgan o Correspondence received September 28, 2015 from John Moorcroft and Louisa Roelofs • Item RA-1 Supplementary Info — 7000 Me!rick Place - Zoning Bylaw Reversal and Termination of Phased Development Agreement o Supplemental Information PLN00926 • Item NB-3 Supplementary Info — 6645 and 6647 Sooke Road — Sanitary Sewer Connection o Correspondence received September 25, 2015 from Jeff Zigay CARRIED UNANIMOUSLY
MOVED and seconded to approve the agenda as amended. CARRIED UNANIMOUSLY
ADOPTION OF MINUTES
MOVED and seconded that the minutes of the Committee of the Whole meeting held on September 8, 2015 be adopted as circulated. CARRIED UNANIMOUSLY
MOVED and seconded that the minutes of the Regular Council meeting held on September 14, 2015 be adopted as amended. CARRIED UNANIMOUSLY
2 Meeting Date: September 28, 2015 District of Sooke Adopted on: October 13, 2015 Regular Council Meeting Minutes RI-1 RCMP Quarterly Report (Verbal)
Mayor Tait advised that Staff Sgt. McArthur will be reporting on something new this evening and will be providing the RCMP Quarterly Report at an upcoming Regular Council Meeting.
Staff Sgt. McArthur reported that December 19th, 2015 will mark the 51st anniversary of the death of Constable Reg Williams, an RCMP member who died in a tragic accident while on duty in Sooke.
Staff Sgt. McArthur introduced RCMP Sgt. Donovan Tait from the Nanaimo Detachment who was a serving member in Sooke during 2005 and 2006. Staff Sgt McArthur reported that Sgt. Tait was instrumental in getting the memorial in honour of Constable Williams erected in front of the Sooke RCMP Detachment. Last December, the Sooke Detachment members held a small celebration in honour of Constable Williams to mark the 50th anniversary of his death. The Detachment would like to continue honouring Constable Williams and will be holding a similar celebration this year. Staff Sgt. McArthur asked for Council's consideration in keeping Constable Williams's memory alive by naming a street, park or something commemorative as his death was in the service of the community of Sooke.
Sgt. Tait addressed Council noting the positive experiences he had during his two years living and serving in Sooke. Sgt. Tait spoke to the importance of honouring those who have lost their lives while on duty. Sgt Tait reported that the dedicated memorial at the Sooke Detachment for Constable Williams was a community effort and built by the residents of Sooke.
Staff Sgt. McArthur advised that they would like to have something in place that the Detachment could announce to the Williams family on December 19th.
MOVED and seconded to direct staff to provide a report to an upcoming Council meeting providing options for Council consideration for a memorial dedication in honour of Constable Reg Williams. CARRIED UNANIMOUSLY
Staff Sgt. McArthur provided additional information to Council as to the Integrated Road Safety Unit (IRSU), the addition of one RCMP member in 2016 and issues around not having 24 hour police coverage in Sooke and other communities.
PUBLIC QUESTION AND COMMENT PERIOD
Gail Hall, Sooke resident, provided comments as to the Committee of the Whole recommendations to Council for 2182 Church Road. Ms. Hall spoke to concerns as to the District requiring the developer to provide amenities in particular land for a roundabout on Church Road. Ms. Hall also asked whether staff have looked into the calculations for affordable housing in the Amenity Contribution Policy.
David Clark, Sooke resident, addressed Council as to his property at 7000 Melrick Place. Mr. Clark clarified that he believed the property was originally zoned RU2. 3 Meeting Date: September 28, 2015 District of Sooke Adopted on: October 13, 2015 Regular Council Meeting Minutes Jeff Zigay, Victoria resident, commented as to Staff Sgt McArthur's presentation advising that he agrees that something more prominent should be done in honour of Constable Williams in the location of the Brownsey Boulevard right of way to the waterfront.
Ellen Lewers, Sooke resident, provided comments as to the Town Centre Light-Up advising that there is an opportunity for solar panels to be set into the road that could provide power to seasonal lighting and reduce the use of electricity. Ms. Lewers also inquired as occurrences under the Mental Health Act in the RCMP Monthly Mayor Report for August.
PUBLIC HEARINGS AND RELATED BYLAWS
PH-1 Report of Public Hearings — 6431 Sooke Road • Bylaw No. 620, Zoning Amendment Bylaw (600-18)
Katherine Lesyshen gave a powerpoint presentation and summary of the rezoning application for 6431 Sooke Road
Mayor Tait called the Public Hearing for Bylaw No. 620 to order at 7:44 p.m.
Mayor Tait advised that any person who believes that their interest in property is affected by the proposed bylaw would be given a reasonable opportunity to be heard or to present written submissions at the public hearing.
Public Submissions: Carol Brown, applicant addressed Council as to the rezoning application for 6431 Sooke Road. Ms. Brown submitted a copy of the covenant along Highway 14 from the Ministry of Transportation and Infrastructure (MoTI) which shows the covenant area and building envelope on the property.
Ellen Lewers, Sooke resident, commented that Council needs to ensure that the District's Official Community Plan is being complied with such that all buildings are built into the landscape so that roof tops do not inhibit views to the Sooke Harbour.
Mayor Tait called three times for submissions to the Public Hearings for Bylaw No. 620. Hearing none, she closed the public hearing at 7:47 p.m.
Council consider third reading of Bylaw No. 620 MOVED and seconded that Bylaw No. 620, Zoning Amendment Bylaw (600-18) be read a third time. CARRIED UNANIMOUSLY
PUBLIC INPUT MEETINGS AND RELATED REPORTS
PI-1 6523 & 6527 Sooke Road — Development Permit and Development Variance Permit
Michael Dillabaugh gave a powerpoint presentation and summary of the Development Variance Permit and Development Permit for 6523 and 6527 Sooke Road.
4 Meeting Date: September 28, 2015 District of Sooke Adopted on: October 13, 2015 Regular Council Meeting Minutes Ian Laing, Applicant, addressed Council and provided information as to the differences between apartment housing and condos or townhouse housing. Mr. Laing reported that the proposed development is for 39 units at 480 square feet each with 39 parking spaces. Generally, in the rental housing market, not all tenants own vehicles. The development is close to the town centre and bus stops. Mr. Laing believes that the 39 parking stalls will be sufficient for the proposed number of units. Mr. Laing overviewed the main level facilities including, bicycle stalls, garbage and recycling receptacles. Each of the units will rent for $650 to $800 per month. Mr. Laing advised that they have tried to purchase the property next door for additional parking and that this may still be an option. The main floor commercial space will be for a small simple use such as a bookkeeper.
Public Input: Lorne Christensen, Sooke resident, was opposed to the Development Permit and Development Variance Permit for 6523 and 6527 Sooke Road and spoke to concerns of reducing the parking requirements and the negative impact this will have on the existing residents. Mr. Christensen advised that Sooke already has inadequate parking and that Council will need to consider this carefully for the residents of Sooke.
Linda Batty, Sooke resident and adjacent property owner, was opposed to the Development Permit and Development Variance Permit. Ms. Batty read an excerpt from the Ministry of Community, Sport and Cultural Development on variances and commented that this is a residential neighbourhood and that the proposed development is too large for the size of the property. Ms. Batty believes that there should be fewer units and additional parking as there is already parking issues in the neighbourhood.
Sandra Bowers, Sooke resident and adjacent property owner, did not support the Development Permit and Development Variance Permit advising of concerns as to the size of the building, number of units and lack of parking spaces in the proposed development. Ms. Bowers has concerns as to the amount of dirt and noise that the construction stage will create in the neighbourhood. Ms. Bowers believes this is not the location for this particular development.
Ellen Lewers, Sooke resident, was not in support of the Development Permit and Development Variance Permit and commented that the proposed development does not fit in the residential neighbourhood. Ms. Lewers also provided comments as to the referral agency comments provided by the Ministry of Transportation and Infrastructure and the Fire Department.
Nafees Aidroos, Sooke resident and adjacent property owner, read a submission from John Moorcroft opposed to the Development Permit and Development Variance Permit followed by her own submission in opposition to the applications.
Gail Hall, Sooke resident, was not is support of the Development Variance Permit advising that she agrees with previous comments that the statutory use for a Development Variance Permit should not be a matter of convenience as is in this situation. Ms. Hall advised that this is not an acceptable use of a variance.
Mr. Laing addressed comments made by members of the public. Mr. Laing advised that this proposal is a green initiative, structured from shipping containers, he has hired the
5 Meeting Date: September 28, 2015 District of Sooke Adopted on: October 13, 2015 Regular Council Meeting Minutes
professional consultants to ensure a successful project and that it could get recognition for Sooke. There would be a positive change in the economics of the community; jobs would be created. Mr. Laing believes from his experience as a property manager, that there is adequate parking although he is willing to look into the purchase of the lot next door for additional parking spaces. Mr. Laing noted that there are technical issues with the adjacent land locked property.
Maria Steffanitas, Sooke resident, commented that the proposed project could be an opportunity to provide a percentage of the units as affordable housing or subsidized housing for those in need. These are the people who would not own vehicles.
Mark Cross, Sooke resident, inquired as to the construction of the proposed development being from shipping containers. Mr. Cross advised that he agrees with the previous comments of the evening that this is the wrong building in the wrong place. Mr. Cross commented that there have always been parking issues in this location, and he does not believe an exit off Lanark Road is a good idea.
MOVED and seconded to issue Development Variance Permit PLN01190 to vary the following as part of Development Permit PLN01183: 1. Vary Section 4.6 (m) of the Sooke Zoning Bylaw, 2013 by reducing the parking stall setbacks from 3m to 1.5m along Lanark Road and Dover Street; 2. Vary Section 4.8 of the Sooke Zoning Bylaw, 2013 by reducing the number of residential parking stalls from 1.5 stalls per dwelling unit to 1 stall per dwelling unit and; 3. Vary Section 4.8 of the Sooke Zoning Bylaw, 2013 by reducing the commercial office parking stalls from 1 stall per 30 m2 to 1 stall per 45 m2. AND TO issue Development Permit PLN01183 on Lot A, Section 14, Sooke District, Plan 31351 and Lot C (DD D4015), Block 12, Section 14, Sooke District, Plan 217 for the purposes of constructing a residential building with a commercial unit. DEFEATED Councillors Parkinson and Reay supported the motion Mayor Tait, Councillors Logins and Pearson opposed the motion
MOVED and seconded to amend the motion by inserting the words "subject to the purchase of the adjacent Closed Road property by the developer for additional parking as a condition of the Development Permit" following the words "building with a commercial unit. 11 MOTION WITHDRAWN
MOVED and seconded to direct staff to continue to work with the developer as to the Development Permit for the 6523 and 6527 Sooke Road project in an effort to come up with solutions for parking. CARRIED UNANIMOUSLY
6 Meeting Date: September 28, 2015 District of Sooke Adopted on: October 13, 2015 Regular Council Meeting Minutes BYLAWS B-1 Bylaw No. 621, Permissive Tax Exemption for Public Parks and Recreation Grounds, Not for Profit Corporations and Public Authorities Amendment Bylaw (338-4) MOVED and seconded that Bylaw No. 621, Permissive Tax Exemption for Public Parks and Recreation Grounds, Not for Profit Corporations and Public Authorities Amendment Bylaw (338-4) be adopted. CARRIED UNANIMOUSLY
REPORTS REQUIRING ACTION
RA-1 7000 Melrick Place — Zoning Bylaw Reversal and Termination of Phased Development Agreement
Michael Dillabaugh provided a powerpoint presentation and summary of the Zoning Bylaw Reversal and Termination of Phased Development Agreement for 7000 Melrick Place.
MOVED and seconded to invite Mr. David Clark to address Council on this agenda item. CARRIED UNANIMOUSLY
David Clark, property owner, provided clarification as to the two different zones on the property. Mr. Clark asked if the fees that were paid for the sewer hook-up to the property could be used towards the costs of the zoning bylaw reversal and termination of the covenant.
MOVED and seconded to restore the previous zoning on 7000 Melrick Place, which would require the following: 1. Sooke Zoning Bylaw amendment bylaw returning the portion of 7000 Melrick Place from Small Lot Residential (R3) to the split zone of Rural (RU2) and Rural Residential (RU4) as indicated in Bylaw No. 529; 2. Bylaw to repeal Bylaw No. 530, 7000 Melrick Place Phased Development Agreement Authorization Bylaw and Council resolution to terminate and discharge under section 7.0 the Phased Development Agreement that was entered into with the owners of the property at the time of rezoning; and 3. Sooke Core Sewer Specified Area Bylaw (SSA) amendment bylaw removing the portion of the property that was included into the SSA under Bylaw No. 531; AND THAT staff provide further information as to the fees payable for the above. CARRIED UNANIMOUSLY
RA-2 Municipal Contract Policing Resource Request
MOVED and seconded to authorize staff to provide a letter to the Minister of Justice confirming financial commitment for an increase of one regular member to its municipal policing contract for the 2016/2017 fiscal year, effective September 1, 2016. CARRIED UNANIMOUSLY
7 Meeting Date: September 28, 2015 District of Sooke Adopted on: October 13, 2015 Regular Council Meeting Minutes RA-3 Committee of the Whole Recommendations from September 8, 2015 meeting:
Presentation: Net Zero Waste Inc. Letter of Support MOVED and seconded that the Mayor sign the letter of support for Net Zero Waste Inc. CARRIED UNANIMOUSLY
Amenity Discussion: 2182 Church Road Rezoning Application MOVED and seconded to direct staff to continue negotiations for amenities with the applicant for 2182 Church Road. CARRIED UNANIMOUSLY
REPORTS FOR INFORMATION
RI-2 Mayor and Council Reports (Verbal)
Mayor Tait reported that there will be a Safe Halloween event this year at the District of Sooke Municipal Hall parking lot and John Phillips Memorial Park. The Safe Halloween Committee is organizing the event and includes the Sooke Fire Department, SEAPARC, Sooke Rotary, and Sooke Harbour Players.
Councillor Reay reported on attending CREST and Vancouver Island Regional Library (VIRL) Board meetings. Councillor Reay provided an update as to the Sooke Library facility and VIRL 2016-2020 Five Year Financial Plan. Councillor Reay also attended the Sooke Region Chamber of Commerce Economic Development Symposium.
Councillor Pearson reported on attending the Sooke Region Chamber of Commerce Economic Development Symposium and the Apple Festival at the Sunriver Allotment Gardens.
Councillor Logins reported on attending the Union of British Columbia Municipalities (UBCM) Convention. Councillor Logins spoke to the District of Sooke Resolution on oil tanker traffic which was supported at the Convention. Councillor Logins also reported that the Victoria Sexual Assault Centre will be opening a new clinic in Cedar Hill.
Councillor Parkinson reported on attending the Sooke Community Arts Council AGM. Councillor Parkinson also attended the Sooke Parks and Trails Advisory Committee bus tour of parks in the community. Councillor Parkinson attended the UBCM Convention and will provide a report to Council on the Convention at an upcoming meeting. Councillor Parkinson also attended the Sooke Lions Club celebrations, the Apple Festival and the Te'mexw Treaty Negotiations.
Mayor Tait additionally reported on the upcoming meeting at CRD for the Regional Growth Strategy. Mayor Tait advised that she is attending the Primary Health Services Committee meetings and is making recommendations to the Committee as to health related matters in Sooke. Mayor Tait also attended the Sooke Lions Club celebration.
Councillor Reay advised that she attended the Apple Festival at the Sunriver Allotment Gardens where she had discussions with a person who had drone coverage of the event. Councillor Reay will forward contact information to Council and Staff. 8 Meeting Date: September 28, 2015 District of Sooke Adopted on: October 13, 2015 Regular Council Meeting Minutes RI-3 CAO Update (Verbal) The CAO Update will be provided at an upcoming Regular Council Meeting.
NEW BUSINESS
RI-1 RCMP Quarterly Report — Verbal • RCMP Monthly Mayor Report — August 2015 MOVED and seconded to receive the RCMP Monthly Mayor Report for August 2015 for information. CARRIED UNANIMOUSLY
NB-1 Receipt of Draft Council Committee Minutes for Information
MOVED and seconded that the following minutes be received for information: September 17, 2015 Sooke Community Centre Advisory Committee Minutes CARRIED UNANIMOUSLY
NB-2 Sooke Community Centre Advisory Committee recommendations from September 17, 2015 meeting:
MOVED and seconded to approve the funding of a third party facilitator, up to a cost of $800 from the Council Contingency Fund, to assist the Sooke Community Centre Advisory Committee in prioritizing community needs and determining how these needs will fit into identified potential sites for the Sooke Community Centre; AND TO invite SCCAC Committee members and identified potential partners to attend a community visioning meeting. CARRIED UNANIMOUSLY
NB-3 6645 & 6647 Sooke Road — Sanitary Sewer Connection
Michael Dillabaugh provided a summary of the staff report.
MOVED and seconded to invite Mr. Zigay to address Council on this agenda item. CARRIED UNANIMOUSLY
Jeff Zigay addressed Council as to his property at 6645 and 6647 Sooke Road advising that he believed the District was the developer as to the subdivision of his property during the land negotiations for Brownsey Boulevard. Mr. Zigay believes that with the creation of the two lots it is now the responsibility of the District to have the lots serviced by the sanitary sewer system. He does not agree with a shared easement between the lots for the sewer services. Mr. Zigay advised that he has had a legal opinion that states the District is responsible to provide the additional sewer hook-up.
Mr. Zigay suggested that a possible solution to servicing the second lot could be through existing sewer infrastructure on Lincroft, Goodmere, and Home Roads as he would like to market this as a buildable lot with sewer service.
9 Meeting Date: September 28, 2015 District of Sooke Adopted on: October 13, 2015 Regular Council Meeting Minutes Mayor Tait gave notice that she requires Council reconsideration under section 131 Community Charter of the Council resolution of September 14, 2015 as follows: "THAT the sewer hook-up be connected to the northern portion of Mr. Zigay's property at 6645 Sooke Road as it was before."
ACTION ITEM: Staff and Mr. Zigay to provide background information to Council related to this matter, including the signed Purchase Agreement between Mr. Zigay and the District of Sooke and information as to who is responsible for providing connection to the sewer service and if so, what the costs would be and where the best possible connection for service would be.
MOVED and seconded that Council seek a legal opinion on the Purchase Agreement between Seaview Development and the District of Sooke and the requirement to provide sanitary sewer connection under the Subdivision and Development Standards Bylaw at the time of the subdivision of Seaview's property. CARRIED UNANIMOUSLY
NB-4 Town Centre Light-Up
MOVED and seconded to continue the Regular Council Meeting past 11:00 p.m. in accordance with s. 33 of the Council Procedure Bylaw. CARRIED UNANIMOUSLY
MOVED and seconded to approve the purchase of lighting and decorations for the District of Sooke Town Centre from Leblanc Illuminations Canada in an amount not to exceed $10,000. CARRIED UNANIMOUSLY
CORRESPONDENCE REQUIRING ACTION
C-1 Correspondence received September 15, 2015 from Community Living British Columbia — South Island Community Council RE: Request to Proclaim October as Community Living Month in the District of Sooke
MOVED and seconded to direct the Mayor to proclaim October as Community Living Month in the District of Sooke. CARRIED UNANIMOUSLY
ADJOURNMENT
MOVED and seconded to adjourn the meeting at 10:59 p.m. CARRIED UNANIMOUSLY
Ce ied Correct:
Maja Tait nie Spri kling Mayor Corporate Officer 10 Meeting Date: September 28, 2015 District of Sooke Adopted on: October 13, 2015 Regular Council Meeting Minutes DISTRICT OF SOOKE
Report of the Annual Municipal Tax Sale held in the Council Chamber at 2225 Otter Point Road, Sooke, BC on September 28, 2015 10:00 am.
STAFF PRESENT
Michael Dillabaugh, Director of Finance Deborah Knight, Accounting Assistant II Sarah Temple, Finance and Administration Assistant, Recorder
CALL TO ORDER
Michael Dillabaugh called the District of Sooke Annual Municipal Tax Sale to order at 10:00 am. Monday, September 28, 2015 in the Council Chambers.
Mr. Dillabaugh stated that this tax sale is being held pursuant to section 403 of the Local Government Act and read out a written statement as to how the District of Sooke annual tax sale was to be conducted.
There were no questions from the public.
1820 Maple Ave S — Lt C, Section 3, Sooke, PL VIP18924
Mr. Dillabaugh advised the parcel of real property for sale with a civic address of 1820 Maple Ave S — Lt C, Section 3, Sooke, PL VIP18924 would be auctioned off to the highest bid starting with the upset price of the property. The upset price and starting bid for 1820 Maple Ave S — Lt C, Section 3, Sooke, PL VIP18924 was $ 32,134.86
The following bids were submitted: Julie Pedneault $ 32,134.86
Mr. Dillabaugh called a second time for a bid of higher than $ 32,134.86
Mr. Dillabaugh called a third and final time for a bid of higher than $ 32,134.86
Hearing no other bids, Mr. Dillabaugh declared that the bid of $ 32,134.86 was accepted and that Julie Pedneault was the Purchaser of the property known as 1820 Maple Ave S — Lt C, Section 3, Sooke, PL VIP18924 subject to Part 11 — Annual Municipal Tax Sale of the Local Government Act.
District of Sooke September 28, 2015 Annual Municipal Tax Sale 1820 Maple Ave S — Lt 1, Section 3, Sooke, PL VIP13765 & 1820 Maple Ave S — DL 211, Sooke
Mr. Dillabaugh advised the parcel of real property for sale with a civic address of 1820 Maple Ave S — Lt 1, Section 3, Sooke, PL VIP13765 & 1820 Maple Ave S, DL 211, Sooke would be auctioned off to the highest bid starting with the upset price of the property. The upset price and starting bid for 1820 Maple Ave S Lt 1, Section 3, Sooke, PL VIP13765 & 1820 Maple Ave S, DL 211, Sooke was $ 9,190.70
The following bids were submitted:
Rebecca Kroppmanns $ 9,190.70 Julie Pedneault $10,000.00 Rebecca Kroppmanns $11,000.00 Julie Pedneault $15,000.00 Rebecca Kroppmanns $20,000.00 Julie Pedneault $30,000.00 Rebecca Kroppmanns $40,000.00
Mr. Dillabaugh called a second time for a bid of higher than $ 40,000.00
Mr. Dillabaugh called a third and final time for a bid of $40,000.00
Hearing no other bids, Mr. Dillabaugh declared that the bid of $40,000.00 was accepted and that Rebecca Kroppmans was the Purchaser of the property known as 1820 Maple Ave S — Lt 1, Section 3, Sooke, PL VIP13765 & 1820 Maple Ave S, DL 211, Sooke subject to Part 11 — Annual Municipal Tax Sale of the Local Government Act.
3041 Phillips Road — Lot C, Section 13, Otter District, PL EPS406
Mr. Dillabaugh advised the parcel of real property for sale with a civic address of 3041 Phillips Road would be auctioned off to the highest bid starting with the upset price of the property. The upset price and starting bid for 3041 Phillips Road was $ 13,669.63
The following bids were submitted:
Rebecca Kroppmanns $ 13,669.63 Julie Pedneault $20,000.00 Rebecca Kroppmans $25,000.00 Julie Pedneault $30,000.00 Rebecca Kroppmanns $40,000.00
District of Sooke September 28, 2015 Annual Municipal Tax Sale Mr. Dillabaugh called a second time for a bid of higher than $40,000.00
Mr. Dillabaugh called a third and final time for a bid of $40,000.00
Hearing no other bids, Mr. Dillabaugh declared that the bid of $40,000.00 was accepted and that Rebecca Kroppmans was the Purchaser of the property known as 3041 Phillips Road, subject to Part 11 — Annual Municipal Tax Sale of the Local Government Act.
At 10:10 am, the meeting was adjourned to Tuesday, September 29, 2015 at 10:00 a.m.
Certified Correct:
/ 2a'. Bonnie Sprinkling Maja Tait Mayor Corporate Officer
District of Sooke September 28, 2015 Annual Municipal Tax Sale DISTRICT OF SOOKE
Report of the Annual Municipal Tax Sale held in the Council Chamber at 2225 Otter Point Road, Sooke, BC on September 28, 2015 at 10:00 am. RECONVENED TO Tuesday, September 29, 2015 at 10:00 am.
STAFF PRESENT
Michael Dillabaugh, Director of Finance Sarah Temple, Finance and Administration Assistant, recorder
CALL TO ORDER
The District of Sooke Annual Municipal Tax Sale reconvened on Tuesday, September 29, 2015 at 10:00 a.m.
Having received payment in full in the amount of $32,134.86 from Julie Pedneault, Mr. Dillabaugh declared that the property known as 1820 Maple Ave S — Lt C, Section 3, Sooke, PL VIP18924 has now been sold subject to Part 11 — Annual Municipal Tax Sale of the Local Government Act.
Having received payment in full in the amount of $40,000 from Rebecca Kroppmanns, Mr. Dillabaugh declared that the properties known as 1820 Maple Ave S — Lt 1, Section 3, Sooke, PL VIP13765 & 1820 Maple Ave S, DL 211 has now been sold subject to Part 11 — Annual Municipal Tax Sale of the Local Government Act.
Having received payment in full in the amount of $40,000 from Rebecca Kroppmanns, Mr. Dillabaugh declared that the property known as 3041 Phillips Road — Lot C, Section 13, Otter District PL EPS406 has now been sold subject to Part 11 — Annual Municipal Tax Sale of the Local Government Act.
Mr. Dillabaugh declared the District of Sooke Municipal Tax Sale closed at 10:01 a.m.
Certified Correct:
Maja Tait Bonnie prinkling Mayor Corporate Officer District of Sooke September 28th to September 29th, 2015 Annual Municipal Tax Sale DISTRICT OF SOOKE
Minutes of the Regular Meeting of Council held in the Council Chamber at 2225 Otter Point Road, Sooke, BC on October 13, 2015 6:00 p.m., Closed Portion, Meeting Room 7:00 p.m., Open Portion, Council Chamber
COUNCIL PRESENT STAFF PRESENT (Open Portion) Acting Mayor Brenda Parkinson Michael Dillabaugh, Director of Finance Councillor Bev Berger Elisabeth Nelson, Municipal Engineer Councillor Rick Kasper Katherine Lesyshen, Planner II Councillor Ebony Logins Danica Rice, Planner II Councillor Kerrie Reay Staff Sgt. Jeff McArthur Sarah Temple, Finance and Admin Assistant
Regrets: Mayor Maja Tait Councillor Kevin Pearson
CALL TO ORDER Acting Mayor Brenda Parkinson called the meeting to order at 6:00 p.m.
MOTION TO CLOSE THE MEETING TO THE PUBLIC MOVED to close the meeting to the public under section 90(1) of the Community Charter to discuss: • 90(1)(c) labour relations or other employee relations; • 90(1)(e) the acquisition, disposition or expropriation of land or improvements, if the council considers that disclosure could reasonably be expected to harm the interests of the municipality; • 90(1)(i) the receipt of advice that is subject to solicitor-client privilege, including communications necessary for that purpose. CARRIED UNANIMOUSLY
CALL TO ORDER - OPEN PORTION Acting Mayor Parkinson called the open portion of the Regular Council meeting to order at 7:01 p.m. in the Council Chambers.
APPROVAL OF THE AGENDA
MOVED and seconded to move agenda item RI-1 RCMP Quarterly Report to immediately following Receipt of Draft Council Committee minutes for information. CARRIED UNANIMOUSLY
1 Meeting Date: October 13, 2015 District of Sooke Adopted on: October 26, 2015 Regular Council Meeting Minutes MOVED and seconded to add the following items to the agenda as new business: • NB-1 Correspondence received October 6, 2015 from Edward Milne Community School Society re: Community Centre Advisory Committee — Sooke Youth Council contact CARRIED UNANIMOUSLY
MOVED and seconded to approve the agenda as amended. CARRIED UNANIMOUSLY
ADOPTION OF MINUTES
MOVED and seconded that the minutes of the Regular Council meeting held on September 28, 2015 be adopted as circulated. CARRIED UNANIMOUSLY
MINUTES FOR INFORMATION
MOVED and seconded that the following minutes be received for information: September 10, 2015 Hiring Committee September 28, 2015 Report of Annual Municipal Tax Sale September 29, 2015 Report of Annual Municipal Tax Sale CARRIED UNANIMOUSLY
RI-1 RCMP Quarterly Report (Verbal)
Staff Sergeant Jeff McArthur gave a PowerPoint presentation outlining the RCMP's annual performance planning, current human resources, performance measurements and year- to-date crime rates.
MOVED and seconded to receive the report for information. CARRIED UNANIMOUSLY
DELEGATIONS
D-1 Mouck Marine Energy Productions Ltd — Peter Mouck
Peter Mouck addressed Council and gave a presentation regarding a proposed independent energy infrastructure upgrade and the "Illuminate the Way" campaign. Mr. Mouck provided Council members with printed background information and asked for Council to consider a series of incentives to encourage businesses and residents in Sooke to install independent energy devices.
2 Meeting Date: October 13, 2015 District of Sooke Adopted on: October 26, 2015 Regular Council Meeting Minutes PUBLIC QUESTION AND COMMENT PERIOD
Gail Hall, Sooke resident, addressed Council and spoke to the Development Permit and Development Variance Permit application for 6523 and 6527 Sooke Road, outlined in the September 28, 2015 Regular Council minutes on page 4 of the agenda package. Ms. Hall encouraged Council to revisit the history of the property before moving forward with a decision on the application. Ms. Hall stated that when the covenant was amended in July 2014, the commercial component was removed at the developer's request and the CTC zoning was replaced by the provisions of RM4, which has implications on the allowable units and required amenity space.
Ms. Hall also encouraged Council to gather public input on buildings constructed from shipping containers as toxic materials will need to be removed and public safety ensured.
PUBLIC INPUT MEETINGS AND RELATED REPORTS
PI-1 Site Specific Floodplain Exemption and DVP — 1926 Billings Road
Acting Mayor Parkinson advised that any person who believes that their interest in property is affected by the proposed variance would be given a reasonable opportunity to be heard by Council.
Katherine Lesyshen gave a PowerPoint presentation outlining the application for a site specific floodplain exemption and Development Variance Permit at 1926 Billings Rd.
Public Input: • George and Linda Brogan, Sooke residents, stated their opposition to the proposed variance as it negatively impacts their property, which is adjacent to 1926 Billings Road.
MOVED and seconded to approve a Site Specific Floodplain Exemption from Bylaw No. 561, Flood Regulation Bylaw, 2013 for 1926 Billings Road to reduce the floodplain setback from 15 meters from the natural boundary of the sea to 8 meters, and require a Section 219 Covenant be registered on the property title as per Bylaw No. 561, Flood Regulation Bylaw, 2013; AND TO vary Section 3.22 of the Sooke Zoning Bylaw, 2013 for 1926 Billings Road, to reduce the required setback from the natural boundary of the sea from 15 metres to 8 metres. CARRIED
BYLAWS
B-1 Bylaw No. 620, Zoning Amendment Bylaw (600-18) 6431 Sooke Road
Councillor Kasper stated that he had not been in attendance at the September 28, 2015 Public Hearing for 6431 Sooke Road and had not seen a report of the Public Hearing and
3 Meeting Date: October 13, 2015 District of Sooke Adopted on: October 26, 2015 Regular Council Meeting Minutes therefore he would be withdrawing from the vote. Councillor Kasper left the meeting at 7:50 pm.
MOVED and seconded that Bylaw No. 620, Zoning Amendment Bylaw (600-18) be adopted. CARRIED
Councillor Kasper returned to the meeting at 7:52 pm.
REPORTS REQUIRING ACTION
RA-1 2016 Council Appointments to Regional Boards and Commissions
MOVED and seconded to endorse Council re-appointments to Regional Boards and Commissions as follows: • Reappoint Councillor Brenda Parkinson to the Capital Regional District — Regional Housing Trust Fund Commission for 2016; • Reappoint Councillor Bev Berger as Council Member for 2016 to the Sooke and Electoral Area Parks and Recreation Commission; • Reappoint Councillor Kerrie Reay as Representative and Councillor Ebony Logins as Alternate Representative to the Vancouver Island Regional Library Board for the year 2016, AND TO authorize staff to advertise for two Public Member volunteers for the Sooke and Electoral Area Parks and Recreation Commission; AND FURTHER TO endorse the Council Liaison reappointments to the 2016 Regional and Community Organizations as outlined in the staff report. CARRIED UNANIMOUSLY
RA-2 2016 Acting Mayor Appointments and Mayor's Leave
MOVED and seconded to appoint the following members of Council as Acting Mayor in the event of the Mayor's absence for the period specified in the year 2016:
Period Appointment January-February Councillor Kerrie Reay March-April Councillor Rick Kasper May - June: Councillor Bev Berger July - August: Councillor Ebony Logins September - October: Councillor Brenda Parkinson November - December: Councillor Kevin Pearson
AND THAT COUNCIL approve a four month leave of absence for Mayor Maja Tait from December 1st, 2015 ending March 31, 2016 for medical reasons. CARRIED UNANIMOUSLY
4 Meeting Date: October 13, 2015 District of Sooke Adopted on: October 26, 2015 Regular Council Meeting Minutes RA-3 2016 Committee Member Appointments
MOVED and seconded to approve Council member re-appointments to all Council Committees for 2016 as set out in the attached "2016 Council Committee Appointments"; AND TO approve Public member appointments to all Council Committees for 2016 as set out in the attached "2016 Council Committee Appointments"; AND FURTHER TO authorize staff to advertise for volunteer public member applicants to Council Committees for 2016 as required. CARRIED UNANIMOUSLY
RA-4 Building Maintenance Request for Proposals
MOVED and seconded to award the contract for Building Maintenance Services to Sutton Advantage Property Management. CARRIED UNANIMOUSLY
REPORTS FOR INFORMATION
RI-2 7000 Melrick Place — Zoning Bylaw Reversal and Termination of Phased Development Agreement
MOVED and seconded to receive the report on the zoning, phased development agreement and sewer inclusion bylaw reversals for 7000 Melrick Place for information. CARRIED UNANIMOUSLY
RI-3 Integrated Watersheds Management Program — Changes to Stormwater Quality Program Data Collection and Reporting
MOVED and seconded to receive the report for information. CARRIED UNANIMOUSLY
RI-4 Mayor and Council Reports (Verbal)
Councillor Logins reminded those in attendance to be Bear Wise this fall, which includes managing attractants. Wild Wise Sooke can help with fruit tree gleaning if required.
Councillor Kasper reported that the Province announced grant opportunities for rural communities at the UBCM convention. Councillor Kasper believes these grants are for communities under 25,000 and asked that staff investigate further. Councillor Kasper additionally reported on a CRD Committee of the Whole meeting he attended on behalf of the Mayor and encouraged Council to start to look at how Sooke is dealing with its waste — both liquid and solid, as these are issues that are being investigated on a regional scale that may be better addressed on a local level.
Councillor Parkinson reported on several events, meetings and workshops she has attended over the past 2 weeks including welcoming the Tour de Rock riders, attending the International Day of the Older Person event at Ayre Manor, the Regional Housing Trust Fund Committee meeting, Wild Arc Volunteer Appreciation Night, the FCM First
5 Meeting Date: October 13, 2015 District of Sooke Adopted on: October 26, 2015 Regular Council Meeting Minutes Nations Municipal Collaboration workshop, the Parks and Trails Advisory Committee and the Sooke Region Historical Society meeting.
NEW BUSINESS
NB-1 Correspondence received October 6, 2015 from Edward Milne Community School Society RE: Community Centre Advisory Committee — Sooke Youth Council contact
MOVED and seconded to file the correspondence from the Edward Milne Community School Society for information. CARRIED UNANIMOUSLY
CORRESPONDENCE REQUIRING ACTION
C-1 Correspondence received September 24, 2015 from Youth Parliament of BC Alumni Society RE: British Columbia Youth Parliament, 87th Parliament
MOVED and seconded to file the correspondence from the Youth Parliament of BC Alumni Society for information. CARRIED UNANIMOUSLY
CORRESPONDENCE FOR INFORMATION
1-1 Correspondence received September 28, 2015 from Vancouver Island Regional Library Board RE: Adopted 2016-2020 Financial Plan
MOVED and seconded to file the correspondence from the Vancouver Island Regional Library Board. CARRIED UNANIMOUSLY
REPORT OF IN CAMERA RESOLUTIONS
ADJOURNMENT
MOVED and seconded to adjourn the meeting at 8:21 p.m. CARRIED UNANIMOUSLY
Certified Correct:
renda Parkinson Bo Sp nkling Acting Mayor Corporate Officer
6 Meeting Date: October 13, 2015 District of Sooke Adopted on: October 26, 2015 Regular Council Meeting Minutes DISTRICT OF SOOKE
Minutes of the Regular Meeting of Council held in the Council Chamber at 2225 Otter Point Road, Sooke, BC October 26, 2015 6:00 p.m., Closed Portion, Meeting Room 7:00 p.m., Open Portion, Council Chamber
COUNCIL PRESENT STAFF PRESENT (Open Portion) Mayor Maja Tait Michael Dillabaugh, Acting CAO Councillor Bev Berger Bonnie Sprinkling, Corporate Officer Councillor Rick Kasper Elisabeth Nelson, Municipal Engineer Councillor Ebony Logins Steve Sorensen, Fire Chief Councillor Brenda Parkinson Tina Hansen, Corporate Assistant Councillor Kevin Pearson Councillor Kerrie Reay
CALL TO ORDER Mayor Tait called the meeting to order at 6:00 p.m.
MOTION TO CLOSE THE MEETING TO THE PUBLIC MOVED to close the meeting to the public under section 90(1) of the Community Charter to discuss: • 90(1)(a) personal information about an identifiable individual who holds or is being considered for a position as an officer, employee or agent of the municipality or another position appointed by the municipality; . 90(1)(c) labour relations or other employee relations; . 90(1)(e) the acquisition, disposition or expropriation of land or improvements, if the council considers that disclosure could reasonably be expected to harm the interests of the municipality; • 90(1)(i) the receipt of advice that is subject to solicitor-client privilege, including communications necessary for that purpose; 90(1)(k) negotiations and related discussions respecting the proposed provision of a municipal service that are at their preliminary stages and that, in the view of the council, could reasonably be expected to harm the interests of the municipality if they were held in public. CARRIED UNANIMOUSLY
CALL TO ORDER - OPEN PORTION Mayor Tait called the open portion of the Regular Council meeting to order at 7:05 p.m. in the Council Chambers.
1 Meeting Date: October 26, 2015 District of Sooke Adopted on: November 9, 2015 Regular Council Meeting Minutes APPROVAL OF THE AGENDA
MOVED and seconded to add the following items to the agenda as new business/supplemental information:
Package 1 • Item UB-1 Supplementary Information — 6645 & 6647 Sooke Road — Sanitary Sewer Connection • Verbal Report o September 28, 2015 Notice — that the Mayor requires Council reconsideration under section 131 Community Charter of the Council resolution of September 14, 2015 as follows: "THAT the sewer hook-up be connected to the northern portion of Mr. Zigay's property at 6645 Sooke Road as it was before." • Written Report September 28, 2015 • Item RI-1 Supplementary Information — Town Centre Construction — Contract Update • Item C-1 Public Submissions received RE: BC Ambulance Response Times • Item NB-1 2015 Q3 Variance Report • Item NB-2 Sooke River Road Park and BikeBC Cycling Infrastructure • Item NB-3 Report of In Camera Resolutions — October 13, 2015 Regular Council Meeting — Sooke Program for the Arts — Committee Appointments Package 2 • Item C-1 Supplementary Information — Correspondence RE: BC Ambulance Response Times o Correspondence received October 22, 2015 from the British Columbia Professional Fire Fighter's Association
MOVED and seconded to approve the agenda with the removal of Item UB-1 6645 & 6647 Sooke Road — Sanitary Sewer Connection CARRIED UNANIMOUSLY
ADOPTION OF MINUTES
MOVED and seconded that the minutes of the Regular Council meeting held on October 13, 2015 be adopted as circulated. CARRIED UNANIMOUSLY
MINUTES FOR INFORMATION
MOVED and seconded that the following minutes be received for information: September 24, 2015 Climate Change Action Committee October 6, 2015 Parks & Trails Advisory Committee October 7, 2015 Board of Variance October 7, 2015 Long Term Financial Planning Committee October 10, 2015 Hiring Committee CARRIED UNANIMOUSLY
2 Meeting Date: October 26, 2015 District of Sooke Adopted on: November 9, 2015 Regular Council Meeting Minutes DELEGATIONS
D-1 TELUS Communications
Chad Marlatt, TELUS Government Affairs Manager provided a powerpoint presentation and overview of a proposal for a wireless antenna installation at 6683 Sooke Road. Mr. Marlatt reported that the proposal is for be for a 15 meter high shrouded monopole located at the rear of the TELUS site in the Town Centre. Mr. Marlatt spoke to the increase in data traffic by smart phone users noting that 71% of 911 calls come through mobile phones. Mr. Marlatt oveniiewed the proposed improved cellular service areas for Sooke and provided a summary of TELUS's public consultation process to date. TELUS is looking for endorsement (concurrence) by Council in order to move ahead with the installation of the monopole.
Council discussed: • The District of Sooke has put a large amount of funding into the improvements in the Town Centre and Council would like to see TELUS work with the District's Sooke Program for the Arts ("SPA") Committee on a beautification project for the TELUS building and property located at 6683 Sooke Road • Discussion as to the timeline for the installation of the proposed monopole • The property is zoned public utility which is regulated by the federal government; TELUS is also federally regulated through Industry Canada • TELUS requires concurrence by all local governments for the installation of monopoles If approval is not provided, they would have to go through Industry Canada which is a lengthy process
Doug Anastos, General Manager, Vancouver Island, advised that TELUS will quite often work with municipalities on beautification projects and they would be willing to work with the District's SPA Committee on a project.
MOVED and seconded to endorse the proposed TELUS wireless antenna installation at 6683 Sooke Road as submitted to Council. CARRIED UNANIMOUSLY
D-2 Sooke Region Chamber of Commerce Report — Sean Dyble
Sean Dyble provided a PowerPoint presentation and summary of the Sooke Region Chamber of Commerce Quarterly Update. Mr. Dyble provided information as to the Chamber's funding model advising that they receive $78,000 in annual revenue that is expended to member-only events, community events, economic development and general administration. Mr. Dyble reviewed the learning opportunities through the "Sooke Region Learning Collaborative" programs which offer education for adults on a broad range of topics. Mr. Dyble also spoke to the important outcomes of the recently held Sooke Region Chamber of Commerce Symposium.
Mr. Dyble advised the Chamber would like to continue to work collaboratively with the District of Sooke and hold regular discussions on economic development opportunities and common priorities.
3 Meeting Date: October 26, 2015 District of Sooke Adopted on: November 9, 2015 Regular Council Meeting Minutes Mayor Tait advised that Council will be looking at their own Strategic Priorities for the coming year and that it would be good for the Chamber and Council to share priorities.
PUBLIC QUESTION AND COMMENT PERIOD
Gail Hall, Sooke resident addressed Council as to her previous comments made at the October 13th Regular Council meeting regarding the Development Permit and Development Variance Permit for 6523 and 6527 Sooke Road and concerns as to toxic materials contained in shipping containers. Ms. Hall advised that Part 3.2(d)(iii) prohibits the use of a shipping container as a dwelling. Ms. Hall also provided comments as to the zoning of the Sooke River Road property, the proposed parking area and the multi-use trail.
Ellen Lewers, Sooke resident, addressed Council as to concerns of the BikeBC grant application and inquired as to the Sooke Region Chamber of Commerce "Sooke Region Learning Collaborative" program. Ms. Lewers stated that she did not agree with Council giving approval to TELUS for the installation of the wireless antenna as there has not been any public consultation on the issue.
Mayor Tait clarified that the TELUS property has the proper zoning in place to install the wireless antenna.
Mary Brooke, Sooke Voice News, addressed Council as to the Sooke Region Chamber of Commerce Symposium and her concerns that the media was not welcome to attend and report on the event.
Rick Hobday, representing the Sooke Horseshoe Pitching Association, inquired as to the Agricultural Land Commission approval for the horseshoe pitch. Mr. Hobday advised that they were issued a stop work order but the current location is not completely within the ALR and asked whether they will be able to continue to construct the pitches in this location.
REPORTS FOR INFORMATION
RI-1 Town Centre Construction — Contract Update MOVED and seconded to direct staff to remove the Phase 2 Grant Road Connector from the Financial Plan in 2015 and 2016 and that the funding from the GST and Casino Reserve funds and taxes that were allocated to this project be reallocated to the Town Centre Construction project; AND FURTHER TO authorize the additional funding for the project to be funded through Gas Tax. CARRIED UNANIMOUSLY
RI-2 Sooke Fire Rescue Service 3rd Quarter Report MOVED and seconded to receive the Sooke Fire Rescue Service 2015 3rd Quarter Report for information. CARRIED UNANIMOUSLY
4 Meeting Date: October 26, 2015 District of Sooke Adopted on: November 9, 2015 Regular Council Meeting Minutes RI-3 Mayor and Council Reports (Verbal)
Mayor Tait reported on the upcoming Safe Halloween event on October 31st and the Sooke Legion Remembrance Day Parade on November 11th. Mayor Tait provided information for Council as to an upcoming Economic Development Summit at Camosun College, the CRD Regional Sustainability Strategy and CRD Regional Parks Committee Annual Report. Mayor Tait reported on the Primary Health Care Working Group advising that there has been an extensive analysis and a report will be released on the Sooke x-ray facilities. The Working Group is looking at holding a public health summit in March 2016 to provide information to and get feedback from the public. Mayor Tait also reported on the Victoria Benevolent Society and the activation of the extreme weather shelter.
Councillor Kasper suggested that the Mayor contact the Medical Services Commission who is responsible for issuing the billing licences for the Medical Services Plan. Councillor Kasper reported that these licences are issued on the basis to operate and provide x-ray and diagnostic services to the people in the community.
Councillor Reay noted how families are economically impacted by having to take time from work to commute to Victoria to have a child or family member x-rayed.
RI-4 CAO Report (Verbal) Mr. Dillabaugh advised that there was nothing new to report at this time.
NEW BUSINESS
NB-1 2015 Q3 Variance Report MOVED and seconded to receive the 2015 Q3 Variance Report for information as to the 2015 Third Quarter Variance financial report CARRIED UNANIMOUSLY
NB-2 Sooke River Road Park and BikeBC Cycling Infrastructure Grant MOVED and seconded to continue to wait for a response from the Agricultural Land Commission (ALC) as to the approval for a multi-use trail located on Sooke River Road Park before making a decision on the location of the trail, parking and horseshoe pitch; AND TO direct Staff apply to BikeBC for an extension for completion of the multi-use trail project; AND THAT Staff inquire with Bike BC as to whether an alternate location for the multi-use trail would be considered by the Province. CARRIED Councillor Berger, Logins and Reay opposed the motion
NB-3 Report of In Camera Resolutions October 13, 2015 Regular Council Meeting — Closed Portion Sooke Program of the Arts Committee — Member Appointments
MOVED and seconded that Council appoint the following persons as members of the Sooke Program of the Arts Committee for 2015 and 2016:
5 Meeting Date: October 26, 2015 District of Sooke Adopted on: November 9, 2015 Regular Council Meeting Minutes Lorna Cosper Drew Johnston Frederique Philip John David Russell Bob Tully
AND FURTHER that Council release the Sooke Program of the Arts committee appointments to the public. CARRIED UNANIMOUSLY
CORRESPONDENCE REQUIRING ACTION
C-1 Public Submissions received RE: BC Ambulance Response Times MOVED and seconded to file the correspondence received regarding BC Ambulance Response Times. CARRIED UNANIMOUSLY
CORRESPONDENCE AND COUNCIL REPORTS FOR INFORMATION 1-1 Correspondence received September 19, 2015 from Vancouver Island Regional Library Board RE: Press Release: Library Board Adopts Balanced 2016 Operating Budget MOVED and seconded to file the correspondence received September 19, 2015 from Vancouver Island Regional Library Board. CARRIED UNANIMOUSLY
1-2 Correspondence received October 1, 2015 from British Columbia Lottery Corp. RE: BCLC's plans for Greater Victoria marketplace
MOVED and seconded to refer the September 30, 2015 correspondence from the B.C. Lottery Corp. back to Staff to provide a report to Council as to the BC Lottery Corp.'s plans for an additional casino in the Capital Regional District; AND FURTHER that Staff prepare for Council approval a letter of support for the City of View Royal and Westshore municipalities request that the B.C. Lottery Corp. hold off on any proposed new casino in the Capital Regional District. CARRIED UNANIMOUSLY
1-3 Correspondence received October 8, 2015 from BC Ministry of Community, Sport and Cultural Development RE: Asset Management Strategy Grant
MOVED and seconded to file the correspondence received October 8, 2015 from BC Ministry of Community, Sport and Cultural Development. CARRIED UNANIMOUSLY
1-4 Council Reader File — September 2015
MOVED and seconded to file the Council Reader File for September 2015. CARRIED UNANIMOUSLY
6 Meeting Date: October 26, 2015 District of Sooke Adopted on: November 9, 2015 Regular Council Meeting Minutes ADJOURNMENT
MOVED and seconded to adjourn the open portion of the Regular Council meeting at 9:04 p.m CARRIED UNANIMOUSLY
MOVED and seconded to adjourn the Regular Council meeting at 10:35 p.m. CARRIED UNANIMOUSLY
Certified Correct:
Maja Tai nie Sprinkling Mayor Corporate Officer
7 Meeting Date: October 26, 2015 District of Sooke Adopted on: November 9, 2015 Regular Council Meeting Minutes DISTRICT OF SOOKE
Minutes of the Regular Meeting of Council held in the Council Chamber at 2225 Otter Point Road, Sooke, BC on November 9, 2015 6:00 p.m., Closed Portion, Meeting Room 7:00 p.m., Open Portion, Council Chamber
COUNCIL PRESENT STAFF PRESENT (Open Portion) Acting Mayor Kevin Pearson Michael Dillabaugh, Director of Finance Councillor Rick Kasper Bonnie Sprinkling, Corporate Officer Councillor Ebony Logins Tina Hansen, Corporate Assistant Councillor Brenda Parkinson Staff Sgt. Jeff McArthur (left at 8:33 p.m.) Councillor Kerrie Reay
CALL TO ORDER Acting Mayor Pearson called the meeting to order at 6:10 p.m.
MOTION TO CLOSE THE MEETING TO THE PUBLIC MOVED to close the meeting to the public under section 90(1) of the Community Charter to discuss: • 90(1)(a) personal information about an identifiable individual who holds or is being considered for a position as an officer, employee or agent of the municipality or another position appointed by the municipality; • 90(1)(c) labour relations or other employee relations; • 90(1)(e) the acquisition, disposition or expropriation of land or improvements, if the council considers that disclosure could reasonably be expected to harm the interests of the municipality; • 90(1)(g) litigation or potential litigation affecting the municipality; • 90(1)(k) negotiations and related discussions respecting the proposed provision of a municipal service that are at their preliminary stages and that, in the view of the council, could reasonably be expected to harm the interests of the municipality if they were held in public; • 90(1)(n) the consideration of whether a council meeting should be closed under a provision of this subsection or subsection (2). CARRIED UNANIMOUSLY
CALL TO ORDER - OPEN PORTION Acting Mayor Pearson called the open portion of the Regular Council meeting to order at 7:03 p.m. in the Council Chambers.
APPROVAL OF THE AGENDA MOVED and seconded to move Agenda Item RI-1 RCMP Monthly Mayor Report and Item RA-1 Williams Memorial Dedication to immediately following Receipt of Draft Council and Committee Minutes for Information. CARRIED UNANIMOUSLY
1 Meeting Date: November 9, 2015 District of Sooke Adopted on: November 23, 2015 Regular Council Meeting Minutes MOVED and seconded to add the following items to the agenda as supplemental information: Item D-1 Supplementary Information — CRD Bylaw and Animal Care Services, Don Brown, Manager, Bylaw and Animal Care and Shawn Carby, Senior Manager Protective Services • Call for Service January — October 2015 CARRIED UNANIMOUSLY
MOVED and seconded to approve the agenda as amended. CARRIED UNANIMOUSLY
ADOPTION OF MINUTES
MOVED and seconded that the minutes of the Regular Council meeting held on October 26, 2015 be adopted as circulated. CARRIED UNANIMOUSLY
MINUTES FOR INFORMATION MOVED and seconded that the following minutes be received for information: October 15, 2015 Sooke Community Centre Advisory Committee October 21, 2015 Community Grant Review Committee CARRIED UNANIMOUSLY
RI-1 RCMP Monthly Mayor Report — September 2015 Staff Sgt. McArthur addressed Council as to the RCMP Monthly Mayor Report for September 2015. Staff Sgt. McArthur provided additional information as to increased occurrences of Break and Enter to business. The Sooke RCMP Detachment is working with the Sooke Region Chamber of Commerce to encourage businesses to install or upgrade video surveillance.
MOVED and seconded to receive the RCMP Monthly Mayor Report for September 2015. CARRIED UNANIMOUSLY
RA-1 Memorial Dedication — Williams A motion relating to the memorial dedication for RCMP Constable Reg Williams was moved, seconded and unanimously defeated. After debate and friendly amendments, the following motion was adopted:
MOVED and seconded to authorize staff to install a memorial street blade underneath the street sign on the corner of West Coast Road and Maple Avenue South going to the Government Wharf with the name "Williams"; AND THAT the RCMP and District of Sooke logos be included on the street blade. CARRIED UNANIMOUSLY
Staff Sgt McArthur also provided an update as to a recent incident in Otter Point related to trafficking of meth amphetamine.
2 Meeting Date: November 9, 2015 District of Sooke Adopted on: November 23, 2015 Regular Council Meeting Minutes DELEGATIONS
D-1 CRD Bylaw and Animal Care Services, Don Brown, Chief Bylaw Officer and Shawn Carby, Senior Manager Protective Services Don Brown, Chief Bylaw Officer, Capital Regional District Bylaw and Animal Care Services, introduced Shawn Carby, Senior Manager for CRD Protective Services provided an overview of the Animal Care Services.
Mr. Brown advised that virtually every animal that comes to the shelter is returned back to their owners or is re-homed. The CRD has received international recognition for their animal shelter. Mr. Brown provided information on current initiatives such as public education, volunteers' program and work experience for students. The Animal Care Division has also produced emergency preparedness kits for pets which can be purchased for $10. They are working with other stakeholders on an Emergency Preparedness Plan for the transportation and placement of animals in the event of a disaster. Mr. Brown reported that they will be going to a permanent licencing software system (TEMPEST) next year which will provide a more streamlines process for licencing for staff and the public and Bylaw Officers will be able to access information in the field through handheld devices.
A discussion ensued as to statistics for Animal Control in Sooke. The CRD will provide a number of grab and go kits for pets that can be available for purchase at the District of Sooke municipal hall.
PUBLIC QUESTION AND COMMENT PERIOD Margarita Dominguez, SAFARS, addressed Council as to the CRD Animal Control Services Agreement 2016 and concerns as to the increase in the number of cats SAFARS has rescued this year. Ms. Dominguez spoke to concerns that not all cats sent to the CRD or SPCA are adopted out and concerns of inexperienced people trapping cats with traps provided by the CRD. Ms. Dominguez asked Council to take into consideration the service their group has been providing.
Ron Neitsch, Sooke resident, advised that he was available to answer questions of Council on Agenda Item C-1 Correspondence regarding Sooke Saltwater Derby Series 2015.
Margarita Dominguez also commented that she believes the CRD does not have the right to trap cats and this is why they are lending out their traps to the public.
REPORTS REQUIRING ACTION
RA-2 Sooke Community Centre Advisory Committee recommendations from October 15, 2015 meeting:
MOVED and seconded to receive the correspondence dated October 15, 2015 from the Sooke Community Association RE: Improving usage of the Sooke Community Hall. CARRIED UNANIMOUSLY
3 Meeting Date: November 9, 2015 District of Sooke Adopted on: November 23, 2015 Regular Council Meeting Minutes RA-3 Community Grant Review Committee recommendations from October 21, 2015 meeting:
September 30, 2015 Category B Grant applications: Sooke Academy of Music (Amount requested $2,000) MOVED and seconded to deny the Sooke Academy of Music Category B grant request for $2,000. CARRIED UNANIMOUSLY Sooke Philharmonic Society — Sooke Harmony Project (Amount requested $9,500) MOVED and seconded to deny the Sooke Philharmonic Society — Sooke Harmony Project Category B grant request; AND TO encourage the Sooke Philharmonic Society to apply for a Category B Community Grant at a time the Society has attained sufficient additional funding sources for the project. CARRIED UNANIMOUSLY Sooke Community Choir Society (Amount requested $2,371.60) MOVED and seconded to approve the Sooke Community Choir Society Category B grant request for $2371.60. CARRIED UNANIMOUSLY
Sooke Youth Show Choir (Requested amount $3,000) MOVED and seconded to approve the Sooke Youth Show Choir Category B grant request in the amount of $2,982.56. CARRIED UNANIMOUSLY
Sooke Christmas Bureau (Sooke Food Bank Society) (Requested amount $10,000 changed to $7,000) MOVED and seconded to approve the Sooke Christmas Bureau — Sooke Food Bank Society Category B grant request in the amount of $7,000. CARRIED UNANIMOUSLY Category A Grant Applications (2016) Changes to existing grants: Sooke Food Bank Society — Milk Program (Requested amount $10,000) MOVED and seconded to approve the Sooke Food Bank Society — Milk Program Category A grant request for $10,000 contingent upon Council's approval of the 2016-2020 Five Year Financial Plan. CARRIED UNANIMOUSLY
Category A Grant Applications (2016) New Applications EMCS Student Art Shelter Project (Requested amount $1,925.89) MOVED and seconded to award a Category A grant to the EMCS Student Art Bus Shelter project in the amount of $1,925.89 contingent upon Council's approval of the 2016-2020 Five Year Financial Plan. CARRIED UNANIMOUSLY
4 Meeting Date: November 9, 2015 District of Sooke Adopted on: November 23, 2015 Regular Council Meeting Minutes Sooke Transition Town Society (Requested amount $4,000) MOVED and seconded to award funding in the amount of $300 from the Category B grants for Sooke Transition Town Society for the rental fee for an Awareness Film Night screening; AND TO deny the additional funding for Sooke Transition Town Society's Category A grant request. CARRIED UNANIMOUSLY
Wild Wise Sooke MOVED and seconded to award a Category A grant to the Wild Wise Sooke in the amount of $1,700 contingent upon Council's approval of the 2016-2020 Five Year Financial Plan. CARRIED UNANIMOUSLY
Zero Waste Sooke MOVED and seconded to award funding in the amount of $500 from the Category B grants for Zero Waste Sooke to use towards costs for signage; AND THAT COUNCIL deny the additional funding for Zero Waste Sooke's Category A grant request. CARRIED UNANIMOUSLY
Sooke River Bluegrass Festival (Requested amount $5,000) MOVED and seconded to deny the Category A grant request for $5,000 to the Sooke River Bluegrass Festival Society. CARRIED Councillors' Logins and Parkinson opposed the motion
Bipolar Disorder Society of BC (Requested amount $4,500) MOVED and seconded to deny the Category A grant request for $4,500 to the Bipolar Disorder Society of BC. CARRIED UNANIMOUSLY
RA-4 B.C. Lottery Corp. — New Casino
MOVED and seconded to send the letter addressed to the B.C. Lottery Corp. regarding New Casinos for Capital Regional District. CARRIED UNANIMOUSLY
RA-5 Capital Regional District — Animal Control Services Agreement 2016
MOVED and seconded to approve the Animal Control Services Agreement with the Capital Regional District for 2016; AND to authorize the Mayor and Chief Administrative Officer to execute the agreement on behalf of the District of Sooke. CARRIED UNANIMOUSLY
5 Meeting Date: November 9, 2015 District of Sooke Adopted on: November 23, 2015 Regular Council Meeting Minutes RA-6 2016 Regular Council Meeting Schedule
MOVED and seconded to approve the 2016 Regular Council meeting schedule as follows: January 11, 2016 June 13, 2016 January 25, 2016 June 27, 2016 February 9, 2016 (Tuesday) July 11,2016 February 22, 2016 September 12, 2016 March 14, 2016 October 11, 2016 (Tuesday) March 29, 2016 (Tuesday) October 24, 2016 April 11,2016 November 14, 2016 April 25, 2016 November 28, 2016 May 9, 2016 December 12, 2016 May 24, 2016 (Tuesday) CARRIED UNANIMOUSLY
REPORTS FOR INFORMATION
RI-2 Mayor and Council Reports (Verbal)
Councillor Parkinson reported on attending the Sooke Region Historical Society meeting last week. The Museum has recently hosted events such as the Heritage Fair Program which involves youth and the Sooke Philharmonic reception. Councillor Parkinson also reported on the District of Sooke's participation and receipt of a Communities in Bloom Winner's Circle Certificate for the Community Showcase of ongoing projects for Sooke.
Councillor Kasper reported on attending a meeting of CRD elected officials, Chief Administrative Officers, Chambers of Commerce and the Greater Victoria Development Agency to discuss employment issues and economic development within the CRD and looking at using a regional approach to attracting employment opportunities to the region.
CORRESPONDENCE REQUIRING ACTION
C-1 Correspondence received October 26, 2015 from Ron Neitsch RE: Sooke Saltwater Derby Series 2015 — Sponsorship Ron Neitsch addressed Council as to sponsorship request for the Sooke Saltwater Derby Series 2015, a series that includes three popular, well established fishing derbies in Sooke.
MOVED and seconded to sponsor the Sooke Saltwater Derby Series 2015 in the amount of $500 from the Advertising budget; AND THAT staff work with the organizers on the District's sponsorship ad in accordance with Policy 1.3, Logo and Coat of Arms Policy; AND FURTHER THAT the sponsorship derby ticket be donated back to the organizers and auctioned off for charity. CARRIED UNANIMOUSLY
6 Meeting Date: November 9, 2015 District of Sooke Adopted on: November 23, 2015 Regular Council Meeting Minutes CORRESPONDENCE AND COUNCIL REPORTS FOR INFORMATION 1-1 Correspondence received October 13, 2015 from Communities in Bloom RE: 2015 Winner's Circle Category MOVED and seconded to file the correspondence dated October 13, 2015 from Communities in Bloom. CARRIED UNANIMOUSLY
1-2 AVICC Update — October 13, 2015 RE: Fortis BC Programs — Common Rates & Operating Fees MOVED and seconded to file the correspondence from AVICC RE; Fortis BC Programs — Common Rates and Operating Fees. CARRIED UNANIMOUSLY
1-3 Correspondence received October 21, 2015 from Smart Fueling RE: Endorsement of 2015 UBCM Resolutions B112
MOVED and seconded to file the correspondence received October 21, 2015 from Smart Fueling RE: Endorsement of 2015 UBCM Resolution B112 CARRIED UNANIMOUSLY
ADJOURNMENT MOVED and seconded to adjourn the open portion of the Regular Council meeting at 8:41 p.m. CARRIED UNANIMOUSLY
MOVED and seconded to adjourn the meeting at 9:25 p.m. CARRIED UNANIMOUSLY
Certified Correct:
Kevin Pearson onnie S nnkling Acting Mayor Corporate Officer
7 Meeting Date: November 9, 2015 District of Sooke Adopted on: November 23, 2015 Regular Council Meeting Minutes
DISTRICT OF SOOKE Committee of the Whole Minutes Meeting held November 16, 2015 at 7:00 pm Council Chamber, 2225 Otter Point Road
COUNCIL PRESENT STAFF PRESENT Kevin Pearson, Acting Mayor Michael Dillabaugh, Acting CAO Councillor Bev Berger Bonnie Sprinkling, Corporate Officer Councillor Rick Kasper Elisabeth Nelson, Municipal Engineer Councillor Ebony Logins Councillor Brenda Parkinson
ABSENT: Mayor Maja Tait, Councillor Kerrie Reay
1. Call to Order
The meeting was called to order at 7:02 p.m.
2. Approval of Agenda
MOVED to approve the agenda as circulated. CARRIED
3. MOTION TO CLOSE THE MEETING TO THE PUBLIC
MOVED to close the meeting to the public under section 90(1)(1) of the Community Charter for discussions with municipal officers and employees respecting municipal objectives, measures and progress reports for the purposes of preparing an annual report under section 98 [annual municipal report].
4. Adjournment
The meeting was adjourned at 9:58 p.m.
Certified Correct:
441
Kevin Pearson Be Sprinkling Acting Mayor C porate Officer
1 Meeting Date: November 16, 2015 District of Sooke Adopted on: December 14, 2015 Committee of the Whole Meeting Minutes DISTRICT OF SOOKE
Minutes of the Regular Meeting of Council held in the Council Chamber at 2225 Otter Point Road, Sooke, BC on November 23, 2015 6:00 p.m., Closed Portion, Meeting Room 7:00 p.m., Open Portion, Council Chamber
COUNCIL PRESENT STAFF PRESENT (Open Portion) Kevin Pearson, Acting Mayor Michael Dillabaugh, Acting CAO Councillor Bev Berger Bonnie Sprinkling, Corporate Officer Councillor Rick Kasper Elisabeth Nelson, Municipal Engineer Councillor Ebony Logins Steve Sorensen, Fire Chief Councillor Brenda Parkinson Tina Hansen, Corporate Assistant Councillor Kerrie Reay
ABSENT: Mayor Maja Tait
CALL TO ORDER Acting Mayor Pearson called the meeting to order at 6:05 p.m.
MOTION TO CLOSE THE MEETING TO THE PUBLIC MOVED to close the meeting to the public under section 90(1) of the Community Charter to discuss: • 90(1)(a)personal information about an identifiable individual who holds or is being considered for a position as an officer, employee or agent of the municipality or another position appointed by the municipality; • 90(1)(e) the acquisition, disposition or expropriation of land or improvements, if the council considers that disclosure could reasonably be expected to harm the interests of the municipality; • 90(1)(1) discussions with municipal officers and employees respecting municipal objectives, measures and progress reports for the purposes of preparing an annual report under section 98 [annual municipal report]; • (m) a matter that, under another enactment, is such that the public may be excluded from the meeting. CARRIED UNANIMOUSLY
CALL TO ORDER - OPEN PORTION Acting Mayor Pearson called the open portion of the Regular Council meeting to order at 7:00 p.m. in the Council Chambers.
APPROVAL OF THE AGENDA MOVED and seconded to add the following items to the agenda as new business/supplemental information: • Item NB-1 Correspondence received November 17, 2015 from Friends of Carmanah/Walbran RE: Request for letter of support for the protection of Wa!bran Valley. 1 Meeting Date: November 23, 2015 District of Sooke Adopted on: December 14, 2015 Regular Council Meeting Minutes • Item NM-1 Supplementary Information - AMENDED - Notice of Motion by Councillor Kerrie Reay for recognition by the Mayor and consideration by Council (section 41 of the Council Procedure Bylaw) at the December 14, 2015 Regular Council meeting: WHEREAS the District of Sooke Council has heard from its residents in the Otter Point Road area of their significant problems with a depleted aquifer such that they must at times purchase potable water; AND WHEREAS the end of the Juan de Fuca Water Distribution water line is located a short distance from the affected residents; AND WHEREAS, within the identified Urban Growth Area of the District of Sooke Regional Context Statement, the District has indicated its intention to provide clean and treated potable water to all residents of Sooke within the District's municipal boundary; NOWTHEREFORE the District of Sooke Council requests that the Juan de Fuca Water Distribution Commission extend their Otter Point water line to the municipal boundary, service all homes on route, and provide funding for the water servicing from their Development Cost Charge Fund. CARRIED UNANIMOUSLY
ADOPTION OF MINUTES MOVED and seconded that the minutes of the Regular Council meeting held on November 9, 2015 be adopted as circulated. CARRIED UNANIMOUSLY
MINUTES FOR INFORMATION MOVED and seconded that the following minutes be received for information: October 31, 2015 Hiring Committee November 3, 2015 Parks & Trails Advisory Committee CARRIED UNANIMOUSLY
DELEGATIONS D-1 Greater Victoria Development Agency — New Proposed Model for Regional Economic Development — Dallas Gislason Dallas Gislason provided a powerpoint presentation and overview of the Greater Victoria Development Agency's strategy and model for regional economic development in South Vancouver Island. Mr. Gislason provided rationale for having a regional economic development model and outlined how the Agency would move forward with the proposal. The participating core funders would be the 13 municipalities within the CRD, business, industry associations and post-secondary institutions. There will be one representative per municipality and each municipality would have one vote. Ms. Gislason reviewed the proposed municipal funding formula using a 50/50 blend of per capita (based on 2011 census) and a percent of total tax collected. Mr. Gislason advised that the Greater Victoria Development Agency is looking for support in principle and funding for start-up and year one of the proposal from Council.
2 Meeting Date: November 23, 2015 District of Sooke Adopted on: December 14, 2015 Regular Council Meeting Minutes MOVED and seconded to postpone a decision on the Greater Victoria Development Agency's New Proposed Model for Regional Economic Development in South Vancouver Island to the next Council meeting. CARRIED UNANIMOUSLY
PUBLIC QUESTION AND COMMENT PERIOD Gail Hall, Sooke resident, addressed Council as to the proposed Wadams Way Comprehensive Development Zone and her concerns as to the District of Sooke requiring the applicant to provide amenity contributions and affordable housing. Ms. Hall also stated her concerns as to holding a Public Hearing prior to knowing what will be developed on the site, possible inconsistencies with the proposed Bylaw No. 622 for the proposed Wadams Way Development Zone and the Sooke Zoning Bylaw, and concerns as to soil removal on the site and how it will affect adjacent property owners.
Darcy Abell, Sooke resident, addressed Council as to the Sooke Fire Services Commission and his concerns that there have not been any discussions with the volunteer firefighters prior to the establishment of the Commission. Mr. Abell spoke to his concerns as to how the Commission will affect the operations of the Fire Department and concerns as to Council delegating their authority and paying public members appointed to the Commission.
Ellen Lewers, Sooke resident, stated that she agrees with the previous comments made by Ms. Hall relating to the proposed Wadams Way Comprehensive Development Zone and secondary suites. Ms. Lewers also commented as to the Public Space Maintenance award of Contracts advising that Council should look at what work is being done through the contracts and also look at having one contractor looking after all the public spaces versus the multiple contracts.
BYLAWS
B-1 Bylaw No. 622, Zoning Amendment Bylaw (600-19) — Wadams Way Comprehensive Development Zone Michael Dillabaugh provided a powerpoint presentation and summary of the rezoning application for Wadams Way Comprehensive Development Zone.
Peter Cook, property owner of 2182 Church Road, reminded Council that they worked collaboratively with the District to sell a portion of the property for Wadams Way which resulted in a community improvement to be proud of. They have now decided to revisit the zoning of the property to a Mixed Comprehensive Development Zone to create flexibility prior to a future sale of the property. Mr. Cook stated that as the community grows, so does the need for amenities and that they have agreed to the provision of amenity contributions and affordable housing, including a cash contribution for the Church Road and Throup Road intersection improvements and a screening fence.
David Smith, McElhanney Consulting Services, provided a powerpoint presentation and advised that the owners of the property wished to develop a zone that would provide flexibility to changing markets for new potential owners of the property; they feel the development will benefit the community, The applicant agrees to the amenity contribution and affordable housing in the amount of $309,835. 3 Meeting Date: November 23, 2015 District of Sooke Adopted on: December 14, 2015 Regular Council Meeting Minutes MOVED and seconded that Bylaw No. 622, Zoning Amendment Bylaw (600-19) be introduced and read a first time. CARRIED UNANIMOUSLY
MOVED and seconded that Bylaw No. 622, Zoning Amendment Bylaw (600-19) be read a second time. CARRIED UNANIMOUSLY
MOVED and seconded to direct staff to schedule a Public Hearing for Bylaw No. 622 in accordance with the requirements of the Community Charter and the Local Government Act. CARRIED UNANIMOUSLY
MOVED and seconded that prior to final adoption of Bylaw No. 622, the owner enter into section 219 covenants with the District of Sooke to address additional infrastructure improvements and affordable housing, and that Council authorize the Mayor and the Chief Administrative Officer to execute those documents. CARRIED UNANIMOUSLY
REPORTS REQUIRING ACTION
RA-1 Sooke Fire Services Commission MOVED and seconded to establish the "Sooke Fire Services Commission" under section 143 of the Community Charter, AND approve the Terms of Reference for the Sooke Fire Services Commission; CARRIED Councillors Logins and Parkinson opposed the motion
MOVED and seconded to introduce and give first reading to Bylaw No. 626, Sooke Fire Services Commission Delegation Bylaw, 2015. CARRIED Councillors Logins and Parkinson opposed the motion
MOVED and seconded to give second reading to Bylaw No. 626, Sooke Fire Services Commission Delegation Bylaw, 2015. CARRIED Councillors Logins and Parkinson opposed the motion
MOVED and seconded to give third reading to Bylaw No. 626, Sooke Fire Services Commission Delegation Bylaw, 2015. CARRIED Councillors Logins and Parkinson opposed the motion
MOVED and seconded to direct staff to advertise for public members for the Commission. CARRIED Councillors Logins and Parkinson opposed the motion
4 Meeting Date: November 23, 2015 District of Sooke Adopted on: December 14, 2015 Regular Council Meeting Minutes RA-2 Parks and Tails Advisory Committee recommendations from November 3, 2015 meeting: MOVED and seconded to authorize staff to renew the municipal hall front entrance with Option 4; Water Feature with bubbling rock feature, plus a bench. DEFEATED Acting Mayor Pearson and Councillors Berger, Logins, Kasper, and Reay opposed the motion
MOVED and seconded to direct staff to remove the tree at the front entrance of the municipal hall. CARRIED UNANIMOUSLY
MOVED and seconded to direct staff to provide a report to Council which includes options for some form of enhancement for the front entrance of the Municipal Hall. CARRIED UNANIMOUSLY
Priority Projects MOVED and seconded to support the updating of the John Phillips Memorial Park Plan as the top priority project for the Parks and Trails Advisory Committee. CARRIED UNANIMOUSLY
MOVED and seconded to direct staff to explore an agreement with private landowners to formalize public use of the trail between Eustace and Caldwell. CARRIED UNANIMOUSLY
RA-3 Public Space Maintenance — Award of Contracts 2016-2018
John Phillips Memorial Park Maintenance MOVED and seconded to approve Drew Porter as the successful proponent under the John Phillips Memorial park Greenspace Maintenance request for proposal; AND TO authorize the Mayor and Chief Administrative Officer to sign the General Service Agreement with Drew Porter on behalf of the District of Sooke. CARRIED UNANIMOUSLY
Public Washroom Maintenance MOVED and seconded to approve Christina Handy as the successful proponent under the Public Washroom Maintenance request for proposal; AND TO authorize the Mayor and Chief Administrative Officer to sign the General Service Agreement with Christina Handy on behalf of the District of Sooke. CARRIED UNANIMOUSLY
5 Meeting Date: November 23, 2015 District of Sooke Adopted on: December 14, 2015 Regular Council Meeting Minutes Public Trails and Walkways Maintenance MOVED and seconded to approve R & C Groundskeeping as the successful proponent under the Public Trails and Walkways Maintenance request for proposal; AND TO authorize the Mayor and Chief Administrative Officer to sign the General Service Agreement with R & C Groundskeeping on behalf of the District of Sooke. CARRIED UNANIMOUSLY
Public Greenspace Maintenance MOVED and seconded to approve R & C Groundskeeping as the successful proponent under the Public Greenspace Maintenance request for proposal; AND TO authorize the Mayor and Chief Administrative Officer to sign the General Service Agreement with R & C Groundskeeping on behalf of the District of Sooke. CARRIED Councillor Parkinson opposed the motion
Ornamental Areas Maintenance MOVED and seconded to approve Arterra as the successful proponent under the Ornamental Areas Maintenance request for proposal; AND TO authorize the Mayor and Chief Administrative Officer to sign the General Service Agreement with Arterra on behalf of the District of Sooke. CARRIED UNANIMOUSLY
Playground Inspection and Maintenance MOVED and seconded to approve Arterra as the successful proponent under the Playground Inspection and Maintenance request for proposal; AND TO authorize the Mayor and Chief Administrative Officer to sign the General Service Agreement with Arterra on behalf of the District of Sooke. CARRIED UNANIMOUSLY
MOVED and seconded to direct staff to investigate if the Public Spaces Maintenance Contracts are best provided in house or by external contractors or improvements to the existing contracts. CARRIED UNANIMOUSLY
ACTION ITEM: staff to provide Council with the funding provided to each contractor for the Public Space Maintenance that is over and above the cost of each contract.
RA-4 2016 Council Conventions MOVED and seconded to confirm Council attendance to the 2016 Council Conventions as follows: Council Member LGLA AVICC FCM UBCM Mayor Maja Tait x x x Councillor Bev Berger x x x Councillor Rick Kasper x x x x Councillor Ebony Logins x x x Councillor Brenda Parkinson x x x Councillor Kevin Pearson x x x Councillor Kerrie Reay x x x x
6 Meeting Date: November 23, 2015 District of Sooke Adopted on: December 14, 2015 Regular Council Meeting Minutes CARRIED UNANIMOUSLY
REPORTS FOR INFORMATION
RI-1 Mayor and Council Reports (Verbal) Councillor Kasper reported on attending the Capital Regional District Board meeting where the Board gave approval of Preliminary Budget for 2016. Councillor Kasper reported that the 2016 CRD Budget increased by 2.88 million dollars for all CRD services.
Councillor Logins reported on attending the Sooke Road Roundabout Opening ceremony. Councillor Logins also attended the Sooke Fire Rescue Service Firefighter's Banquet and reported that the firefighters are looking for more volunteers for the Help Fill a Fire Truck campaign.
Councillor Parkinson also reported on attending the Sooke Fire Rescue Department Firefighters Banquet. Councillor Parkinson and Acting Mayor Pearson also participated in making Christmas swags which will decorate the town centre from Church Road to the Hope Centre. Councillor Parkinson attended the "Tommy" production at EMCS.
RI-2 CAO Update (Verbal) Mr. Dillabaugh advised that there was nothing new to report at this time.
RI-3 Council Reader File — October 2015 MOVED and seconded to file the Council Reader File — October 2015. CARRIED UNANIMOUSLY
NEW BUSINESS NB-1 Correspondence received November 17, 2015 from Friends of Carmanah/Walbran RE: Request for letter of support for the protection of Walbran Valley MOVED and seconded to file the correspondence from Friends of Carmanah/VValbran RE: Request for letter of support for the protection of Walbran Valley CARRIED Councillor Logins opposed the motion
NOTICES OF MOTION NM-1 AMENDED - Notice of Motion by Councillor Kerrie Reay for recognition by the Mayor and consideration by Council (section 41 of the Council Procedure Bylaw) at the December 14, 2015 Regular Council meeting. WHEREAS the District of Sooke Council has heard from its residents in the Otter Point Road area of their significant problems with a depleted aquifer such that they must at times purchase potable water; AND WHEREAS the end of the Juan de Fuca Water Distribution water line is located a short distance from the affected residents; AND WHEREAS, within the identified Urban Growth Area of the District of Sooke Regional Context Statement, the District has indicated its intention to provide clean and treated potable water to all residents of Sooke within the District's municipal boundary; NOVVTHEREFORE the District of Sooke Council requests that the Juan de Fuca Water Distribution Commission extend their Otter Point Road water line to the municipal
7 Meeting Date: November 23, 2015 District of Sooke Adopted on: December 14, 2015 Regular Council Meeting Minutes boundary, service all homes on route, and provide funding for the water servicing from their Development Cost Charge Fund. CARRIED UNANIMOUSLY
REPORT OF IN CAMERA RESOLUTIONS Release of In Camera Resolution of November 23, 2015— SEAPARC Appointments THAT COUNCIL appoint Jim Perkins and Patrick Grove as District of Sooke community members to the Sooke and Electoral Area Parks and Recreation Commission for a two year term commencing January 1, 2016. AND THAT this resolution be released to the public. CARRIED Release of In Camera Resolution of November 23, 2015— Community Grant Review Committee Appointment THAT COUNCIL appoint Michelle Stratford and Coleen Heenan as public members to the Community Grant Review Committee for 2016; AND THAT this resolution be released to the public. CARRIED Release of In Camera Resolution of November 9, 2015 -6625 & 6647 Sooke Road — Sanitary Sewer Services THAT COUNCIL direct staff to work with the property owner to provide a new residential service stub to 6645 Sooke Road at the property owner's cost should they decide that they wants this connection; AND THAT the District would coordinate the sewer service installation; AND THAT the property owner be advised that the residential service is not intended to service the ultimate development on this property as per the recently approved zoning on the property and that when development proceeds, offsite works will be required, at the cost of the developer, to service the proposed development. AND THAT this resolution be released to the public. CARRIED UNANIMOUSLY
ADJOURNMENT MOVED and seconded to adjourn the meeting at 9:44 p.m. CARRIED UNANIMOUSLY
Certified Correct:
evin Pearson Bo Sprinkling Acting Mayor Corporate Officer
8 Meeting Date: November 23, 2015 District of Sooke Adopted on: December 14, 2015 Regular Council Meeting Minutes DISTRICT OF SOOKE
Minutes of the Special Meeting of Council Closed Portion at 6:00 p.m. in Municipal Meeting Room Open Portion at 7:00 pm in Council Chamber November 30, 2015 2225 Otter Point Road, Sooke, BC
COUNCIL PRESENT STAFF PRESENT Acting Mayor Pearson Michael Dillabaugh, Acting CAO Councillor Bev Berger Bonnie Sprinkling, Corporate Officer Councillor Rick Kasper Tina Hansen, Corporate Assistant Councillor Ebony Logins Councillor Brenda Parkinson
ABSENT: Mayor Maja Tait, Councillor Kerrie Reay
CALL TO ORDER Acting Mayor Pearson called the meeting to order at 6:10 p.m.
MOTION TO CLOSE THE MEETING TO THE PUBLIC MOVED to close the meeting to the public under section 90(1) of the Community Charter to discuss: 90(1)(a)personal information about an identifiable individual who holds or is being considered for a position as an officer, employee or agent of the municipality or another position appointed by the municipality. CARRIED UNANIMOUSLY
CALL TO ORDER - OPEN PORTION Acting Mayor Pearson called the open portion of the Regular Council meeting to order at 7:02 p.m. in the Council Chambers.
APPROVAL OF AGENDA MOVED and seconded to approve the agenda as circulated. CARRIED UNANIMOUSLY
BYLAWS B-1 Bylaw No. 626, Sooke Fire Services Commission Delegation Bylaw, 2015 MOVED and seconded that Bylaw No. 626, Sooke Fire Services Commission Delegation Bylaw, 2015 be adopted. CARRIED Councillors Logins and Parkinson opposed the motion
REPORTS REQUIRING ACTION
RA-1 Regional Strategy and Model for Economic Development Dan Dagg, Chair Greater Victoria Development Agency, addressed Council as to the new model for economic development in the region. Mr. Dagg explained that smaller municipalities such as Sooke will not get "lost" amongst larger municipalities like Victoria for mainly two reasons; one, that the new model is based on one vote per municipality Meeting Date: November 30, 2015 1 District of Sooke Adopted on:December 14, 2015 Special Council Meeting Minutes even though the financial contribution for smaller municipalities is less. Secondly, it is the intent of the South Vancouver Island Economic Development Agency to work with each municipality to help evolve and develop their economic development strategies that are in line with their own Official Community Plans. The smaller municipalities will have more resources put towards economic development.
Mr. Dagg advised that there are currently six funding partners' participating in the new regional model and that they only require seven participants in order to move forward.
MOVED and seconded to support in principle the proposed Regional Strategy and Model for Economic Development in South Vancouver Island provided that a majority of (7/13 at a minimum) municipalities participate in the new Regional Strategy and model for Economic Development in South Vancouver Island; AND TO allocate $2,429 as start-up funding, allocated from the 2015 Council Contingency, plus $7,288 in the 2016 budget year for the purposes of creating a new regional economic development organization, subject to municipal inclusion on the Funding Partners Council. CARRIED Councillor Logins opposed the motion
MOVED and seconded to appoint Councillor Bev Berger to the Funding Partners Council. CARRIED UNANIMOUSLY
NB-1 Appointments to Capital Regional District (CRD) Board Acting Mayor Pearson requested that Council waive notice in order to add a New Business item to the Special Council Meeting Agenda in accordance with the Council Procedure Bylaw.
MOVED and seconded to waive notice for the addition of a New Business item relating to the Capital Regional District Board appointments, to the Special Council Meeting Agenda in accordance with the District of Sooke Council Procedure Bylaw. CARRIED UNANIMOUSLY
Acting Mayor Pearson advised that with Mayor Tait on maternity leave, Council will need to consider interim Municipal Director appointments to the Capital Regional District (CRD) Board.
MOVED and seconded to appoint Councillor Kasper as Municipal Director to the Capital Regional District Board. CARRIED UNANIMOUSLY
MOVED and seconded to appoint Councillor Berger as Alternate Municipal Director to the Capital Regional District Board. CARRIED UNANIMOUSLY
MOVED and seconded to appoint Councillor Kasper as Municipal Director and Councillor Berger as Alternate Municipal Director to the Capital Regional District Hospital Board. CARRIED UNANIMOUSLY
Meeting Date: November 30, 2015 2 District of Sooke Adopted on:December 14, 2015 Special Council Meeting Minutes ADJOURNMENT MOVED and seconded to adjourn the meeting at 7:35 p.m. CARRIED UNANIMOUSLY
Certified Correct:
Kevin Pearson B Sprinkling Acting Mayor Co orate Officer
Meeting Date: November 30, 2015 3 District of Sooke Adopted on:December 14, 2015 Special Council Meeting Minutes
DISTRICT OF SOOKE
Minutes of the Special Meeting of Council held in the Council Chamber at 2225 Otter Point Road, Sooke, BC on December 7, 2015 at 6:00 p.m.
COUNCIL PRESENT STAFF PRESENT Kevin Pearson, Acting Mayor Bonnie Sprinkling, Corporate Officer Councillor Bev Berger Councillor Rick Kasper Councillor Ebony Logins Councillor Brenda Parkinson Councillor Kerrie Reay
ABSENT: Mayor Maja Tait
CALL TO ORDER Acting Mayor Pearson called the meeting to order at 6:02 p.m.
APPROVAL OF AGENDA MOVED and seconded to approve the agenda as circulated. CARRIED UNANIMOUSLY
MOTION TO CLOSE THE MEETING TO THE PUBLIC MOVED and seconded to close the meeting to the public under section 90(1)(1) of the Community Charter to discuss • 90(1)(a) personal information about an identifiable individual who holds or is being considered for a position as an officer, employee or agent of the municipality or another position appointed by the municipality; • 90(1)(1) discussions with municipal officers and employees respecting municipal objectives, measures and progress reports for the purposes of preparing an annual report under section 98 [annual municipal report]. CARRIED UNANIMOUSLY
ADJOURNMENT MOVED and seconded to adjourn the meeting at 10:17 p.m. CARRIED UNANIMOUSLY
Certified Correct:
Kevin Pearson Bonñiê Sprinkling Acting Mayor Corporate Officer
Meeting Date: December 7, 2015 1 District of Sooke Adopted on: January 11, 2016 Special Council Meeting Minutes
DISTRICT OF SOOKE Committee of the Whole Minutes Meeting held December 7, 2015 at 7:00 pm Council Chamber, 2225 Otter Point Road
COUNCIL PRESENT STAFF PRESENT Councillor Kevin Pearson, Acting Mayor Michael Dillabaugh, Acting CAO Councillor Bev Berger Bonnie Sprinkling, Corporate Officer Councillor Rick Kasper Tina Hansen, Corporate Assistant Councillor Ebony Logins Councillor Brenda Parkinson
ABSENT: Mayor Maja Tait, Councillor Kerrie Reay
1. Call to Order The meeting was called to order at 7:03 p.m.
2. Approval of Agenda MOVED to approve the agenda with the following as new business: • NB-1-Correspondence dated November 20, 2015 from Sooke Lions Club • NB-2-Presentation: Primary Health Care Services Working Group — Review of Sooke Diagnostic Imaging Analysis and Recommendation — Linda Nehra, South Island Division of Family Practice and Erica Kjekstad, Consultant CARRIED UNANIMOUSLY
Acting Mayor Pearson took the opportunity to introduce and welcome Teresa Sullivan, newly hired Chief Administrative Officer for the District of Sooke.
3. Presentation: Western Canada Marine Response Corp. — Oil Spill Geographic Response Strategies for the District of Sooke — Michael Lowry, Manager, Communications
Michael Lowry, Manager of Communications provided a powerpoint presentation and addressed the Committee as to Marine Spill Response on the West Coast. Mr. Lowry overviewed Canada's spill response regime administered by Transport Canada. Mr. Lowry provided information on the Western Canada Marine Response Corporation (WCMRC), BC's spill response organization and provided information as to the Coastal Mapping Program and the Trans Mountain expansion project.
Committee discussed: • The issue of oil tanker traffic and risk of marine oil spills off coastal BC is a passionate issue in Sooke • Discussion as to potential locations for response base facilities being located at Beecher Bay and Port Renfrew • Discussion that Sooke is not included as a location for a response base facility due to navigation challenges in/out of the Sooke Harbour and Basin 1
Meeting Date: December 7, 2015 District of Sooke Adopted on: January 11, 2016 Committee of the Whole Meeting Minutes • Discussion as to whether there will be revisions as to response times made in the Canada Shipping Act • WCMRC is providing presentations on Marine Spill Response on the West Coast to all coastal communities • Discussion as to the number of people required to be on call in order to provide response in the allocated response times • The District of Sooke would qualify to have an equipment cache that could be used for clean-up of anything that falls through but Sooke is well covered by the equipment stored at Beecher Bay
Public Input: Jeff Bateman, Sooke resident stated that response plans are all partially conditional on the National Energy Board's (NEB) approval of the Trans Mountain pipeline. Mr. Bateman inquired as to whether we will be faced with an 18 to 72 hour response time until the time the Trans Mountain pipeline has been approved.
Larissa Sandy representing Sierra Club of BC inquired as to the WCMRC's Coastal Mapping Project and consulting processes with First Nations to identify sensitive midden sites. Ms. Sandy also commented as to her concerns of delayed oil spill response times due to extreme weather on the coast and concerns as to a low percentage rate of 10 to 15 that is considered to be successful clean-up of an oil spill.
Gail Armitage representing the Dogwood Initiative commented as to WCMRC's commitment to improve response times, and provided commented as to her concerns of the low percent rate of oil spill clean-up and the significant health risks associated with benzene.
Ralph Hull addressed the Committee as to his concerns of the oil business as he believes there are alternative, more environmentally sustainable types of energy. Mr. Hall also commented as to the recent oil spill in English Bay and concerns of Kinder Morgan's affiliation to WCMRC as shareholders.
Steve Unger, Sooke resident commented as to his concerns that 80 percent of oil is not being recovered and remains in the ocean following a spill. Mr. Unger believes that this should be the focus of concern moreover response times. Mr. Unger stated that we need to think about what we are doing by increasing the amount of oil being transported to the coast.
Acting Mayor Pearson took the opportunity to thank Mr. Lowry for his presentation.
4. Presentation: Royal Roads University Master of Tourism Management Program — Tourism Destination Development for the new Sooke Town Centre — Brian White, Director, School of Tourism and Hospitality
Brian White, Director School of Tourism and Hospitality addressed the Committee as to the Royal Roads University Master of Tourism Management Project for the District of Sooke. Mr. White advised that the presentation is focused on the Sooke Town Centre and what could be done in developing the downtown core. The presentation focused on what Sooke could be in terms of tourism and the theme "a great place to live is a great 2
Meeting Date: December 7, 2015 District of Sooke Adopted on: January 11, 2016 Committee of the Whole Meeting Minutes place to visit." The presentation wills overview the vision for Sooke, a sense of place, a brand for Sooke, amenities and recommendations.
Royal Roads University Masters students provided a powerpoint presentation and overview of "The Sooke Destination Framework Project." The students summarized Sooke's assets including natural resources such as the sea, forests and farming and cultural assets such as the Sooke Fine Arts Show and festivals. The presentation included marketing tourism, branding Sooke, waterfront design, renewable energy opportunities, a proposed brewpub design, development opportunities and recommendations.
Mr. White provided an overview of the recommendations to the Committee advising that Sooke is ready for a "Coalition of the willing" as he believes there is great opportunity in Sooke with its strong arts and culture and the positive changes occurring here.
The Committee acknowledged and thanked the Royal Road University Students for the presentation and for their enthusiasm, hard work and the vision that they had created for Sooke.
Public Input: Geraldine McGuire, President Sooke Fine Arts Society stated that she enjoyed the Royal Roads University presentation. Ms. McGuire noted that the Sooke Fine Arts Show will be having their thirtieth anniversary next year and half million dollars remains in the community of Sooke from the Sooke Fine Arts Show each year
Sally Manning, Sooke Fine Arts Society took the opportunity to thank the Royal Roads University students for their research and for recognizing the arts and festivals in Sooke and their importance to the community.
Gail Armitage, Sooke resident provided comments on the Royal Roads University presentation stating that the arts are important and that Sooke has an amazing amount of artists in the area. Ms. Armitage also commented that she was happy to see the students include "sustainable energy" in their presentation.
Caryl Wilford, President Sooke Community Arts Council commented as to the Royal Roads University presentation advising that the students captured exactly how people feel about arts and culture in the community.
Ron Ramsay, Shirley resident provided comments as to the importance of tourism for Sooke and looking at the pristine old growth forests in the Walbran Valley to draw tourists to the area. Mr. Ramsay further commented that we should look at promoting Sooke as a gateway into Carmanah.
John Russell, Sooke resident advised that he has spent most of his life involved in the arts. Mr. Russell provided comments as to the large number of local artists and artisans in Sooke advising that Sooke and the arts has a great opportunity to develop and become recognized to a greater capacity. The Sooke Fine Arts Show is well known outside of the community and is one of the most important things that identify Sooke.
3
Meeting Date: December 7, 2015 District of Sooke Adopted on: January 11, 2016 Committee of the Whole Meeting Minutes Ray Freeman, Associate Faculty of Royal Roads University and tourism industry consultant addressed the as to the importance of channelling passions and working together as a community to in order to be successful.
Nicky Logins, Otter Point resident believes there is a lot of potential in Sooke in the arts and culture and our natural resources although Sooke is not good at is acknowledging its own achievements. Ms. Logins stated that she challenges Council to promote Sooke's' many achievements as it is time they get out to the world.
Averol, Sooke resident addressed the Committee as to Sooke being a "bedroom community" and the importance of taking a pragmatic approach to the development of the community on a practical level by having a vision of what Sooke needs and have the gumption to go through with it.
Brian Zutz, Sooke resident provided comments as to making improvements to accessibility such as through Phillips Road to up island so that people can come here more as a destination.
Audrey, Sooke resident addressed Council as to her enjoyment of attending film festivals where she previously lived in Toronto and that she would like to see a theatre for similar productions in Sooke.
5. Presentation: Primary Health Care Services Working Group — Review of Sooke Diagnostic Imaging Analysis and Recommendation — Linda Nehra, South Island Division of Family Practice and Erica Kjekstad, Consultant
Linda Nehra, South Island Division of Family Practice provided an overview as to the Primary Health Care Service Working Group and its representation. Ms. Nehra advised the working group was formed two years ago with the main priority to look at the health care services concerns of the community and to try to move these issues forward. One of the issues the community has struggled with is with the inadequacy of the diagnostic services (x-ray) in terms of availability and in terms of quality. The South Island Division of Family Practice hired consultant Erica Kjekstad to do an analysis of the x-ray services in Sooke.
Erica Kjekstad provided a powerpoint presentation and overview of the South Island Division of Family Practice analysis of Sooke Diagnostic Services. Ms. Kjekstad reported that the current x-ray facility owned by West Coast Medical Imaging uses an analogue machine which was prevalent 25 years ago and scans taken at the facility are not able to be forwarded digitally to radiologist or physicians.
Ms. Kjekstad reported on statistics for the current demand of x-ray services in Sooke and x-ray demand with predicted population growth by the year 2030. This included an analysis of revenue for a facility in 2015 and 2030. The analysis showed a net income loss in 2015 and a net income profit in 2030. Ms. Kjekstad explained how Certificates of Approval were administered by the Ministry of Health for medical imaging facilities in British Columbia. Ms. Kjekstad summarized the following conclusions from the analysis:
4
Meeting Date: December 7, 2015 District of Sooke Adopted on: January 11, 2016 Committee of the Whole Meeting Minutes • It is unlikely that a Certificate of Approval would be granted for a new upgraded diagnostic imaging facility in Sooke • It is unlikely that upgrades will be made to the current Sooke x-ray facility • The business case is weak for a profitable new facility • The remaining lifespan of the current unit is unknown
Ms. Kjekstad discussed what the next steps could be for Sooke including investigation of alternate support solutions such as a driver services to x-ray facilities for residents without a vehicle and looking into ways for establishing "twinning" facilities."
A discussion ensued between the Committee, Ms. Kjekstad and Ms. Nehra as to the following: • Discussion as to the fees for service for x-rays and other diagnostic tests as established by the Ministry of Health • Whether the short hours of operation of the x-ray facility is the reason for the low numbers of scans taken at the facility • The Ministry of Health and Committee responsible for issuing the Certificates should see the Sooke x-ray facility and be made aware of its hours of operation • The Sooke x-ray facility may not meet BC Ministry of Health regulations in the future • Council to look at lobbying senior levels of government; the Primary Health Care Services Working Group has already lobbied senior levels of government
Acting Mayor Pearson took the opportunity to thank Ms. Nehra and Ms. Kjekstad for their presentation.
Public Input: There was no input from members of the public.
6. Correspondence dated November 20, 2015 from Sooke Lions Club
Councillor Parkinson provided an update as to the Sooke Lions Club proposal for a joint revitalization project for the gateway to Sooke. Councillor Parkinson advised that the Sooke Lion's Club, Museum and Rotary Club will be working together in consultation with community stakeholders, the Ministry of Transportation and Infrastructure (MoTI), and T'Sou-ke First Nation to improve signage and the entrance to Sooke.
Committee discussed: • This is a timely project with the recent improvements to the Town Centre • Timeline of the consultation process • Look at inviting the Sooke Lion's Club to attend an upcoming Council meeting and present to Council on the project and costs associated with the project once they have completed the consultation process • This area is utilized as overflow parking during community events
5
Meeting Date: December 7, 2015 District of Sooke Adopted on: January 11, 2016 Committee of the Whole Meeting Minutes ACTION ITEM: The Committee asked that staff invite the Sooke Lion's Club to present on the gateway revitalization project at an upcoming Council meeting once the consultation process for the project is complete.
7 Public Input Linda Slater, Sooke resident addressed the Committee as to the Community Grant Review Committee recommendations to reduce funding to the arts community and read her public statement. Ms. Slater advised that she has been a volunteer and fundraiser in Sooke for many years and it is not always possible to fundraise as every organization is asking for financial support from local business.
Ellen Lewers, Sooke resident addressed the Committee as to the Sooke Lion's Club proposal for signage and improvements to the gateway to Sooke advising that she has invested a lot of time already researching digital signage for Sooke and is willing to provide this information to the Sooke Lion's Club. This would be a way for community groups to advertise events and generate some income. Ms. Lewers also read her public statement as to the arts community and its importance to the culture of Sooke.
Maureen Savoy, Sooke resident and Secretary, Sooke Community Arts Council read her public statement as to the Community Grant Review Committee's recommendations to discontinue funding to the Arts Council. Ms. Savoy advised of her concerns as to the impact that ceasing funds would have on the arts community, local business and employment in Sooke. Ms. Savoy clarified that the Arts Council does not distribute grants to other organizations from District of Sooke Funding and provided further information as to disbursement of funds by the Arts Council. Ms. Savoy asked that Council not approve the recommendations from the Community Grant Review Committee.
Patrick Grove, Sooke resident provided comments as to the Sooke Community Arts Council and Sooke Fine Arts Society and addressed the Committee as to the importance of volunteers in Sooke. Mr. Grove asked Council for "fairness" when it comes to the volunteers as many of them work hundreds/thousands of volunteer hours per year.
Loretta Boerkamp, Sooke resident read her public submission. Ms. Boerkamp requested that Council look at reducing costs for doggy waste bags instead of discontinuing funding to the arts community.
8. Adjournment The meeting was adjourned at 9:41 p.m.
Certified Correct:
444P evin Pearson Bo ir Sprink17. Acting Mayor Cor• 'rate Offic r
6 Meeting Date: December 7, 2015 District of Sooke Adopted on: January 11,2016 Committee of the Whole Meeting Minutes DISTRICT OF SOOKE
Minutes of the Special Meeting of Council held in the Council Chamber at 2225 Otter Point Road, Sooke, BC on December 12, 2015 at 9:15 am.
COUNCIL PRESENT STAFF PRESENT Kevin Pearson, Acting Mayor Bonnie Sprinkling, Corporate Officer Councillor Bev Berger Councillor Rick Kasper (remote) Councillor Ebony Logins (left at 9:25 am.) Councillor Brenda Parkinson Councillor Kerrie Reay
ABSENT: Mayor Maja Tait
CALL TO ORDER Acting Mayor Pearson called the meeting to order at 9:17 a.m.
APPROVAL OF AGENDA MOVED and seconded to approve the agenda as circulated. CARRIED UNANIMOUSLY
MOTION TO CLOSE THE MEETING TO THE PUBLIC MOVED and seconded to close the meeting to the public under section 90(1)(1) of the Community Charter to discuss • 90(1)(a) personal information about an identifiable individual who holds or is being considered for a position as an officer, employee or agent of the municipality or another position appointed by the municipality. CARRIED UNANIMOUSLY
ADJOURNMENT MOVED and seconded to adjourn the meeting at 9:38 a.m. CARRIED UNANIMOUSLY
Certified Correct:
, a9, Kevin Pearson Bo Te Sprin ling Acting Mayor Corporate Officer
Meeting Date: December 12, 2015 1 District of Sooke Adopted on: January 11, 2016 Special Council Meeting Minutes DISTRICT OF SOOKE
Minutes of the Regular Meeting of Council held in the Council Chamber at 2225 Otter Point Road, Sooke, BC on December 14, 2015 6:00 p.m., Open Portion, Council Chamber
COUNCIL PRESENT STAFF PRESENT (Open Portion) Kevin Pearson, Acting Mayor Teresa Sullivan, Chief Administrative Officer Councillor Bev Berger Michael Dillabaugh, Director of Finance Councillor Rick Kasper Bonnie Sprinkling, Corporate Officer Councillor Ebony Logins Elisabeth Nelson, Engineer (left at 10:29 pm) Councillor Brenda Parkinson Steve Sorensen, Fire Chief Councillor Kerrie Reay Katherine Lesyshen, Planner II (left at 10:29 p.m.) Tina Hansen, Corporate Assistant
ABSENT: Mayor Maja Tait, Councillor Bev Berger
CALL TO ORDER Acting Mayor Pearson called the meeting to order at 6:02 p.m.
APPROVAL OF THE AGENDA MOVED and seconded to approve the agenda with the following as new business/supplemental information: • NB/Supplemental Information Package 1 • NB/Supplemental Information Package 2 • NB/Supplemental Information Package 3 CARRIED UNANIMOUSLY
PRESENTATIONS OF EMPLOYEE SERVICE AWARDS
Acting Mayor Pearson presented service awards to District of Sooke employees with extended periods of service to the municipality.
The meeting recessed at 6:10 p.m. in order to hold a reception for the award recipients.
The meeting was called back to order at 7:00 p.m.
MOVED and seconded to move Agenda Item RA-1 Recommendations from Community Grant Review Committee to immediately following Public Question and Comment Period. CARRIED UNANIMOUSLY
ADOPTION OF MINUTES MOVED and seconded that the minutes of the Committee of the Whole meeting held on November 16, 2015 be adopted as circulated. CARRIED UNANIMOUSLY
1 Meeting Date: December 14, 2015 District of Sooke Adopted on: January 11, 2016 Regular Council Meeting Minutes MOVED and seconded that the minutes of the Regular Council meeting held on November 23, 2015 be adopted as circulated. CARRIED UNANIMOUSLY
MOVED and seconded that the minutes of the Special Council meeting held on November 30, 2015 be adopted as circulated. CARRIED UNANIMOUSLY
MINUTES FOR INFORMATION MOVED and seconded that the following minutes be received for information: November 5, 2015 Hiring Committee November 12, 2015 Climate Change Action Committee November 18, 2015 Community Grant Review Committee November 19, 2015 Sooke Community Centre Advisory Committee Workshop November 24, 2015 Emergency Planning Committee November 25, 2015 Sooke Program for the Arts Committee CARRIED UNANIMOUSLY
DELEGATIONS
D-1 Heart and Stroke Foundation — Big Bike for Sooke — Jodi Gaiser, Community Development Coordinator Jodi Gaiser provided a powerpoint presentation on the Heart and Stroke Foundation's Bike Bike Campaign and a proposal to bring the Bike Bike half day event to Sooke in June, 2016. Ms. Gaiser advised that she would work with the District on an event route in the town centre.
D-2 Sooke Region Food CHI — Category A Community Grant — Phoebe Dunbar, Vice- President Phoebe Dunbar, Vice-President Sooke Region Food CHI, addressed Council as to the Community Grant Review Committee's recommendation to discontinue funding for the Sunriver Community Gardens "Grow a Row" charitable food production program. Ms. Dunbar provided clarification as to some of the issues raised by the Community Grant Review Committee including future sustainability of the "Grow a Row" program, clarification as to Food CHI's financial statements and clarification as to the paid coordinator position. Ms. Dunbar reported that the program provides a service to the community and that they would like to see Council continue to provide funding for the program until 2016 where they expect the program will be more sustainable.
Kim Metzger, Sooke Food Bank, addressed Council advising that Sooke Food CHI and the "Grow a Row" program helps to support the Sooke Food Bank. Ms. Metzger stated that the Food Bank is not being validated when community grants are turned down to organizations that provide support to the Food Bank.
D-3 EMCS Society/Youth Engagement — Category A Community Grant — Infinity Logan, Coordinator Infinity Logan, Coordinator EMCS Society, and Ann Bell, EMCS Community School Coordinator, addressed Council as to the Community Grant Review Committee recommendation to reduce funding for the EMCS Youth Engagement Project. Ms. Bell
2 Meeting Date: December 14, 2015 District of Sooke Adopted on: January 11,2016 Regular Council Meeting Minutes reported that the EMCS Society is a non-profit society and that any funds they receive are used for the purpose that they were applied for. Ms. Bell provided further clarification the society's business practices, financial statements and fiscal year end. Ms. Bell advised that with the recommended cuts to the society, it will be difficult to continue with the youth engagement program.
Ms. Logan provided additional clarification as to the Coordinator position with the EMCS Society Youth Engagement program. Ms. Logan advised that without funding for the Coordinator, they will have no one to supervise youth. Ms. Logan supports tax dollars being used toward the health and safety of youth.
D-4 Sooke Community Arts Council — Category A Community Grant — Caryl Wilford, President Caryl Wilford, President Sooke Community Arts Council, addressed Council as to the Community Grant Review Committee's recommendation to discontinue funding to the Sooke Community Arts Council. Ms. Wilford advised that the Arts Council believes that the decision has been made through a misinterpretation of the District's Community Grant Program Policy. Ms. Wilford provided clarification as to the use of funds received from the District of Sooke and the use of funds received from the BC Arts Council. Ms. Wilford advised that the Arts Council is a non-profit organization that provides programs in the arts and culture that benefit the community and their activities are supported in the District of Sooke Official Community Plan. Ms. Wilford reported that if the group loses their funding from the District, within two years they will also lose the support of the matching grants from the BC Arts Council which will have an unfortunate domino effect to other organizations in the community that they help support.
D-5 Sooke Fine Arts Society — Category A community Grant — Catherine Keogan, Executive Director Catherine Keogan, Executive Director Sooke Fine Arts Society, provided a PowerPoint presentation and addressed Council as to the Community Grant Review Committee's recommendations to reduce funding to the Sooke Fine Arts Society. Ms. Keogan reported on the Sooke Fine Arts Show and its community support of over 300 volunteers, local businesses, organizations and the District of Sooke. The Sooke Fine Arts Show provides programs that engage children, youth and seniors and brings nearly 7000 visitors to the community resulting in an economic impact of approximately $600,000 each year.
Danny Huszar Sooke Fine Arts Society Board of Directors reported on the Sooke Fine Arts Show's financial statements and provided additional clarification as to employ staffing position salaries. Ms. Houzer asked that Council set aside the recommendations made by the Community Grant Review Committee and continue funding to the Sooke Fine Arts Society.
PUBLIC QUESTION AND COMMENT PERIOD Geraldine McGuire, President Sooke Fine Arts Society, provided comments as to her concerns over the recommendations to reduce funding to the Sooke Fine Arts Society and Sooke Fine Arts Show and the negative impact it could have on the community. Ms. McGuire asked how we can justify cutting programs that brand Sooke when it was made clear at a presentation made by Royal Roads University students that the Sooke Fine Arts Show is a vital part of the community; this is what Sooke is about.
3 Meeting Date: December 14, 2015 District of Sooke Adopted on: January 11, 2016 Regular Council Meeting Minutes Nicky Logins, Otter Point resident, provided comments as to the Sooke Food CHI Society presentation and the importance of food security for the community which is a service that Sooke Food CHI is providing by supporting families that need to feed their children and themselves. Sooke Food CHI also supports other community organizations such as the Sooke Food Bank as they do not have the capacity to feed everyone. Ms. Logins would like to see Council support Sooke Food CHI in their request for funding.
Paula McCormick Sooke Food CHI member, spoke to the importance of the "Grow a Row" program and the positive affects it has on the many volunteers. Ms. McCormick advised that the program has been a great contribution to the community and she would like to see Council's support so that the program can continue.
Jeff Bateman, Sooke resident, addressed Council as to the importance of the Sooke organizations receiving the financial support of the District of Sooke. Mr. Bateman also inquired as to why Council did not decide to provide a letter of support to the Friends of Carmanah for the protection of Walbran Valley. Mr. Bateman requested clarification of the hiring process for the new Chief Administrative Officer.
Sandra Scathe, past president of the Sooke Fine Arts Society, addressed Council as to the various events that the Sooke Fine Arts Society holds each year and their importance to the community. Ms. Scathe advised that all the events are free to the public and involve children and youth. The events bring economic development to Sooke and with the support the District could continue to grow.
RA-1 Recommendations from Community Grant Review Committee meeting held November 18, 2015: Category A Grant Review:
1. EMCS — Youth Engagement Project (requested amount $7,000) Councillor Logins declared a conflict of interest with the EMCS Youth Engagement Project as she is the person responsible for hiring for the Youth Engagement Coordinator position and left the meeting at 8:41 p.m.
MOVED and seconded to award the EMCS Youth Engagement Project a Category A grant in the amount of $3,500 contingent upon Council's approval of the 2016-2020 Five Year Financial Plan. CARRIED Councillor Parkinson opposed the motion Councillor Logins returned to the meeting at 8:47 p.m.
2. Sooke Residents in Need — Victims Services Program (requested amount $8,323) MOVED and seconded to award the Sooke Residents in Need Society — Victims Services Program a Category A grant in the amount of $8,323 contingent upon Council's approval of the 2016-2020 Five Year Financial Plan; AND FURTHER THAT COUNCIL advocate for other levels of government and governmental agencies, such as the Capital Regional District and the RCMP, to assist in funding this program. CARRIED UNANIMOUSLY 4 Meeting Date: December 14, 2015 District of Sooke Adopted on: January 11, 2016 Regular Council Meeting Minutes 3. Sooke Residents in Need Society — Sooke Crisis Centre (requested amount $6,120) MOVED and seconded to award the Sooke Residents in Need Society — Sooke Crisis Centre a Category A grant in the amount of $6,120 contingent upon Council's approval of the 2016-2020 Five Year Financial Plan. CARRIED UNANIMOUSLY
4. Sooke Region Food CHI (requested amount $7,000) MOVED and seconded not to award the Sooke Region Food CHI a Category A grant. DEFEATED
MOVED and seconded to award the Sooke Region Food CHI a Category A grant in the amount of $7,000 contingent upon Council's approval of the 2016-2020 Five Year Financial Plan. CARRIED UNANIMOUSLY
5. Sooke Fine Arts Society (requested amount $7,000) MOVED and seconded to award the Sooke Fine Arts Society a Category A grant in the amount of $3,500 contingent upon Council's approval of the 2016-2020 Five Year Financial Plan. DEFEATED Councillors Logins, Parkinson and Pearson opposed the motion
MOVED and seconded to award the Sooke Fine Arts Society a Category A grant in the amount of $7,000 contingent upon Council's approval of the 2016-2020 Five Year Financial Plan. CARRIED UNANIMOUSLY
6. NEED2 — Suicide Prevention, Education and Awareness (requested amount $3,184) MOVED and seconded to award NEED2 — Suicide Prevention, Education and Awareness a Category A grant in the amount of $1,592 contingent upon Council's approval of the 2016-2020 Five Year Financial Plan AND TO direct staff to write a letter to Island Health requesting support for NEED 2; AND THAT Council engage with other municipalities in sending this letter of support; AND FURTHER THAT the letter be copied to NEED2. CARRIED Councillor Logins opposed the motion
7. Sooke Food Bank Society — Milk Program (requested amount $10,000) MOVED and seconded to award the Sooke Food Bank Society — Milk Program a Category A grant in the amount of $10,000 contingent upon Council's approval of the 2016-2020 Five Year Financial Plan. CARRIED UNANIMOUSLY
8. Citizens on Patrol/Speedwatch Sooke (requested amount $2,800) MOVED and seconded to award the Citizens on Patrol/ Speedwatch Sooke a Category A grant in the amount of $2,800 contingent upon Council's approval of the 2016-2020 Five Year Financial Plan. CARRIED UNANIMOUSLY
5 Meeting Date: December 14, 2015 District of Sooke Adopted on: January 11, 2016 Regular Council Meeting Minutes 9. EMCS Student Art Bus Shelter Project (requested amount $1,925.87) MOVED and seconded not to award the EMCS Student Art Bus Shelter Project a Category A grant; AND TO encourage the EMCS Student Art Bus Shelter to continue to apply as a Category B Community Grant in April 2016. CARRIED UNANIMOUSLY
10. Greater Victoria Bike to Work Week Society (requested amount $300) MOVED and seconded not to award the Greater Victoria Bike to Work Week Society a Category A grant. CARRIED UNANIMOUSLY
11. JDF Regional Park Watch Society (requested amount $5,000) MOVED and seconded to award the Juan de Fuca Park Watch Society a Category A grant in the amount of $1,000 contingent upon Council's approval of the 2016-2020 Five Year Financial Plan. CARRIED Councillors Logins and Parkinson opposed the motion
12. Sooke Community Arts Council (requested amount $4,000) Councillor Kasper declared a conflict of interest with the Sooke Community Arts Council request for funding as he has recently become aware that he has a family member involved in an organization that received funding from the Sooke Community Arts Council in 2015 and left the meeting at 9:19 p.m.
MOVED and seconded to not award the Sooke Community Arts Council a Category A grant. DEFEATED MOVED and seconded to award the Sooke Community Arts Council a Category A grant in the amount of $4,000 contingent upon Council's approval of the 2016-2020 Five Year Financial Plan. CARRIED UNANIMOUSLY Councillor Kasper returned to the meeting at 9:28 p.m. The meeting recessed at 9:28 p.m. The meeting was reconvened at 9:32 p.m.
13. Sooke Lions Club — Canada Day (requested amount $5,000) MOVED and seconded to award the Sooke Lions Club — Canada Day a Category A grant in the amount of $5,000 contingent upon Council's approval of the 2016-2020 Five Year Financial Plan. CARRIED UNANIMOUSLY 14. Sooke Family Resource Society (requested amount $5,000) Councillor Logins declared a conflict of interest with the Sooke Family Resource Society request for funding as she has a family member that works for the Society and left the meeting at 9:35 p.m.
MOVED and seconded to award the Sooke Family Resource Society a Category A grant in the amount of $2,000 for program materials and supplies for 2016 and 2017 only, contingent upon Council's approval of the 2016-2020 Five Year Financial Plan;
6 Meeting Date: December 14, 2015 District of Sooke Adopted on: January 11, 2016 Regular Council Meeting Minutes AND FURTHER TO award an additional $600 for program transportation for 2016 and 2017 only, contingent upon Council's approval of the 2016-2020 Five Year Financial Plan, subject to clarification of the program transportation funds supporting getting mothers and babies to prenatal programming; AND FURTHER TO encourage Sooke Family Resource Society to seek provincial funding for prenatal services. CARRIED UNANIMOUSLY Councillor Logins returned to the meeting at 9:36 p.m.
15. Vancouver Island South Film and Media Commission (requested amount $1,000) MOVED and seconded to award the Vancouver Island South Film and Media Commission a Category A grant in the amount of $500 contingent upon Council's approval of the 2016-2020 Five Year Financial Plan. CARRIED Councillors Logins and Parkinson opposed the motion
16. Sooke Transition Town Society (Wild Wise Sooke) MOVED and seconded to award the Sooke Transition Town Society (Wild Wise Sooke) a Category A grant in the amount of $2,925 contingent upon Council's approval of the 2016-2020 Five Year Financial Plan. CARRIED UNANIMOUSLY
PUBLIC HEARINGS AND RELATED BYLAWS
PH-1 Report of Public Hearings — 2182 Church Road — Wadams Way Comprehensive Development Zone • Bylaw No. 622, Zoning Amendment Bylaw (600-19) Acting Mayor Pearson called the Public Hearings for Bylaw No. 622 to order at 9:40 p.m.
Acting Mayor Pearson advised that any person who believes that their interest in property is affected by the proposed bylaw would be given a reasonable opportunity to be heard or to present written submissions at the public hearings.
Katherine Lesyshen gave a powerpoint presentation and summary of the rezoning application for 2182 Church Road.
Public Submissions: Gail Hall, Sooke resident, expressed her opposition to the rezoning application and provided comments as to her concerns of density bonusing and amenity contributions. Ms. Hall further commented as to Bylaw No. 622 and concerns that the bylaw did not reference amenities or the increase in density.
Ellen Lewers, Sooke resident, expressed her opposition for the rezoning application. Ms. Lewers also advised of her concerns as to the accuracy of the studies that have been completed on the property such as the Traffic Impact Assessment.
John Brohman, Otter Point resident, expressed his support for the rezoning application advising that the Wadams Way Comprehensive Zone is a good fit for Sooke and that it will provide flexibility for future developers of the property. 7 Meeting Date: December 14, 2015 District of Sooke Adopted on: January 11,2016 Regular Council Meeting Minutes Ms. Hall further commented that the issue is not whether the property is a good location for development, it is that the bylaw is insufficient and that Council is bound to uphold the integrity of the process.
Acting Mayor Pearson called three times for submissions to the Public Hearings for Bylaw No. 622, hearing none; he closed the public hearing at 9:57 p.m.
Council to consider third reading of Bylaw No. 622 MOVED and seconded to refer Bylaw No. 622, Zoning Amendment Bylaw (600-19) back to staff for clarification as to the bylaw and the amenity contributions. CARRIED UNANIMOUSLY
PUBLIC INPUT MEETINGS AND RELATED REPORTS
PI-1 Council Strategic Plan
Public Submissions: Ellen Lewers, Sooke resident, commented that Council did not involve the public during their Strategic Planning process. Ms. Lewers indicated that members of the public should be invited to strategic planning sessions as they are the ones who know what the priorities should be for the community.
Jeff Bateman, Sooke resident, advised that he believes the 2016 District of Sooke Strategic Plan is a good document and includes an update to the Official Community Plan and an important piece around communications.
BYLAWS B-1 Bylaw No. 623 Zoning Amendment Bylaw (600-20) and Bylaw No. 625, 7000 Melrick Place Phased Development Agreement Repeal Bylaw, 2015 - 7000 Melrick Place — Zoning Bylaw Reversal and Termination of Phased Development Agreement
Katherine Lesyshen provided a powerpoint presentation and summary of the Zoning Bylaw Reversal and Termination of Phased Development Agreement for 7000 Melrick Place.
Bylaw No. 623 MOVED and seconded that Bylaw No. 623, Zoning Amendment Bylaw (600-20) be introduced and read a first time. CARRIED UNANIMOUSLY
MOVED and seconded that Bylaw No. 623, Zoning Amendment Bylaw (600-20) be read a second time. CARRIED UNANIMOUSLY
MOVED and seconded that Bylaw No. 623, Zoning Amendment Bylaw (600-20) be read a third time. CARRIED UNANIMOUSLY
8 Meeting Date: December 14, 2015 District of Sooke Adopted on: January 11,2016 Regular Council Meeting Minutes Bylaw No. 625 MOVED and seconded that Bylaw No. 625, 7000 Melrick Place Phased Development Agreement Repeal Bylaw, 2015 be introduced and read a first time. CARRIED UNANIMOUSLY
MOVED and seconded that Bylaw No. 625, 7000 Melrick Place Phased Development Agreement Repeal Bylaw, 2015 be read a second time. CARRIED UNANIMOUSLY
MOVED and seconded that Bylaw No. 625, 7000 Melrick Place Phased Development Agreement Repeal Bylaw, 2015 be read a third time. CARRIED UNANIMOUSLY
MOVED and seconded to agree to terminate and discharge the Phased Development Agreement entered into with the owners of the property at 7000 Melrick Place at the time of rezoning. CARRIED UNANIMOUSLY
MOVED and seconded to direct staff to give notice for waiver of the requirement for a public hearing in accordance with s. 893 of the Local Government Act. CARRIED UNANIMOUSLY
B-2 Bylaw No. 624, Sooke Core Sewer Specified Area Amendment Bylaw (147-25) - Removal of 7000 Melrick Place from Sooke Core Sewer Specified Area
MOVED and seconded that Bylaw No. 624, Sooke Core Sewer Specified Area Amendment Bylaw (147-25) be introduced and read a first time. CARRIED UNANIMOUSLY
MOVED and seconded that Bylaw No. 624, Sooke Core Sewer Specified Area Amendment Bylaw (147-25) be read a second time. CARRIED UNANIMOUSLY
MOVED and seconded that Bylaw No. 624, Sooke Core Sewer Specified Area Amendment Bylaw (147-25) be read a third time. CARRIED UNANIMOUSLY
MOVED and seconded that Bylaw No. 624, be adopted concurrently with Bylaw No. 623, Zoning Amendment Bylaw (600-20) and Bylaw No. 625, 7000 Melrick Place Phased Development Agreement Repeal Bylaw, 2015. CARRIED UNANIMOUSLY
B-3 Bylaw No. 627, Official Community Plan Amendment Bylaw (400-8) Bylaw No. 628, Zoning Amendment Bylaw (600-21) - 2017 Idlemore Road
Michael Dillabaugh provided a powerpoint presentation and summary of the Official Community Plan amendment and rezoning application for 2017 ldlemore Road.
9 Meeting Date: December 14, 2015 District of Sooke Adopted on: January 11, 2016 Regular Council Meeting Minutes Bylaw No. 627 MOVED and seconded that Bylaw No. 627, Official Community Plan Amendment Bylaw (400-8) be introduced and read a first time. CARRIED UNANIMOUSLY
MOVED and seconded that Bylaw No. 627, Official Community Plan Amendment Bylaw (400-8) be read a second time. CARRIED UNANIMOUSLY
Bylaw No. 628 MOVED and seconded that Bylaw No. 628. Zoning Amendment Bylaw (600-21) be introduced and read a first time. CARRIED UNANIMOUSLY
MOVED and seconded that Bylaw No. 628. Zoning Amendment Bylaw (600-21) be read a second time. CARRIED UNANIMOUSLY
MOVED and seconded to direct staff to schedule a Public Hearing for Bylaw No. 627 and Bylaw No. 628 in accordance with the requirements of the Community Charter and the Local Government Act; AND THAT prior to final adoption of Bylaw No. 627 and 628, the owner enters into a Section 219 Covenant with the District of Sooke to address an amenity contribution towards the proposed construction of a trail along ldlemore Road; AND FURTHER TO authorize the Mayor and Chief Administrative Officer to execute the Section 219 Covenant. CARRIED UNANIMOUSLY
REPORTS REQUIRING ACTION Councillor Parkinson left the meeting at 10:28 p.m.
RA-2 Recommendations from Sooke Program for the Arts (SPA) Committee meeting held November 25, 2015: 2016 Communities in Bloom MOVED and seconded to approve the District of Sooke's participation in the 2016 Communities in Bloom Program contingent on Council approval of the 2016-2020 Five Year Financial Plan. CARRIED UNANIMOUSLY RA-3 Island Health Funding for Sooke Region CHI MOVED and seconded to approve the agreement between the District of Sooke and the Sooke Region Communities Health Network ("CHI") and the related agreement between the District of Sooke and the Vancouver Island Health Authority ("VIHA"); AND TO authorize the Mayor and the CAO to sign the two agreement documents on behalf of the District of Sooke. CARRIED UNANIMOUSLY
Councillor Parkinson returned to the meeting at 10:30 p.m. Councillor Logins left the meeting at 10:30 p.m.
10 Meeting Date: December 14, 2015 District of Sooke Adopted on: January 11,2016 Regular Council Meeting Minutes RA-4 Sooke River Road Park and BikeBC Cycling Infrastructure Grant Councillor Logins returned to the meeting at 10:34 p.m. MOVED and seconded to proceed with the BikeBC multi-use trail project on Sooke River Road ("Project"); AND TO direct staff to proceed with the survey, design and construction of the multi-use trail from Kirby Road to Sooke Road, including through an area of the Park property, subject to Council approval of the trail location prior to construction; AND THAT the multi-use trail project must not exceed $150,000 in total costs. CARRIED UNANIMOUSLY
MOVED and seconded to construct a parking area on the portion of the Sooke River Road Park that is not in the Agricultural Land Reserve; AND TO direct staff to proceed with the survey, design and construction of a permeable surface parking area, subject to Council approval of the project prior to construction; AND TO direct staff to include this project in the 2016 Capital Plan. CARRIED UNANIMOUSLY MOVED and seconded to direct staff to begin the process to amend the Official Community Plan and the Sooke Zoning Bylaw for Sooke River Road property to be designated and zoned a Park. CARRIED UNANIMOUSLY
MOVED and seconded to authorize the Sooke Horseshoe Pitching Association to proceed with the construction of the Horseshoe Pitch on the Park property within the ALR; AND TO direct staff to work with the Sooke Horseshoe Pitching Association to locate the horseshoe pitches in accordance with the Licence to Occupy Agreement and the ALR approval. CARRIED UNANIMOUSLY
REPORTS FOR INFORMATION
RI-1 RCMP Monthly Mayor Report — October 2015 MOVED and seconded to file the RCMP Monthly Mayor Report for October 2015. CARRIED UNANIMOUSLY
RI-2 Mayor and Council Reports (Verbal) Councillor Log ins reported on attending the Ecole Poirier Elementary School nature playground ceremony advising that the school expressed their appreciation to the District for its support.
Councillor Parkinson reported that she has participated a number of times in the Firefighters Help Fill a Fire Truck Campaign. Councillor Parkinson also attended the opening of the new East Sooke Fire Hall.
Councillor Kasper reported on attending a CRD Meeting with CRD Mayors and Minister Peter Fassbender in regard to the issues raised on the referendum question on amalgamation within the Capital Regional District. The topic of discussion was on Capital Region integrated services and governance initiatives and on trying to work collaboratively on the integration of ongoing and proposed new government services. 11 Meeting Date: December 14, 2015 District of Sooke Adopted on: January 11, 2016 Regular Council Meeting Minutes Councillor Reay reported that she was unable to attend the Vancouver Island Regional Library Board meeting in November. Councillor Reay attended the CREST Board meeting last week.
R1-3 Council Reader File — November 2015 MOVED and seconded to file the Council Reader File for November 2015. CARRIED UNANIMOUSLY
CORRESPONDENCE REQUIRING ACTION
C-1 Correspondence dated November 20, 2015 from Victoria Family Court and Youth Justice Committee MOVED and seconded to file the correspondence from the Victoria Court and Youth Justice Committee. CARRIED UNANIMOUSLY
CORRESPONDENCE AND COUNCIL REPORTS FOR INFORMATION 1-1 Correspondence received November 18, 2015 from Union of British Columbia Municipalities RE: Policy Update: Community Paramedicine Initiatives MOVED and seconded to file the correspondence from the Union of British Columbia Municipalities RE: Policy Update: Community Paramedicine Initiatives. CARRIED UNANIMOUSLY
1-2 Correspondence received November 27, 2015 from PRIMECorp RE: PRIMECorp's Annual Report MOVED and seconded to file the correspondence from PRIM ECorp RE: PRIMECorp's Annual Report. CARRIED UNANIMOUSLY
NOTICES OF MOTION NM-1 Notice of Motion by Councillor Kerrie Reay from November 23, 2015 Regular Council meeting for consideration by Council (section 41 of the Council Procedure Bylaw). MOVED and seconded that: "WHEREAS the District of Sooke Council has heard from its residents in the Otter Point Road area of their significant problems with a depleted aquifer such that they must at times purchase potable water; AND WHEREAS the end of the Juan de Fuca Water Distribution water line is located a short distance from the affected residents; AND WHEREAS, within the identified Urban Growth Area of the District of Sooke Regional Context Statement, the District has indicated its intention to provide clean and treated potable water to all residents of Sooke within the District's municipal boundary; NOWTHEREFORE the District of Sooke Council requests that the Juan de Fuca Water Distribution Commission extend their Otter Point water line to the municipal boundary, service all homes on route, and provide funding for the water servicing from their Development Cost Charge Fund." CARRIED UNANIMOUSLY 12 Meeting Date: December 14, 2015 District of Sooke Adopted on: January 11, 2016 Regular Council Meeting Minutes MOVED and seconded to continue the Regular Council meeting past 11:00 p.m. in accordance with section 33(1) of the Council Procedure Bylaw. CARRIED UNANIMOUSLY
NEW BUSINESS
NB-1 Capital Regional District (CRD) Safe Routes to School Project — Active Transportation & Healthy Communities Program MOVED and seconded to forward Council's support for the Safe Routes to School Project under the Active Transportation and Healthy Communities Program to the Capital Regional District stating that the Council's priority is the school linkages from Sunriver Estates to Journey Middle School and Ecole Poirier Elementary School. CARRIED UNANIMOUSLY
MOTION TO CLOSE THE MEETING TO THE PUBLIC MOVED and seconded to close the meeting to the public under section 90 of the Community Charter to discuss • 90(1)(a) personal information about an identifiable individual who holds or is being considered for a position as an officer, employee or agent of the municipality or another position appointed by the municipality; • 90(1)(e) the acquisition, disposition or expropriation of land or improvements, if the council considers that disclosure could reasonably be expected to harm the interests of the municipality; • 90(1)(1) discussions with municipal officers and employees respecting municipal objectives, measures and progress reports for the purposes of preparing an annual report under section 98 [annual municipal report]. CARRIED UNANIMOUSLY
REPORT OF IN CAMERA RESOLUTIONS Release of In Camera Resolution of December 14, 2015 RA-1 Board of Variance Appointments THAT COUNCIL appoint Travis Butler to the District of Sooke Board of Variance for a three year term commencing January 1, 2016; AND THAT this resolution be released to the public.
ADJOURNMENT MOVED and seconded to adjourn the open portion of the Regular Council meeting at 11:05 p.m. CARRIED UNANIMOUSLY The ting adjourned at 11:30 p.m.
Certifies Correct: "IF
di Kevin Pearson Bonn nri prinkling Acting Mayor Corporate Officer
13 Meeting Date: December 14, 2015 District of Sooke Adopted on: January 11,2016 Regular Council Meeting Minutes