A G E N D a Page

CITY OF COLWOOD NOTICE OF REGULAR MEETING OF COUNCIL Monday, March 10, 2014 @ 7:00 p.m. 3300 Wishart Road, Colwood, BC - Council Chambers

Approved By: James Moller

A G E N D A Page

1. APPROVAL OF THE AGENDA

2. PUBLIC PARTICIPATION

3. MAYOR'S MESSAGE Discussion Item: No Documentation

4. PRESENTATIONS and DELEGATIONS

4.1 Presentation by Councillor Judith Cullington Re: Rotary Award Recipient - Cindy Moyer

4.2 Windy Beadall, Principal & Mike Huck, Vice-Principal & Wendy Hobbs, District Board Chair Re: Royal Bay Secondary School - Progress Report

5. ADOPTION OF THE MINUTES

5.1 Adopt:

5.1.1 Regular Meeting of Council - February 24, 2014 5 - 16

5.2 Receive:

5.2.1 Cycling Advisory Committee Minutes - February 3, 2014 17 - 19

5.2.2 Planning & Land Use Committee Minutes - February 18, 21 - 23 2014

5.2.3 Heritage Commission & St. John the Baptist Church 25 - 27 Management Committee - Joint meeting Minutes -

Page 1 of 102 Monday, March 10, 2014 - Regular Council - Agenda Page

January 15, 2014

5.2.4 Transportation & Public Infrastructure Minutes - 29 - 34 February 3, 2014

6. CORRESPONDENCE REQUIRING COUNCIL DIRECTION

6.1 Letter - Mayor Wayne Wright, City of New Westminster 35 - 36 Re: Concern Regarding Recent Amendments to the Canada Postal System [Requesting favourable consideration of their resolution sent to the Minister of Transport]

6.2 Letter - Shayne Campbell, President & Executive Director, 37 - 44 Settlers, Rails & Trails Re: Request for City of Colwood Flag for Argyle Museum - Canadian Flag Collection 0595-02-CIT-1495

6.3 Memorandum - Chief Administrative Officer 45 - 56 Re: Letter from Capital Regional District Board Chair - Request for amendment to the West Shore Parks and Recreation Society Constitution 2240-20-WES-2673

7. NEW BUSINESS

7.1 FINANCE AND ADMINISTRATION COMMITTEE

7.1.1 Report - Building Inspector III 57 - 64 Re: 418B Goldstream, Work Without Permit - Request for Notice on Title 3220-20-GOL-6186

7.1.2 Report - Building Inspector 65 - 69 Re: 2997 Charlotte, Work Without Permit - Request for Notice on Title 3220-20-CHAR-18971

7.1.3 Report - Administrative Assistant IV 71 - 78 Re: 2014 AVICC Annual General Meeting and Convention 0390-20-AVI-19244

Page 2 of 102 Monday, March 10, 2014 - Regular Council - Agenda Page

7.1.4 Discussion - Director of Finance 79 - 80 Re: 2014 - 2018 Budget Bylaw No. 1534 3900-20-BUD-1878

7.2 TRANSPORTATION AND PUBLIC INFRASTRUCTURE COMMITTEE

7.2.1 Re: Wishart & Cairndale Project Update 81 - 84 [Referred from Transportation and Public Infrastructure Committee Meeting held March 3, 2014] 5330-20-WIS-19040

8. BYLAWS

8.1 Bylaw No. 1534 - First, Second and Third Readings 85 - 91 Five Year Financial Plan (2014 – 2018) Bylaw No. 1534, 2014 3900-20-BUD-14878

8.2 Bylaw No. 1522 - Final Reading 93 - 95 Colwood Land Use Bylaw No. 151, 1989, Amendment No. 134 (RM6 Zone - 2128, 2132 and 2138 Sooke Road), Bylaw No. 1522, 2013. 3900-20-LAN-16998

8.3 Bylaw No. 1531 - Final Reading 97 - 102 Colwood Main Sewer Local Area Service Bylaw Establishment and Loan Authorization Bylaw No. 598, 2001, Amendment No. 19 (LAS Enlargement - 3130 Wishart Road), Bylaw No. 1531, 2014

9. "IN-CAMERA"

The in-camera (closed) Regular Meeting of Council is scheduled for 6:00 p.m. March 10, 2014. If Council is unable to finish the business scheduled for discussion prior to the start of the 7:00 p.m. Regular Meeting of Council, the in-camera meeting will recess and will resume later in the evening when "in- camera" comes up on the regular (open) meeting agenda. Under the authority of the Section 90 (1) of the Community Charter, Council will again pass a resolution to excuse the public from the in-camera (closed) council meeting so that Council can continue their discussions related to: (a) personal information about identifiable individuals who hold positions and who are being considered for other positions appointed by the City; (e) labour relations or other employee relations; and (k) the proposed provision of a municipal service in their preliminary stages and that, in the view of Council, could reasonably be expected to harm the interests of the City if held in public.

Page 3 of 102 Monday, March 10, 2014 - Regular Council - Agenda Page

10. RELEASE OF IN-CAMERA RESOLUTIONS

11. ADJOURNMENT

PUBLIC NOTICE: Agenda items showing "[Referred from ...] followed by a specific meeting title and date are intended to direct you to the agenda package you can view on the City's website to read the reports and other information presented at that meeting on that specific topic. The relevant minutes providing an overview of the committee's discussions and recommendations to Council can also be found on the City's website for each of these meetings.

This Notice is posted in accordance with "Council/Committee Procedure Bylaw No. 754, 2004" and the Community Charter.

Page 4 of 102

CITY OF COLWOOD MINUTES OF REGULAR COUNCIL MEETING Monday, February 24, 2014 @ 7:00 p.m. 3300 Wishart Road, Colwood, BC Council Chambers

FILE: 0360-20-COU-16713 DATE: Monday, February 24, 2014 at 0:00

To Council: Monday, March 10, 2014 - adoption

PRESENT Mayor Carol Hamilton Councillors Judith Cullington Cynthia Day Gordie Logan Shari Lukens Rob Martin Teresa Sullivan (Harvey) ABSENT

ATTENDING Chief Administrative Officer Chris Pease Chief Administrative Officer James Moller Director of Administration – Corporate Officer Patricia VanBuskirk Director of Planning Alan Haldenby Deputy Director of Planning Iain Bourhill Director of Finance Rebecca Johnson (left at 7:45 p.m.) City Engineer Michael Baxter Fire Chief Kerry Smith (left at 7:40 p.m.) Administrative Assistant IV (Recorder) Marcy Lalande

1. APPROVAL OF THE AGENDA

MOVED BY: COUNCILLOR LUKENS SECONDED: COUNCILLOR LOGAN

That the agenda be approved as amended: Remove Item: 8.2.1 Re: 2014 - 2018 Five Year Financial Plan Summary - Option One

CARRIED.

5.1.1 Page 5 of 102 Minutes of Regular Council Meeting - Monday, February 24, 2014

2. PUBLIC PARTICIPATION

There was no public participation.

3. MAYOR'S MESSAGE

Mayor Hamilton thanked Chief Administrative Officer, Chris Pease, for his assistance to the City and wished him all the best in his retirement. Mayor Hamilton welcomed the new Chief Administrative Officer, James Moller, to the City of Colwood.

Mayor Hamilton noted that Wednesday, February 26th, 2014 is Anti-bullying Day and people in the community will be wearing pink to show their support.

Councillor Judith Cullington noted the following events: - Tuesday, February 25, 2014 - Special Transportation and Public Infrastructure Committee to review the draft survey summary results for the Transportation Master Plan. - Thursday, February 27, 2014 - Juan de Fuca Field House there will be an open house from 7:00 pm to 9:00 pm on the Transportation Master Plan and the Economic Development Strategy.

4. ADOPTION OF THE MINUTES

4.1. Adopt:

MOVED BY: COUNCILLOR LOGAN SECONDED: COUNCILLOR CULLINGTON

That the following minutes be adopted as presented:

4.1.1. Special Meeting of Council - February 11, 2014 4.1.2. Special Committee-of-the-Whole - February 11, 2014 4.1.3. Regular Meeting of Council - February 11, 2014

CARRIED.

5.1.1 Page 6 of 102 Minutes of Regular Council Meeting - Monday, February 24, 2014

4.2. Receive:

MOVED BY: COUNCILLOR DAY SECONDED: COUNCILLOR MARTIN

That the following minutes be received:

4.2.1. Emergency Planning Committee - November 19, 2013 4.2.2. Finance and Administration Committee - January 20, 2014 4.2.3. Parks, Recreation and Culture Committee - November 18, 2013 4.2.4. Special Protective Services Committee - January 22, 2014 4.2.5. Planning & Land Use Committee - February 4, 2014 CARRIED. 5. PRESENTATION

5.1. Ms. Glenys Verhulst - Solar Colwood Participant Energizer Re: Solar Colwood Program Progress Report (5-10 minutes)

Ms. Glenys Verhulst, Solar Colwood Participant Energizer, provided an overview of the Solar Colwood Program since October 2013. She provided an overview of the Solar Colwood Home Tour held in November (more than 80 people attended), and advised that there was an electric vehicle exhibition at Victoria Royals Game and “Sparky”, the City’s electric vehicle, drove the mascot around on the ice. Further, she advised that there have been six more solar hot water systems installed and that there are only 13 ductless heat pump incentives left.

Ms. Verhulst noted that all agreements are now in place to expand the Solar Colwood Program to the Capital Regional District.

6. CORRESPONDENCE REQUIRING COUNCIL DIRECTION

6.1. Letter - Barry Pages, Chair, Skeena-Queen Charlotte Regional District Board Re: BC Ferries Services Cuts - Request for Support against the ferry service cuts 0220-20-MAY-19164

The Chief Administrative Officer, Chris Pease, provided an overview of a letter dated February 3, 2014 from the Skeena-Queen Charlotte Regional District requesting support against the ferry service cuts.

5.1.1 Page 7 of 102 Minutes of Regular Council Meeting - Monday, February 24, 2014

MOVED BY: COUNCILLOR MARTIN SECONDED: COUNCILLOR LOGAN

That the letter dated February 3, 2014 from the Skeena-Queen Charlotte Regional District requesting support against the ferry service cuts be received.

CARRIED.

OPPOSED: COUNCILLOR DAY

7. OLD BUSINESS FINANCE AND ADMINISTRATION COMMITTEE

7.1. Memorandum - Director of Administration Re: Proposed Amendment to Code of Ethics Policy COD 001, adopted 2014-02-11 0340-50-POL-15505

The Chief Administrative Officer, Chris Pease, provided an overview of the Director of Administration’s February 18, 2014 memorandum regarding a proposed amendment to the Code of Ethics Policy COD-001, adopted February 11, 2014. Concern was expressed during the discussion of the policy related to the impact a violation of the code of ethics might have on previous decisions made by Council or a Committee, specifically a violation related to conflict of interest. To address the concern the Director of Administration provided a statement that could be added to the policy to require staff to determine if there might be an issue to address and to take appropriate action.

MOVED BY: COUNCILLOR CULLINGTON SECONDED: COUNCILLOR DAY

That Code of Ethics Policy COD 001 be adopted with the inclusion of the following statement to the end of the policy:

In a situation where there is a breach of the Code of Ethics Policy as a result of a substantiated claim of conflict of interest, Staff are to determine if the outcome of a resolution voted on might have been different if the member in conflict had not voted and take appropriate action.

CARRIED.

5.1.1 Page 8 of 102 Minutes of Regular Council Meeting - Monday, February 24, 2014

8. NEW BUSINESS

8.1. PLANNING AND LAND USE COMMITTEE

8.1.1. Re: Development Variance Permit Application DVP-14-13 - 536 Mount View Avenue [Referred from Planning and Land Use Committee meeting held February 18, 2014] 3090-20/19167

Councillor Lukens, Chair of the Planning and Land Use Committee, provided an overview of the Committee's February 18th, 2014 discussion regarding Development Variance Permit DVP-14-13 - 536 Mount View Avenue. The application is to amend the Land Use Bylaw for two existing parent parcels. The proposal is a reduction in the minimum allowable highway frontage requirement and the minimum allowable rear yard setback requirement for proposed Lot 3, in order to facilitate the subdivision of the two parcels into five fee-simple residential lots.

MOVED BY: COUNCILLOR LUKENS SECONDED: COUNCILLOR LOGAN

That Development Variance Permit No. DVP-14-13 be authorized for issuance which would have the effect of approving the following variances:

1. The minimum allowable highway frontage requirement, pursuant to Section 5.6.08(3) of the Land Use Bylaw (No. 151), is varied as follows: a) from 16.0m (52.5ft) to 10.36m (34.0ft) for Proposed Lot 2; b) from 16.0m (52.5ft) to 8.04m (26.4ft) for Proposed Lot 3; c) from 16.0m (52.5ft) to 6.44m (21.1ft) for Proposed Lot 4; d) from 16.0m (52.5ft) to 11.17m (36.6ft) for Proposed Lot 5; and 2. The minimum allowable lot width requirement, pursuant to Section 5.6.08(3) of the Land Use Bylaw (No. 151), is varied as follows: a) from 16.0m (52.5ft) to 13.38m (43.9ft) for Proposed Lot 2; b) from 16.0m (52.5ft) to 11.76m (38.6ft) for Proposed Lot 3; c) from 16.0m (52.5ft) to 12.85m (42.2ft) for Proposed Lot 4; d) from 16.0m (52.5ft) to 15.0m (49.2ft) for Proposed Lot 5; and

3. The minimum allowable rear yard setback requirement for Proposed Lot 3, pursuant to Section 5.6.06(3) of the Land Use Bylaw (No. 151), from 7.5m (24.6 ft.) to 4.46m (14.6 ft.) to accommodate the existing dwelling.

SUBJECT TO the following conditions:

The applicant constructing/installing the traffic circle, sidewalks, and associated street lighting to the satisfaction of the City Engineer and the Fire Chief.

CARRIED.

5.1.1 Page 9 of 102 Minutes of Regular Council Meeting - Monday, February 24, 2014

8.2. FINANCE AND ADMINISTRATION COMMITTEE

8.2.1. Re: 2014 - 2018 Five Year Financial Plan Summary 2. Option Two 1700-02-BUD-19106

The Director of Finance, Rebecca Johnson, provided an overview of the 2014 - 2018 Five Year Financial Plan Summary.

She explained that the five-year financial plan reflects all previous decisions made through the Committee-of-the-Whole budget process and the recommendations to Council are now included in the Five Year Financial Plan for 2014.

Ms. Johnson distributed a list of the 2014 Grant Requests for Funding that were approved and stated that all the grants will be funded through taxation.

Councillor Cullington stated that $1000 was approved for Greater Victoria Bike to Work Society and suggested that it be increased to $1500. The Society has indicated that the City would have their logo included on the Bike to Work Week T-shirts if the funding is increased. Ms. Johnson noted that $2,300 remains in the Grant Requests for Funding budget.

MOVED BY: COUNCILLOR CULLINGTON SECONDED: COUNCILLOR LUKENS

That the Grant Request for Funding list be amended by changing the amount of funding approved for the Bike to Work Society from $1,000 to $1,500.

CARRIED.

OPPOSED: COUNCILLOR MARTIN

MOVED BY: COUNCILLOR LUKENS SECONDED: COUNCILLOR DAY

That the Committee-of-the-Whole 2013 and 2014 budget recommendations to Council for inclusion in the Five Year Financial Plan starting in 2014 be approved as previously recommended; and That the Committee-of-the-Whole grant in aid requests be amended to include a $1,500 grant allocation for the Bike to Work Society and that all previous recommended Grant In Aid requests be approved.

CARRIED.

5.1.1 Page 10 of 102 Minutes of Regular Council Meeting - Monday, February 24, 2014

8.2.2. Re: Direct Deposit for Staff and Elected Officials Policy [Referred from Finance and Administration Committee Meeting held February 17, 2014] 0340-50-POL-15505

Councillor Rob Martin, Chair of the Finance and Administration Committee, provided an overview of the Direct Deposit for Staff and Elected Officials Policy - DIR 001.

MOVED BY: COUNCILLOR MARTIN SECONDED: COUNCILLOR DAY

That the Direct Deposit for Staff and Elected Officials Policy DIR 001 presented at the February 17, 2014 Finance and Administration Committee meeting be approved an implemented effective immediately.

CARRIED. OPPOSED: COUNCILLOR LOGAN COUNCILLOR SULLIVAN

8.2.3. Re: Year End Expenditure Update (Quarterly financial progress reports) [Referred from Finance and Administration Committee Meeting held February 17, 2014]

Councillor Martin, Chair of the Finance and Administration Committee, provided an overview of the Committee's February 17th, 2014 discussion regarding Year End Expenditure Update. He explained that the Director of Finance noted that some City projects have gone over budget or that staff had requested an increase in funding. The Committee has requested that on a quarterly basis staff provide an update to the Finance and Administration Committee.

Council noted that the motion had previously been before Council and to date it has not happened.

The Chief Administrative Officer, James Moller, suggested that reporting could be done monthly by the Directors of each Department as it will ensure that costs and overspending are being monitored against any variance from budget to actual. The Director of Finance said that monthly reports are possible although they may not include the analysis to accompany the reports.

MOVED BY: COUNCILLOR MARTIN SECONDED: COUNCILLOR LUKENS

That staff be directed to present quarterly financial progress reports to the Finance and Administration Committee starting April 2014.

CARRIED.

The Fire Chief left the meeting at 7:40 p.m.

5.1.1 Page 11 of 102 Minutes of Regular Council Meeting - Monday, February 24, 2014

8.2.4. Re: Use of Engineering Vehicles [Referred from Finance and Administration Committee Meeting held February 17, 2014]

Councillor Rob Martin, Chair of the Finance and Administration Committee, provided an overview of the Committee's February 17th, 2014 discussion regarding the use of Engineering Vehicles. The Committee suggested tracking the use of the vehicles for a year to allow staff to gather data to determine if any vehicles should be sold or replaced. It was clarified that the information gathered would provide a better understanding of the “hours of use” on a regular basis, not just the distance travelled.

MOVED BY: COUNCILLOR MARTIN SECONDED: COUNCILLOR CULLINGTON

That none of the vehicles available for office staff be replaced or sold in 2014 but that staff using the vehicles be required to record in the new timesheet system their use of any vehicle in the course of their work and that this data may be reviewed by the Finance and Administration Committee during budget discussion or 2015 to determine if any vehicles should be replaced or sold.

CARRIED.

OPPOSED: COUNCILLOR LUKENS

The Director of Finance left the meeting at 7:45 p.m.

8.3. PARKS, RECREATION AND CULTURE COMMITTEE

8.3.1. Re: Lookout Lake Park - Measures Undertaken in the Summer of 2013 [Referred from Parks, Recreation and Culture Committee Meeting held February 17, 2014] 6050-20-LOO-1888

Councillor Cynthia Day, Chair of the Parks, Recreation & Culture Committee, provided an overview of the Committee's February 17th, 2014 discussion regarding Lookout Lake Park and measures that were undertaken during the summer of 2013. It was noted that in 2013 a portable washroom was installed and it was supposed to be removed September 15, 2013; removal took place late in October.

MOVED BY: COUNCILLOR DAY SECONDED: COUNCILLOR CULLINGTON

That a portable washroom be installed at Lookout Lake Park for the summer of 2014 at a cost of $1,050 and that this cost be found in the 2014 Parks budget.

CARRIED.

5.1.1 Page 12 of 102 Minutes of Regular Council Meeting - Monday, February 24, 2014

8.3.2. Re: Park Naming Policy Update [Referred from Parks, Recreation and Culture Committee Meeting held February 17, 2014] 0340-50-POL-01799

Councillor Cynthia Day, Chair of the Parks, Recreation and Culture Committee, provided an overview of the Committee's February 17, 2014 discussion regarding the Park Naming Policy Update.

MOVED BY: COUNCILLOR DAY SECONDED: COUNCILLOR CULLINGTON

That the revised Park Naming Policy PAR 001 be adopted as presented to Council on February 24, 2014.

CARRIED.

8.3.3. Re: Memorial Benches in the City of Colwood [Referred from Parks, Recreation and Culture Committee Meeting held February 17, 2014] 1770-20-MEM-16492

Councillor Cynthia Day, Chair of the Parks, Recreation & Culture Committee, provided an overview of the Committee's February 17th, 2014 discussion regarding Memorial Benches in the City of Colwood. She explained that the Committee reviewed a revised Legacy Gifts Policy regarding memorial benches and picnic tables and noted that there is now a new application form for the public to use to request a bench or table. Staff are looking for direction on the materials and style of the benches and will be producing a map showing existing and proposed locations for the memorial benches.

MOVED BY: COUNCILLOR DAY SECONDED: COUNCILLOR CULLINGTON

That: 1. The new and replacement park benches be constructed with recycled plastic with the City's logo stamped in. 2. The cost to the public of installing a memorial bench be set at $1,000 (which includes a 5 year maintenance fee), with an option to renew this contract. 3. An option to install a memorial plaque on an existing bench at a lower fee be included in the Legacy Gift Policy. 4. Staff be authorized to approve memorial benches in general locations approved by Council.

CARRIED.

5.1.1 Page 13 of 102 Minutes of Regular Council Meeting - Monday, February 24, 2014

MOVED BY: COUNCILLOR DAY SECONDED: COUNCILLOR HARVEY

That any purchase fees, maintenance fees, renewal periods and any other quantifiable variables be included as a schedule to Policy LEG 001 - Legacy Gifts. CARRIED.

The proposed Legacy Gifts Policy LEG 001 will be revised and brought back to a future Council meeting for consideration.

8.4. TRANSPORTATION AND PUBLIC INFRASTRUCTURE COMMITTEE

8.4.1. Re: Status of Risk Control Surveys [Referred from Transportation and Public Infrastructure Committee Meeting held February 3, 2014, and discussed at Parks, Recreation and Culture Committee Meeting held February 17, 2014] 5400-40-SID-14744

Councillor Judith Cullington, Chair of the Transportation and Public Infrastructure Committee, provided an overview of the Committee's February 3rd, 2014 discussion regarding the Status of Risk Control Surveys provided by the Municipal Insurance Association (MIA).

Council discussed liabilities within City Parks and which items should be addressed in what priority.

It was suggested that this item be flagged for next year and that Staff look into installing a handrail on the other side of the Havenwood stairs.

MOVED BY: COUNCILLOR CULLINGTON SECONDED: COUNCILLOR LOGAN

That: 1. Priority No. 4 in the staff report (handrail for Havenwood stairs) on the Status of Risk Control Surveys be addressed in 2014 using the current budget of $10,000; AND 2. Priorities number 5 and 9 (Steep slopes on trails) in the report be addressed by the installation of warning signs in 2014 but be further addressed as suggested in the report in a later year; AND 3. Staff be directed to approach the CRD for assistance with addressing priority No. 3 (Galloping Goose crossing on Brittany); AND 4. the budget for hazard mitigation works for 2015 and subsequent years be increased significantly to more rapidly address the outstanding hazards identified in the Risk Control Surveys.

CARRIED.

5.1.1 Page 14 of 102 Minutes of Regular Council Meeting - Monday, February 24, 2014

9. BYLAWS

9.1. Bylaw No. 1531 - First, Second and Third Readings Colwood Main Sewer Local Area Service Bylaw Establishment and Loan Authorization Bylaw No. 598, 2001, Amendment No. 19 (LAS Enlargement - 3130 Wishart Road), Bylaw No. 1531, 2014 3900-20-SEW-16793

MOVED BY: COUNCILLOR DAY SECONDED: COUNCILLOR LUKENS

That Bylaw No. 1531, cited as "Colwood Main Sewer Local Area Service Bylaw Establishment and Loan Authorization Bylaw No. 598, 2001, Amendment No. 9 (LAS Enlargement - 3130 Wishart Road), Bylaw No. 1531, 2014, be given First Reading.

CARRIED.

MOVED BY: COUNCILLOR DAY SECONDED: COUNCILLOR LUKENS

CARRIED.

MOVED BY: COUNCILLOR LOGAN SECONDED: COUNCILLOR CULLINGTON

CARRIED.

10. "IN-CAMERA"

MOVED BY: COUNCILLOR LUKENS SECONDED: COUNCILLOR DAY

That the meeting move In-Camera at 8:20 p.m. and that under the authority of Section 90 (1) of the Community Charter, the public will be excused from the in-camera (closed) council meeting so that Council can adopt minutes and

5.1.1 Page 15 of 102 Minutes of Regular Council Meeting - Monday, February 24, 2014

discuss issues related to: (a) personal information about identifiable individuals who hold positions with and who are being considered for positions appointed by the City; (c) employee relations; (e) possible acquisition or disposition of land; (g) litigation or potential litigation affecting the City; and (k) discussions related to the proposed provision of a municipal service in their preliminary stages and that, in the view of Council, could reasonably be expected to harm the interests of the City if held in public.

CARRIED.

MOVED BY: COUNCILLOR LUKENS SECONDED: COUNCILLOR CULLINGTON

That the meeting move out of camera at 9:02 p.m.

CARRIED.

11. RELEASE OF IN-CAMERA RESOLUTIONS

No in-camera resolutions were released from their in-camera classification.

12. ADJOURNMENT

MOVED BY: COUNCILLOR LOGAN

That the meeting adjourn at 9:02 p.m.

CARRIED.

CERTIFIED CORRECT APPROVED AND CONFIRMED

02 – Council Minutes – February 24, 2014

5.1.1 Page 16 of 102

City of Colwood Minutes of the Colwood Cycling Advisory Committee Meeting 3300 Wishart Road Colwood BC Committee Room

File: 0540-20-COM-16675 Meeting Date: Monday, February 3, 2014 at 5:03 pm

Committee Adoption: Monday, March 3, 2014 To Council: Monday, March 10, 2014

PRESENT Chair Frank Hudson Vice-Chair Madelaine Hjermstad Members Oz Tilson Shaun Eden Councillor Judith Cullington Councillor Cynthia Day ATTENDING Engineer Helen Lockhart Deputy Director of Planning Iain Bourhill (left at 5:50 pm) REGRETS Constable Cole Brewer Constable Joanne Harrisson 1. APPROVAL OF THE AGENDA

MOVED BY: COUNCILLOR JUDITH CULLINGTON

That the agenda be approved as amended:

Move: Items 4.4 (Discussion of Rezoning Application RZ-06-13) and 4.3 (Discussion of Subdivision Application SUB-01-13) ahead of Item 2 – Adoption of Minutes.

CARRIED.

2. NEW BUSINESS

2.1 Discussion Rezoning Application RZ-06-13 Seafield and Heatherbell Roads (3360-20/19157)

Iain Bourhill presented drawings showing a proposed subdivision on the southeast corner of Heatherbell and Seafield Roads but cautioned that they are not the latest plans and changes are still to be made. The developer has proposed to realign Seafield Rd towards the east to allow for narrow single family lots on both sides of the road. This road is being considered as part of a bicycle route between Royal Roads University and Ocean Blvd. From the plans, it looks like there could be many conflicts with vehicles due to so many driveways, although that may not happen very often. It looks like parking will be allowed on

the road which would add to conflicts with cyclists. It is expected that there will be traffic calming on the road, but it probably will not be a woonerf. It will have a sidewalk.

Action: Helen Lockhart is to invite Emmet McCusker, Deputy to the City Engineer, to the next Cycling Advisory Committee meeting to talk about bikeways.

MOVED BY: MEMBER OZ TILSON

That it be recommended to the Planning and Land Use Committee that the development provide for safe routes for pedestrians and cyclists on Seafield Road and Heatherbell Road, including the possibility of a bikeway in this area.

CARRIED.

2.2 Discussion Subdivision Application SUB-01-13 536 Mt. View Avenue (3320-20/19121)

The Committee reviewed a drawing showing a design of a modified roundabout with a central island and splitter island in front of 536 Mt. View. This has been proposed to allow vehicle access to 5 lots that are to be subdivided from 2 existing lots at a bend in the road. A sidewalk is also planned as a frontage improvement.

MOVED BY: COUNCILLOR CYNTHIA DAY

That it be recommended to the Transportation and Public Infrastructure Committee that: a) signage prohibiting motor vehicle passing of bicycles in the roundabout be installed; and b) that staff investigate the need for splitter islands at both entrances/exits; and c) that a raised area be installed on each island to discourage people from driving over them.

CARRIED.

3. ADOPTION OF MINUTES

MOVED BY: MEMBER SHAUN EDEN

That the Minutes of the Colwood Advisory Cycling Committee meeting of Monday, November 4, 2013 be adopted as amended; and

That the Minutes of the Colwood Advisory Cycling Committee meeting of Monday, January 6, 2014 be adopted as presented.

CARRIED.

4. OLD BUSINESS

No old business

5.2.1 Page 18 of 102 Minutes of the Colwood Cycling Advisory Committee Meeting-, Monday, February 3, 2014 Page 3 of 3

5. NEW BUSINESS (continued)

5.1 Update-Frank Hudson Cycling Skills Program (8330-02-CRD-16723)

Last September, the Capital Regional District, as part of their Pedestrian and Cycling Master Plan, issued a Request for Proposals for an organization to provide cycling skills courses. The Greater Victoria Bike to Work Society submitted a proposal and was the successful proponent. They created cycling skills courses in the past and approximately 2,500 adults have taken them. The contract is comprised of a total of 58 courses to be taught from April to October 2014 all over the region, including the Western Communities. The program includes half day courses, full day courses, one hour workshops, courses for kids and Canada standard courses at affordable costs. They are working with Westshore Parks and Recreation to get venues for teaching the courses. There was some discussion on whether the courses could become part of a school curriculum and about other bike skills courses taught to students by police officers.

5.2 Update-Chair, Frank Hudson 2014 Greater Victoria Bike to Work Week (0230-20-BIKE-17827)

Frank Hudson handed out copies of the 2013 Greater Victoria Bike to Work Week yearbook. A copy of it can be found on their web site. This year is the 20th anniversary of Bike to Work Week. It will be held from May 26 to June 1. The launch will be on April 9 in Market Square instead of Victoria City Hall. There will be 20 celebration stations this year, with the final one being held at Centennial Square on the afternoon of Saturday May 31. Approximately 12,000 people have participated in GVBTWW to date and the goal is to get 1,000 new people this year. Social media is one way of promoting of the event. Long sleeve t-shirts will be available this year. There will be a Bike to Work Day in October.

6. NEXT MEETING DATE

The next Colwood Cycling Advisory Committee meeting is scheduled for 5:00 p.m. Monday, March 3, 2014, or at the Call of the Chair at Colwood City Hall, 3300 Wishart Road.

7. ADJOURNMENT

MOVED BY: MEMBER SHAUN EDEN

That the Committee rise at 6:30 pm.

CARRIED.

______CERTIFIED CORRECT APPROVED AND CONFIRMED

W: Planning/Committees/Cycling Advisory Committee/Minutes/2014/2014-02-03

5.2.1 Page 19 of 102 Page 20 of 102

CITY OF COLWOOD MINUTES OF PLANNING AND LAND USE COMMITTEE Tuesday, February 18, 2014 at 7:00 pm 3300 Wishart Road Colwood BC Council Chambers

File: 0360-20-PLA-16700 Date: Tuesday, February 18, 2014 at 19:00

Committee Adoption: Tuesday, March 4, 2014 To Council: Monday, March 10, 2014

PRESENT Chair Councillor Shari Lukens Vice-Chair Councillor Teresa Sullivan (Harvey) Members Ron Coutre Shaun Eden ATTENDING Director of Planning Alan Haldenby Administrative Assistant Il (Recorder) Pat Taylor

1. APPROVAL OF THE AGENDA

MOVED BY: MEMBER RON COUTRE

That the agenda be approved as amended:

Remove - Item 4.1 Monthly Building Stats

CARRIED.

2. ADOPTION OF MINUTES

MOVED BY: MEMBER RON COUTRE

That the Minutes of the Planning and Land Use Committee meeting of February 4, 2014 be adopted as presented.

CARRIED.

3. DIRECTOR OF PLANNING PROJECT UPDATES

The Director advised there was nothing new to report for ongoing projects.

City of Colwood | 3300 Wishart Road Colwood BC V9C 1R1 | P: 250 478 5559 | F: 250 478 7516 E: [email protected] | Web: www.colwood.ca

5.2.2 Page 21 of 102 Minutes of Planning and Land Use Committee Meeting - Tuesday, February 18, 2014 Page 2 of 3

4. NEW BUSINESS

4.1. Report Development Variance Permit-DVP-14-13 536 Mt. View Avenue (3090-30/19167)

The Director of Planning explained that the Applicant is requesting to amend Section 5.6.08(3) of the Land Use Bylaw No. 151, 1989 in regard to 2 existing parent parcels located at 536 Mount View Avenue. The variances are proposing a reduction in the minimum allowable highway frontage requirement from 16.0m to frontages ranging from 6.44m to 11.17m; the minimum allowable lot width requirement from 16.0m to widths ranging from 11.76m to 15.0m; and the minimum allowable rear yard setback requirement for Proposed Lot 3 from 7.5.0m to 4.46m, in order to facilitate the subdivision of the 2 parcels into 5 fee-simple residential lots. The Director added that the rear-yard variance for Proposed Lot 3 is required for the purpose of retaining the existing single-family dwelling.

The applicant was in attendance and thanked staff for their assistance in bringing this application forward; he and staff answered questions by Committee about sewage disposal, extension of sewer, lot usage, streetlights and hydro poles. The Director noted that a subdivision application has been received and issues concerning servicing and frontage improvements will be dealt with through the subdivision approval process. There were no questions or comments from the Public.

MOVED BY: MEMBER RON COUTRE

That it be recommended to Council:

That Development Variance Permit No. DVP-14-13 be authorized for issuance which would have the effect of approving the following variances:

2. The minimum allowable lot width requirement, pursuant to Section 5.6.08(3) of the Land Use Bylaw (No. 151), is varied as follows: a) from 16.0m (52.5ft) to 13.38m (43.9ft) for Proposed Lot 2; b) from 16.0m (52.5ft) to 11.76m (38.6ft) for Proposed Lot 3; c) from 16.0m (52.5ft) to 12.85m (42.2ft) for Proposed Lot 4; d) from 16.0m (52.5ft) to 15.0m (49.2ft) for Proposed Lot 5; and

SUBJECT TO the following conditions:

5.2.2 Page 22 of 102 Minutes of Planning and Land Use Committee Meeting - Tuesday, February 18, 2014 Page 3 of 3

The applicant constructing/installing the traffic circle, sidewalks, and associated street lighting to the satisfaction of the City Engineer and the Fire Chief.

CARRIED.

5. OLD BUSINESS

There was no old business for discussion.

6. NEXT MEETING

That the next Planning and Land Use Committee meeting is scheduled for 7:00 p.m. Tuesday, March 4, 2014 or at the Call of the Chair at Colwood City Hall, 3300 Wishart Road.

7. ADJOURNMENT

MOVED BY: COUNCILLOR TERESA SULLIVAN

That the Committee rise at 7:20 p.m. and report progress to the Regular Meeting of Council scheduled for Monday, February, 24, 2014 at 7:00 pm.

CARRIED.

______CERTIFIED CORRECT APPROVED AND CONFIRMED

W: Planning/Committees/Planning and Land Use/Minutes/2014/2014-02-18

5.2.2 Page 23 of 102 Page 24 of 102

CITY OF COLWOOD

MINUTES OF MEETING

Colwood Heritage Commission & St. John the Baptist Church Committee

Wednesday, January 15, 2014 @ 2:30 p.m.

Colwood City Hall, 3300 Wishart Road – Committee Room PRESENT

Chair Bill Silvester Councillor Cynthia Day (arrived @ 2:45 pm) Members Dick Emery Lorraine Collett Phil Williams Marcy Lalande St. John’s Management Committee Members Garry Cooke Lynnette Cooke Kelly Blanchette Royal Roads University Archivist Caroline Posynick (arrived @ 2:55 pm)

ABSENT

Councillor Shari Lukens (regrets) Member Connie Harrigan (regrets)

Marcy informed the Commission that Councillor Lukens had sent her regrets and Councillor Day and Caroline Posynick would be attending but they anticipated being late.

1. APPROVAL OF THE AGENDA

MOVED BY: COUNCILLOR DAY

That the agenda be approved as presented.

CARRIED.

2. ADOPTION OF MINUTES

MOVED BY: COUNCILLOR DAY

That the following Minutes be adopted as presented:

2.1 Colwood Heritage Commission & St. Johns the Baptist Church Committee Minutes – December 11, 2013

CARRIED.

5.2.3 Page 25 of 102 Minutes of the Heritage Advisory Commission – January 15, 2014 – Page # 2

3. ELECTION OF CHAIR [As per Bylaw No. 694 – the Commission is required to elect a Chair and Vice-Chair]

MOVED BY: MEMBER DICK EMERY SECONDED: MEMBER MARCY LALANDE

That Bill Silvester be elected as Chair and Councillor Cynthia Day as Vice-Chair of the Heritage Commission for the 2014 year.

CARRIED.

4. OLD BUSINESS

4.1. Council Motion – December 16, 2013 Re: Emery Hall Expansion

Councillor Day informed the Commission that she had provided a memo to Council at the Regular Meeting of Council held December 16th, 2013 requesting their support of the Heritage Commission’s initiative to expand Emery Hall.

The Commission discussed the process for the project including funding, project manager to lead the project, steps and timelines and if the project would have to go through and RFP Process.

Kelly said that there is a member of the church that has an architectural background and that she will inquire if that individual may be able to provide drawings and cost for the project.

The members discussed holding an open house with the long term rental groups to provide feedback on the project and to ensure all the needs are being met.

Marcy will speak with staff to determine the steps that need to be done to proceed.

4.2 Council Motion – December 16, 2013 Re: Goldstream Museum Society

Bill Silvester provided an overview on the history of the Goldstream Museum Society. He noted that the Chamber of Commerce will continue to pay the storage costs until the Heritage Commission can determine where the museum items will go.

The Commission will wait until the weather is better and set a day to go through the museum items. Bill noted that there may be some items that were only loaned to the museum that may need to be returned to the families.

Bill Silvester and Councillor Day informed the Committee that they had done an interview with the Goldstream Gazette regarding the upcoming project.

5.2.3 Page 26 of 102 Minutes of the Heritage Advisory Commission – January 15, 2014 – Page # 3

Councillor Day noted that there is $2,199 that has been requested in the budget to hire a consultant to help with the accession of the museum items.

4.3 Memo – Administrative Assistant lll Re: Merging – St. John the Baptist Church Management Committee and Heritage Commission 3900-20-HER-1891/3900-20-STJ-1981

Marcy provided an overview of the draft report regarding the merging of St. John the Baptist Church Management Committee and Heritage Commission.

The Commission discussed the proposed changes to be included in the new proposed Heritage Commission Bylaw No. 1526.

The Commission proposed changing the membership to up to 15 members and what a quorum will be. The report will be forwarded to the January 27th, 2014 Regular Meeting of Council.

5. NEW BUSINESS

There was no new business for discussion.

6. NEXT MEETING

The next Heritage Advisory Committee meeting will be held Wednesday February 12, @ 2:30 pm or at the call of the chair.

6. ADJOURNMENT

MOVED BY: MEMBER DICK EMERY

That the meeting be adjourned at 4:12 p.m.

CARRIED.

CERTIFIED CORRECT APPROVED AND CONFIRMED

Heritage Commission Minutes – January 15, 2014

5.2.3 Page 27 of 102 Page 28 of 102

CITY OF COLWOOD MINUTES OF TRANSPORTATION AND PUBLIC INFRASTRUCTURE COMMITTEE MEETING Monday, February 3, 2014 at 17:30 Colwood, BC, 3300 Wishart Road, Council Chambers

FILE: 0360-20-TRA-16715 DATE: Monday, February 3, 2014 at 17:30

Committee Adoption: March 3, 2014 To Council: February 11, 2014

PRESENT

Chair Councillor Judith Cullington Vice-Chair Councillor Gordie Logan Alternate Councillor Rob Martin

ATTENDING

City Engineer Michael Baxter Deputy to City Engineer Emmet McCusker Administrative Support Coordinator Nora Creamer

REGRETS Members Greg Greene Gib Small

1. APPROVAL OF THE AGENDA

MOVED BY: COUNCILLOR GORDIE LOGAN

That the Agenda be amended by adding Item 3.6 Transportation Master Plan Updates.

CARRIED.

2. ADOPTION OF THE MINUTES

2.1. Minutes

MOVED BY: COUNCILLOR GORDIE LOGAN

5.2.4 Page 29 of 102 Minutes of Transportation and Public Infrastructure Committee Meeting - Monday, February 03, 2014

That the minutes of the Transportation and Public Infrastructure Meeting of December 9th, 2013 be adopted as presented.

CARRIED. 3. NEW BUSINESS

3.1. Report - Michael Baxter - City Engineer Re: Lighting on Gratton Road 5400-50-STR-14713

Chairperson Judith Cullington gave an overview on the issue with the streetlighting on Gratton Road and explained that the recommendation from this Committee that was forwarded to Council to install bollard lighting was denied by Council but the Policy proposal was approved. The City Engineer and the Chair, Judith Cullington visited the site and proposed that installing two cobra streetlights (in front of 3416\3420 Gratton Road and beside 3399 Hatley Drive) would improve the lighting on this section of road.

Residents on Gratton Road that were present appeared to agree with the installation of the streetlight on Gratton but the need for the streetlight on Hatley Drive was questioned.. It was explained that the additional light on the corner of Gratton and Hatley would provide additional safety at the junction rather than benefiting the residents further down Grattton Road.

Michael Baxter, City Engineer stated that the funding would come from the regular budget and in regard to the streetlight probably obstructed by trees, once the lights are installed, the trees could be trimmed or if necessary, cut down.

Chairperson, Judith Cullington advised the public and Committee that the Streetlight Policy proposal that was presented to Council had been approved.

MOVED BY: COUNCILLOR GORDIE LOGAN

That it be recommended to Council that: Staff ask BC Hydro to install two cobra streetlights: one in front of 3416\3420 Gratton Road and one on the southeast corner of Gratton Road/Hatley Drive; and that after the streetlights are installed that the trees in front of 3416 Gratton be pruned or removed if necessary to make the lighting effective.

CARRIED.

3.2. Report - Michael Baxter - City Engineer Re: Status of Risk Control Survey 0230-20-MUN-16271 & 5400-4-SID-14744

5.2.4 Page 30 of 102 Minutes of Transportation and Public Infrastructure Committee Meeting - Monday, February 03, 2014

The purpose of this report is to discuss the priority of addressing the outstanding hazard items in the City of Colwood identified in the risk control surveys provided by Municipal Insurance Association (MIA) from 2010 to 2013.

Michael Baxter, City Engineer spoke on the Risk Control Management Report provided by MIA and stated that there are many works and improvements that need to be addressed to reduce City liability. Staff have reviewed the list and presented the top nine that were of highest priority. Michael explained that the two top items will be addressed through regular maintenance.

Currently, the projected budget for risk mitigation is $10,000 for 2014. Addressing all of the top nine priorities will cost an estimated $61,500, and still leaves many lower-priority hazards of higher cost remaining from the risk control surveys.

The Committee agreed that the items need to be addressed but discussed how to pay for this work, as it would be funded through taxation. It was suggested by the Committee that proving warning signage for some of the hazards could reduce liability and allow the City to address these fully at a later date. The Galloping Goose crossing could be addressed in partnership with the CRD (to be identified in the Transportation Master Plan).

MOVED BY: COUNCILLOR GORDIE LOGAN

That the Transportation and Public Infrastructure Committee recommend to Council that:

1. Priority No. 4 in the staff report (handrail for Havenwood stairs) on the Status of Risk Control Surveys be addressed in 2014 using the current budget of $10,000; AND 2. Priorities number 5 and 9 (steep slopes on trails) in the report be addressed by the installation of warning signs in 2014 but be further addressed as suggested in the report in a later year; AND 3. Staff be directed to approach the CRD for assistance with addressing priority No. 3 (Galloping Goose crossing on Brittany); AND 4. The budget for hazard mitigation works for 2015 and subsequent years be increased significantly to more rapidly address the outstanding hazards identified in the Risk Control Surveys.

CARRIED.

3.3. Information - Deputy to City Engineer Re: CRD Regional Transportation Plan 8330-02-TRANS-19148

Emmet McCusker, Deputy to the Engineer gave an overview of the CRD Regional Transportation Plan – October 2013 and advised the Committee that he supports this

5.2.4 Page 31 of 102 Minutes of Transportation and Public Infrastructure Committee Meeting - Monday, February 03, 2014

plan in general and would like Council to pay specific attention to the governance model.

The Regional Transportation Plan (RTP) is intended to guide transportation planning and development in the Capital Region over the next 25 years. The RTP identifies a desired regional multi-modal transportation network, outlines actions that will facilitate its ongoing development and details the required governance and funding mechanisms. Once implemented, the plan will help to create a transportation network that provides travel choices and supports smart growth and livable communities.

The RTP was created through a cooperative process with municipal staff, electoral area representatives, Ministry of Transportation and Infrastructure (MoTI) and BC Transit. Key stakeholders were also involved including major employers, major educational institutions, advocacy groups and private transportation service providers.

Planning and integrating transportation on a regional level creates efficiency. Infrastructure development is coordinated among all Capital municipalities and electoral areas, the MoTI, BC transit and other key stakeholders. Collaborative transportation planning across organizations helps to fulfill our sustainability commitments and serve the needs of a growing population.

MOVED BY: COUNCILLOR ROB MARTIN

That the CRD Regional Transportation Plan - October 2013 be received by the Committee and forwarded to Council for information.

and

That staff invite representatives from the CRD to do a presentation on the CRD Regional Transportation Plan at the next Council meeting.

CARRIED.

3.4. Report - Michael Baxter - City Engineer Re: Rain Water Management Master Plan 5225-02-STO-19033

The purpose of this report is to present the draft Terms of Reference for this study, and obtain Council’s early budget approval so that the City can proceed with the Request for Proposals (RFP).

Michael Baxter, City Engineer explained that we currently do not have a Rainwater Master Plan and have a lot of problems in some areas (Pattison Pit, Colwood Creek watershed, the Triangle Mountain watershed and the Royal Bay watershed) and that the only solution we are currently aware of would require spending $2.5 million. Other cheaper solutions could be considered but we need the supporting information that

5.2.4 Page 32 of 102 Minutes of Transportation and Public Infrastructure Committee Meeting - Monday, February 03, 2014

would come from this study. Funding for the Plan would come from gas tax, and has the potential to save/generate a great deal of money by finding a cheaper solution to the Triangle Mountain drainage problem, enabling development on lands currently subject to flooding (thus increasing tax revenues), freedom from the creation of new liabilities. $1,600 was spent on this project in 2013 so the budget required for 2014 is $118,400 from gas tax.

The Committee stated that this is long overdue and that this is a very important step in the right direction.

MOVED BY: COUNCILLOR GORDIE LOGAN

That it be recommended to Council that: 1. The terms of reference of the Rainwater Management Master Plan request for proposals be approved for issuance as presented at the Committee meeting of February 3, 2014; and 2. Immediate pre-budget approval be given to the Rainwater Management Master Plan project with a 2014 budget of $118,400 from Gas Tax

CARRIED.

3.5. Report - Michael Baxter - City Engineer Re: Ocean Boulevard Temporary Road Closure for Westshore Triathlon Sprint & Duathlon 8100-20-SPE-18402

The City has received an application for a Special Event Permit to allow for the 4th Annual Westshore Triathlon Sprint & Duathlon along Ocean Boulevard from Westshore Recreation Centre to the intersection of Lagoon Road. The plan indicates placement of barricades temporarily closing Ocean Boulevard at Lagoon Road and therefore, this report is being submitted to Committee for their review and recommendation to Council.

MOVED BY: COUNCILLOR GORDIE LOGAN

That it be recommended to Council that: That Council approve the request to temporarily barricade Ocean Boulevard for the Triathlon Event at the intersection of Lagoon Road/Ocean Boulevard on Sunday, April 20th, 2014 from 6:00 a.m. to noon with traffic control personnel at the intersections of Hatley Drive/Metchosin Road, Lagoon Road/Metchosin Road and at Lagoon Road/Ocean Boulevard and at other intersections as indicated on the event plan, subject to staff approval of the traffic management plan with careful consideration as to whether the plan will impede traffic to fronting properties.

CARRIED.

5.2.4 Page 33 of 102 Minutes of Transportation and Public Infrastructure Committee Meeting - Monday, February 03, 2014

3.6. Verbal – Emmet McCusker – Deputy to City Engineer Re: Transportation Management Plan 0230-20-MUN-16271 & 5400-4-SID-14744

Emmet McCusker, Deputy to the Engineer gave an overview of the Transportation Master Plan (TMP) and advised the Committee that we are working closely with CRD, BC Transit, the Fire Department and neighbouring municipalities. The traffic counts and the modelling are completed and results from the first open house and online survey have been tabulated and provide a large amount of very good data and public input. One of the tasks in the TMP was to develop a model traffic calming plan for one neighbourhood and this was to be used as a model for traffic calming wherever required in the City, keeping in mind that every situation is different. The competing interests are slower traffic, fast response for emergency vehicles, and overarching requirement for safer street. Another early requirement was to develop a concept design for a project for the 2014 Budget to utilize the accumulated gas tax. This has been completed and consists of bike lanes, separated bikeways, sidewalks, and new transit facilities on Sooke Road from Wale Road to Kelly Road. The second Open House is scheduled at Westshore Parks and Recreation on February 27th and the target date for completion of the Transportation Master Plan is the end of June.

Emmet McCusker also stated that we have engaged the CRD and BC Transit, working within their existing regional plans where appropriate, and setting the stage for updates to the regional plans based on our Transportation Master Plan.

4. NEXT MEETING

4.1. Monday, March 3, 2014

5. ADJOURNMENT This Notice is posted in accordance with "Council/Committee Procedure Bylaw No. 754, 2004" and the Community Charter.

CERTIFIED CORRECT APPROVED AND CONFIRMED

5.2.4 Page 34 of 102 4A'MJI ?ti TO

IT IrTx

•'j

Wayne Wright February 18, 2014 Mayor

Honourable Lisa Raitt Minister of Transport 307 Confederation Building House of Commons Ottawa, ON K1A0A6

Dear Honourable Lisa Raitt:

Re: Concerns Regarding Recent Amendments to the Canada Postal System

At a meeting February 3; 2014, New Westminster City Council passed the following resolution;

WHEREAS local governments in Canada have a direct financial interest in the security and stability of Canada's postal system, to ensure reliable communications with rate-payers and certainty in the timely payment of taxes and other fees;

AND WHEREAS Canada Post, a consistently profitable Crown Corporation, has announced its intention to eliminate residential door-to- door mail delivery in Canada, calling into question the stability of Canada's postal system, the certainty of communications and payments, and the reliability of business transactions;

AND WHEREAS this proposed change would entail the downloading of responsibilities, costs, and liabilities to local governments, including requirements for municipal land and rights-of-way, infrastructure such as paving and lighting, and policing related to vandalism, graffiti and mail theft;

AND WHEREAS this fundamental change to Canada's communications system is unprecedented in the G7 countries and has been announced in the absence of any meaningful consultation with local governments, Canada Post customers or postal workers;

Office of the Mayor Corporation of the City of New Westminster 511 Royal Avenue, New Westminster,BC • Canada V3L1H9 T (604) 527 4522 F (604) 527 4594 Doc # 519850 www.newwestcity.ca Page 1 6.1 Page 35 of 102 THEREFORE BE IT RESOLVED THAT the City of New Westminster request that the Federal Government direct Canada Post to maintain the current system of residential door-to-door postal delivery in Canada.

BE IT FURTHER RESOLVED THAT Council direct staff to forward this resolution to the Federation of Canadian Municipalities, the Lower Mainland Local Government Association, and other local governments in Canada for whom contact information is readily available, requesting favourable consideration of this resolution.

As noted above, the City of New Westminster requests that the Federal Government direct Canada Post to maintain the current system of residential door-to-door postal delivery in Canada. We look forward to your action on this matter.

Sincerely,

Wayne Wright MAYOR

Cc: Federation of Canadian Municipalities Lower Mainland Local Government Association Union of BC Municipalities Alberta Urban Municipalities Association Saskatchewan Urban Municipalities Association Association of Manitoba Municipalities Association of Yukon Communities Northwest Territories Association of Communities Nunavut Association of Municipalities Association of Municipalities of Ontario Union des munipalites du Quebec Union of the Municipalities of New Brunswick Union of Nova Scotia Municipalities Federation of Prince Edward Island Municipalities Municipalities of Newfoundland and Labrador

Doc #519850 Page 2 6.1 Page 36 of 102 i

Mayor and Council: February 27, 2014 The President and Executive Director of Settlers, Rails and Trails has submitted a request for a City Carol Hamilton of Colwood Flag to add to their Canadian Flag Mayor Collection. Details are provided in their letter. City of Colwood, BC To demonstrate their willingness to comply with Settlers, Rails & Trails the City's Flag Protocol Policy, they have Box 66 submitted with their request a signed "City of Argyle, Manitoba Colwood Flag Etiquette Guidelines & Protocols" ROC 0B0 document. City Policy (attached) requires Council to make Dear Mayor Hamilton the decision whether or not to provide a flag.

Settlers, Rails & Trails has been charged with the duty of preserving the local history of Argyle and its role in Canadian society. Officially opened in 1991, the museum has grown and flourished to include a diverse portfolio of exhibits and artifacts.

The Canadian Flag Collection, one of our proudest exhibits, has become quite famous due to its unique nature. We preserve and display over 790 flags that have special interest (historically and culturally) in our Canadian Community. We hold the record for having the second largest museum flag collection in the country! Local and national media have discovered our collection, which in turn gives great exposure to our donors.

In a continuing effort to collect important symbols, we would like to invite your city to join us. We would like to request a City of Colwood Flag for our Canadian Cities & Regions Gallery. In order to accurately represent a complete collection of Canadian cities, we would be pleased if you would consider joining our museum's exhibit.

As articles of cultural interest, all flags in this collection are treated with respect according to Canadian flag etiquette. In addition, our donors will be recognized publically (or may remain anonymous if requested) in our facilities and whenever/wherever the flags are displayed.

Included with this letter is a copy of our brochure (PDF file) regarding the museum's collection. If you have any questions, feel free to contact us at your leisure.

On behalf of the museum, I appreciate your time and thank you for your consideration.

Shayne Campbell President & Executive Director Settlers, Rails & Trails

6.2 Page 37 of 102 City of Colwood

FLAG PROTOCOL FLA 001

PURPOSE

The City of Colwood's corporate flag is a symbol of honour and civic pride within our community. Not only does our flag establish a vision of our community in a single sphere, with the heritage feature of Hatley Castle against a backdrop of trees on a sky blue fabric, but it also embraces our proud Incorporation in 1985 as an independent City within the West Shore Communities.

POLICY

The City of Colwood Flag, its associated design and screening, are the sole property of the City of Colwood. Any reproduction of the design, in part or whole, without the written authorization of the Chief Administrative Officer is not permitted.

Council may, upon receipt of written application, give consideration and approval for the gifting or lending of the City Flag to a community group or organization for a specified period of time, provided that the provisions contained in Appendix "A" as attached and forming part of this policy, are met to the City's satisfaction.

City of Colwood Flags may be purchased by members of the general public upon receipt of written application, and subject to Council's approval. Upon approval from Council, the Purchaser shall sign and receive a signed copy of the Flag Etiquette Guidelines and Protocols attached to this policy as Appendix "A" indicating their acceptance and understanding of the guidelines and to ensure a level of care in which the flag is to be flown or displayed.

The City of Colwood will retain a copy of the signed guidelines and protocols, in the event that complaints are received regarding the manner in which the flag is being represented, flown or displayed.

The full cost of the City Flag shall be borne by the Purchaser at the time of the request, and provided that a sufficient inventory of stock is available.

Old Policy No: A-100.27 2005/12/19 Adopted by Council:

FLAG PROTOCOL FLA 001 Page 1 of 2

6.2 Page 38 of 102 02/28/2014 15:15 2048862590 TEULON COLLEGIATE PAGE 02/02

APPENDIX "A"

City of Colwood Flag Etiquette Guidelines & Protocols The following guidelines are established to promote and foster the display of our City flag in a manner that will instil this vision and pride within our community, a pride which may extend beyond our borders, and invite others who embrace our vision to our community.

1. The City Flag should always be treated with respect, and should be maintained and folded properly when not being flown or displayed.

2. When City Flag is displayed on a mast, pole or staff, it should be displayed with the castle logo at the top nearest the supporting structure, and in a fashion which is in harmony with protocols of other national or provincial flags. The City Flag must never be flown at a position higher than the National Flag of Canada.

3. Only City Flags that are in good condition should be displayed. Flags that are tattered, faded or stained should never be flown.

4. When displayed on a flat or horizontal surface, the City Flag shall be positioned so that the corporate castle logo is positioned at the top left.

5. When the City Flag is displayed vertically, the castle logo shall be positioned at the top.

6. When the City Flag is used to cover a casket, the castle logo shall be positioned at the head of the casket and draped appropriately to the length of the casket so that it is equal when positioned. The City flag shall be folded and presented to the spouse or next of kin at the conclusion of any ceremony.

7. The City of Colwood flag must never be flown or displayed in any manner, which takes precedence over National, Provincial or Territorial flags. During ceremonial or other positions of honour, it may be desirable to confine the display of the City flag as a course of etiquette. Further specific display information may be referenced through the Federal Heritage Branch, and shall supersede these guidelines where required or as appropriate.

8. The City Flag should never be displayed or used in a fashion that is derogatory to the intended symbol of civic pride and honour for which^it is recognjww and supported.

Representative of the City of Colwood igani|^tion Representative

_BJr>. Z8,20i/ Date / Name of Signatory (Please Print)

Policy FLA 001 Adopted by Council: 2009-11-23

FLAG PROTOCOL FLA 001 Page 2 of 2 6.2 Page 39 of 102 • Settlers,

T& Trails Canadian Ttag CoCCection Ttag Acquisition

Settlers, Rails & Trails obtains flags from a variety of sources. We generally ask interested parties for a donation of a flag, without the 1 requirement of further monetary contribution. Donors usually choose/ to have the flag mailed to our museum, however, arrangements could be made for local pick-up.

(Donation: Outdoor Muso "m Exhibits Settlers, Rails & Trails is always grateful for our donors. We recognize our patrons by placing their name on our main donor list (posted in the museum), flag collection publications and alongside the flags whenever they are displayed for museum exhibitions. Some donors Commemorative & Historical Flags may wish to do so anonymously. Vpon (Donation:

We ask donors who wish to be recognized to enclose the following items with the flag:

• Letter of donation to our museum on company letterhead

• Name & Address of individual(s) responsible for the donation, so a thank-you can be sent.

• Credit Line - name you would like the donation to be publically credited as.

Mailing address: Settlers, Rails & Trails Box 66 Argyle, Manitoba The museum's National ROC 0B0 Flag of Canada flew atop the Peace Tower, Email address: Feb. 18,h, 2009 [email protected]

Day Ceremonies Remembrance

\ the University of .WINNIPEG

Rev. April 3, 2013 6.2 Page 40 of 102 • Settlers, Canadian Th§ CoC[ection^*M • «Sc Trails Our (Donors Settlers, Rails & Trails would like to formally acknowledge all of our generous donors: City of Estevan, SK Elaine Good Albert & Morag Apostle Environmental Defence Canada Alberta Francophone Canadian City of Fort Saskatchewan, AB 4-H Canada Association City of Fredericton, NB City of Halifax, NS Federation des francophones de Alberta Tourism, Parks & Recreation City of Iqaluit, NU Terre- Allen, Keith & Linda City of Kelowna, BC Neuve et du Labrador Allied Movers City of Kenora, ON Federation Franco-Tenoise Autopro City of Kingston, ON Festival du Voyageur Avis Rent-a-car City of Mississauga, ON Flag Shop, Winnipeg Beaver Lumber City of Mount Pearl, NL Flags Unlimited Benjimin Moore Paints City of Nanaimo, BC Flexicoil Canada Bill & Betty Campbell Ford Canada Bill Campbell Jr. City of Orillia, ON City of Ottawa, ON Franco Saskois Federation BMO Financial Group City of Port Alberni, BC Franco Ontarians Federation Brant-Argyle School City of Red Deer, AB Gerdeau Manitoba Rolling Mills British Columbia Ferry Services Inc City of Regina, SK Good Year Canada Burger King City of St. Johns, NL Gord Van Hussen (Devonshire Burns Meats City of Salmon Arm, BC Husky) Calgary Flames Inc. City of Selkirk, MB Government of Alberta Calgary Stampede City of Spruce Grove, AB Government of Canada Canada 125 Committee City of Squamish, BC Government of Manitoba Canada Post City of Swift Current, SK Government of New Brunswick Canadian Forces 17 Wing, Winnipeg Government of Newfoundland Canadian Auction Group Winnipeg City of Thorold, ON City of Toronto, ON Government of Northwest Territories Canadian Auto Workers Union Government of Ontario Canadian Blood Services City of Vernon, BC City of Victoria, BC Government of Saskatchewan Canadian Broadcasting Corporation Government of Yukon (CBC) City of Whitehorse, YT City of Weyburn, SK Helen Pomeroy Canadian Cancer Society (Manitoba City of Windsor, ON His Honour Philip S. Lee, Division) City of Winnipeg, MB Lieutenant Governor of Manitoba Canadian Coast Guard Home Hardware Canada Canadian Employments Immigration City of Yellowknife, NT Howard Lancaster Union Coca-Cola Committee for the Bicentenary of the Hudson's Bay Company Canadian Imperial Bank of Commerce Red River Selkirk Settlement 2012 Husky Energy Canadian Labour Congress Communications, Energy & Imperial Oil Canada Canadian Linen & Uniform Supply Paperworkers Union Investors Group Canadian Red Cross Craig Enns, Birchwood KIA James Richardson & Sons, Limited Canadian Teachers' Federation Cummins Jeux du Canada Games Canadian Tire Corporation Darlene Campbell Joanne Thibault Canadian Steamship Lines David Kendall John Deere Canada Canadian Union of Postal Workers Dean Alexander Justin Verry Canadian Union of Public Employees Denise Beachell Kelly Kingswood Canadlnns Department of National Defence Kinsmen Canada Carrier, Retha & Blake Tuba Derek Nash Klinic Center, Winnipeg Caterpillar Dodge Canada Kubota Canada Ceremonial & Protocol Public Works Domo Gasoline Company Kyle Campbell (Bruce Armstrong & Darlene Cleroux) Donald Bilyea Leon's Furniture Limited Chevrolet Canada Doug Hembroff Lesiuk, Felix City of Brandon, MB Ducks Unlimited Canada Lions International City of Campbell River, BC Doug Pickell (x2) Loewen Windows City of Cam rose, AB East Man Foods Lorelee Proctor City of Charlottetown, PE Maaco City of Chilliwack, BC Edmonton Eskimos Football Club MacDon Industries City of Cranbrook, BC Edmonton Oilers Hockey Club

6.2 Page 41 of 102 • Settlers, Qmadian ^Cag roCCection^M jjZy Rails • •St. Trails Our (Donors Canadian Universities & Colleges: Maitland, Gord & Peggy Red River Co-op Acadia University Manitoba 125 Committee Red River Exhibition Carleton University Manitoba Blue Cross RBC Royal Bank of Canada (x3) Concordia University Manitoba Conservation & Water Robert Sinclair Dalhousie University Stewardship Royal Canadian Legion Brock University Manitoba Credit Unions Royal Canadian Legion, Stonewall, McGill University Manitoba Games MB Memorial University of Newfoundland Manitoba Government, Office of Protocol Royal Military College Mount Allison University (Dwight MacAulay) Ryan Parry Ryerson University (x2) Manitoba Home Builder's Scotiabank Simon Fraser University Association Scott Campbell Saint Mary's University, Halifax Manitoba Hydro Scythes Flag Company Universite de Moncton Manitoba Metis Federation Inc Shayne Campbell Universite de Montreal Manitoba Metis Federation, Shelley Finnen Universite de Sherbroke Southwest Region Skills Canada University of Alberta Manitoba Moose Hockey Club Simplot Canada University of Lethbridge Manitoba Museum Sonia Rodriquez University of Manitoba Marcoux, Yves Southside Service Stonewall University of Prince Edward Island Massey Fergusson Canada Speedy University of Vancouver Island Mazda Spencer & Bonnie Clement University of Victoria University of Warterloo McCain Foods Sport North Federation University of Winnipeg Merceedes Canada Strath Grandmont, Joan Minute Muffler Sunova Credit Union Mitsubishi Taras Derbowka Monsanto Canada Inc. Tempo Gasoline Moosehead Breweries Limited Teulon Collegiate Mr. Lube Tim-BR Marts Ltd. Toronto Dominion Bank Mr. & Mrs. Jim Shiliiday Town of Banff, AB MTS Allstream Town of Beausejour, MB Multiple Sclerosis Society of Canada Town of Carmen, MB National Bank of Canada Town of Happy Valley-Goose Bay National Tilden Rent-a-car Town of Lac du Bonnet, MB National Union of Public & General Town of Morden, MB Employees Town of Morris, MB New Democratic Party of Canada (NDP) Town of Roblin, MB NewFlyer Industries Town of Stonewall, MB New Holland Canada TRCF (Hank Gigandet) TT-.... Norma Tibbits-Fefchak = : True Value Hardware mi Northwest Company UFCW Ontario Ministry of Transporation Verna Carter Olympic Builders VIA Rail Canada Optimist International Ville de Gatineau, PQ Ottawa Senators Hockey Club Ville de Montreal, PQ Para Paints Ville de Quebec, PQ Parks Canada, Manitoba Field Office Viterra Paterson Steamship Lines CAW TCA Paul D. Graves Wendy's Restaurants PCL Constructors Western Canadian Games CANADA Power Workers' Union Windsor Plywood Pride Winnipeg Festival Inc. Winnipeg Airport Authority Public Service Alliance of Canada Winnipeg Football Club R M. OfGimli, MB Winnipeg Goldeyes Baseball Club R.M. Of Rockwood, MB Woolfenden Family Official flag count: TQO R M. Of Rosser, MB Rev. February 24, 2014 « 5J4t\

6.2 Page 42 of 102 • Settlers, ^> Ralls Trails 1W Canadian TCag CoCCection (Photo gallery Settlers, Rails & Trails displays flags at our museum, its functions and events that benefit both the museum and promote our donors:

A banner day

6.2 Page 43 of 102 • Settlers, r> Rails *S* Trails 1*1 Ttag CoCCection

Our unique exhibit showcases truly Canadian businesses, organizations and historic flags. We hold the nation's second largest museum collection of Canadian flags!

Mftyflogs? Flags are all around us, we see them everyday. Canadians use flags to advertise, promote our organizations and rally behind for sporting events and national holidays. Our museum's collection reflects this vital part of Canadian culture and daily life. We are proud to be the custodians of such important Canadian symbols as they continue to Argyle Homecoming Parade 2000 grow historically valuable with care and the passage of time. Our Collection: With over 790 flags, and growing everyday, our © Canadian Regions & Cities collection is comprised of five galleries: O Historical! & Canadiana

th Flying at our Museum December 26,2010), CBC Radio (June 30 , 2010 with Terry McLeod), CTV News (June 30th, 2010), Stonewall Argus (^.27*2011 & Jan 22, 2014). The flags continue to positively promote both our museum and their original organizations.

* As a sign of respect for our flags, we display them in accordance with Canadian Flag Etiquette, as outlined by the Government of Canada. Rev. Feb. 24, 2014 6.2 Page 44 of 102 Memorandum Colwood

DATE: March 7, 2014 FILE: 2240-20-WES-2673 TO: COUNCIL MARCH 10, 2014

FROM: CHIEF ADMINISTRATIVE OFFICER

SUBJECT: Letter - Alastair Bryson, Chair, CRD Board Re: Request for amendment to West Shore Parks Recreation Society Constitution

The attached February 28, 2014 letter from the Chair of the Capital Regional District Board is self-explanatory.

The West Shore Parks and Recreation Society's (WSPRS) Constitution states that the Juan de Fuca Elector Area (JdFEA) Director must be a Director on the WSPRS Board of Directors. The recent BC Court of Appeal decision in Schlenker v. Torgrimson case (conflict of interest for Directors on the board of not-for-profit organizations) makes it impossible for the JdFEA Director to continue serving his electoral area constituents and the WSPRS Board. The court decision is very clear that he could find himself in a potential conflict of interest situation that could find him disqualified from holding public office. As a result, the JdFEA Director resigned from the WSPRS Board in 2013.

This court ruling has also affected municipal officials appointed to the WSPRS Board. Council members serving on the Board are not permitted to report to Council on relevant issues, nor can they participate in discussions and votes on matters associated with the work of the WSPRS, including the WSPRS budget which must be approved by municipal councils.

RECOMMENDATION:

The following resolution is offered for consideration:

That the Municipal Council of the City of Colwood support the Capital Regional District Board's February 28, 2014 request to the West Shore Parks and Recreation Society to amend their constitution to allow for a citizen representative to be appointed as a Director to represent the Juan de Fuca Elector Area on the West Shore Parks and Recreation Society Board; and

That the West Shore Parks and Recreation Society be requested to amend their Constitution to require that all members of the Society Board be non-elected officials.

JameyMoller, BA Econ, LGA Chief Administrative Officer

Attachments

6.3 Page 45 of 102 Capital Regional District T: 250.360.3129 CTPJD 625 Fisgard Street. PO Box 1000 F: 250.360.3130 Making a difference...together Victoria, BC, V8W 2S6 www.crd.bc.ca

February 28, 2014 File:0230-20 West Shore P&R (via email)

Mr. Rob Martin, Chair West Shore Parks & Recreation Society 1767 Old Island Hwy Victoria, BC V9B 1J1

Dear Mr. Martin:

In January 2013, the BC Court of Appeal found in Schlenker v. Torgrimson that two locally- elected Salt Spring Island Trustees were in conflict of interest because of their participation as directors on the board of not-for-profit organizations. The Court found that there was a pecuniary conflict of interest which would result in the disqualification of an elected official from public office. As a result, the CRD has reviewed its appointments to various boards and societies, as these appointments may present a potential pecuniary conflict of interest for a CRD director who sits on a society's board and then participates in a decision, such as a Financial Plan, at the CRD Board on a matter that affects the financial interests of the society.

The constitution of the West Shore Parks and Recreation Society indicates that the Juan de Fuca Electoral Area Director must be a director on the West Shore Parks and Recreation Society Board. As a consequence of the Schlenker decision, the current Juan de Fuca Electoral Area Director, Mike Hicks, resigned his position to the West Shore Parks and Recreation Society Board in 2013 to avoid a potential conflict of interest. In order to fulfill the requirements of the West Shore constitution and representation of and participation by the Juan de Fuca Electoral Area, the Board adopted the following resolution at its meeting held February

"That the Board request the West Shore Parks and Recreation Society to amend their constitution to allow for a citizen representative to be appointed to represent the Juan de Fuca Electoral Area."

We would appreciate consideration of the above motion by the West Shore Board. If you have any questions please contact Sonia Santarossa, Corporate Officer at 250-360-3128 or via email at [email protected].

Yours sincerely, -

Alastair Bryson Chair, Capital Regional District Board

Copy: Director M. Hicks, Juan de Fuca Electoral Area Annie Mulcahy, West Shore Parks and Recreation Society

1488908

6.3 Page 46 of 102 Form 3

SOCIETY ACT

Constitution

1. The name of the society is West Shore Parks and Recreation Society.

2. The purposes of the society are:

(a) to provide parks, recreation and community services in and for the municipalities of Colwood, Langford, Highlands, Metchosin and the Juan de Fuca Electoral Area of the Capital Regional District;

(b) to market, promote, coordinate and manage all services and facilities described in the Society's purposes; and

BYLAWS

Here set out, in numbered clauses, the bylaws providing for the mailers referred to in section 6(1) of the Society Act and any other bylaws.

1'ART 1 - INTERPRETATION

1. (1) In these bylaws, unless the context otherwise requires:

"Council" means a municipal council of a member of the society;

"directors" means the directors of the society for the time being;

"electoral area director" means the person elected from time to time as Electoral Area Director of the Juan de Fuca Electoral Area of the Capital Regional District;

"Society Aci" means the Society Act of British Columbia from time to time in force and all amendments to it; and

"registered address" of a member means the member's address as recorded in the register of members.

(2) The definitions in the Society Act on the date these bylaws become effective apply to these bylaws.

2. Words importing the singular include the plural and vice versa, and words importing a male person include a female person and a corporation.

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6.3 Page 47 of 102 2

PART 2 - MEMBRXtSHTP

3. The members of lhe society tire the applicants for incorporation of the society, and those persons who subsequently become members, in accordance with these bylaws and, in either case, have not ceased to be members

4, Except for the applicants for incorporation of the society, membership in the society shall be limited to:

(a) the Cily of Colwood;

(b) the District of Langford;

(d) the District of Metchosin; and

(e) the Capital 'Regional District.

5. "Every member must uphold the Constitution and comply with these bylaws.

6. There shall be no annual membership dues.

7. A member/beases to bc a member of the society^

(a) by delivering a resignation in writing to the sccretury of the society or by mailing or delivering it to the address of the society, or

(h) on his or her death or, in the case of a corporation, on dissolution,

8. The society shall not, at any time, have more than 6 members.

9. All members are in good standing except those that have ceased to be a member as provided in bylaw 7 and every member shall be entitled to vote at all meetings of the society.

PART 3 - MEETINGS OF MEMBERS

10. General meetings of the society must be held at the time and place, in accordance with the Society Act, that the directors decide.

11. Every general meeting, other than an annual general meeting, is an extraordinary general meeting.

12. The directors may, when they think fit, convene an extraordinary general meeting.

13. (1) Notice of a general meeting must specify the place, day and hour of ihe meeting, and, in case of special business, the general nature of that business.

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6.3 Page 48 of 102 3

(2) The accidental omission to give notice of a meeting to, or the non-receipt of a notice by, any of the members entitled to receive notice docs not invalidate proceedings at that meeting.

14. The first annual general meeting of the society must be held not more than 15 months after the date of incorporation and after that an annual general meeting must be held at least once in every calendar year and not more than 15 months after the holding of the last preceding annual general meeting.

PART 4 - PROCEEDINGS AT GENERAL MEETINGS

15. Special business is

(a) all business at an extraordinary general meeting except the adoption of rules of order, and

(b) all business conducted at an annual general meeting, except the following:

(i) the adoption of rules of order;

(ii) the consideration of the financial statements;

(iii) the report of the directors;

(iv) the report of the auditor, if any;

(v) the appointment of directors;

(vi) the appointment of the auditor, if required; and

(vii) the olher business that, under these bylaws, ought to be conducted at an annual general meeting, or business that is brought under consideration by the report of the directors issued with the notice convening lhe meeting.

16. (1) Business, other than the election of a chair and the adjournment or termination of the meeting, must not be conducted at a general meeting at a time when a quorum is not present.

(2) If at any time during a general meeting there ceases to be a quorum present, business then in progress must be suspended until there is a ojuorum present or until the meeting is adjourned or terminated. i V (3) A quorum is 3 members present or a greater number that the members may determine at a general meeting.

17. If within 30 minutes from the time appointed for a general meeting a quorum is not present, the meeting, if convened on the requisition of members, must be terminated, but in any other case, it must stand adjourned to the same day in the next week, at the same time and place, and if, at the adjourned meeting, a quorum is not present within 30

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6.3 Page 49 of 102 4

minutes from the lime appointed for tlie meeting, the members present constitute a quorum.

18. Subject to bylaw 19, the chair of the society, the vice chair or, in the absence of both, one of the other directors present, must preside as chair of a general meeting.

19. If at a general meeting

(a) there is no chair, vice chair or other director present within 15 minutes after the time appointed For holding the meeting, or

(b) the chair and all the other directors present are unwilling to act as the chair, ^

the members present must choose one of their number to be the chair.

20. (1) A general meeting may be adjourned from time to time and from place to place, but business must not be conducted at an adjourned meeting other than the business left unfinished at the meeting from which the adjournment took place.

(2) When a meeting is adjourned for 10 days or more, notice of the adjourned meeting must be given as in the case of the original meeting.

(3) Except as provided in this bylaw, il is not necessary to give notice of an adjournment or of the business to be conducted at an adjourned general meeting.

21. (]) A resolution proposed at a meeting need not be seconded, and the chair of a meeting may move or propose a resolution.

(2) In the case of a tic vote, the chair does not have a casting or second vole in addition lo the vote to which he or she may be entitled as a member, and the proposed resolution does not pass.

22. (1) A member in good standing present at a meeting of members is entitled to one vole.

(2) Voting is by show of hands.

(3) Voting by proxy is not pcrmitled.

23. A corporate member may vote by its authorized representative, who is entitled to speak and vote, and in all other respects exercise the rights of a member, and thai representative must be considered as a member for all purposes with respect to a meeting of the society.

PART 5 - DIRECTORS AND OFFICERS

24. (1) The directors may exercise all the powers and do all the acts and things that the society may exercise and do, and that arc not by these bylaws or by statute or otherwise lawfully directed or required to be exercised or done by the society in a general meeting, but subject, nevertheless, to

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6.3 Page 50 of 102 5

(a) (a) all laws affecting the society,

(b) these bylaws, and

(o) rules, not being inconsistent with these bylaws, tliat are made from time to time by the society in a general meeting.

(2) A rule, made by the society hi a general meeting, does not invalidate a prior act of tho directors that would have been valid if that role had not been made.

25. The number of directors shall be thirteen (13), appointed as follows:

(1) the electoral area director shall be a director;

(2) the. District of Langford shall appoint five directors, two of whom shall be Council members and three of whom shall be residents of the District of I-;ingford and may be members of Council;

(3) the District of Colwood shall appoint four directors, two of whom shall be Council members and two of whom shall be residents of the DisLrict of Colwood and may be members of Council;

(4) the District of Metchosin shall appoint two directors, one of whom shall bc a Council member and one of whom shall be resident of the District of Metchosin and may be a member of Council; and

(5) the District of Highlands shall appoint one director who shall be a Council member.

20. (1) If a director ceases to hold office during his or her term for any reason, a new director shall he appointed by the member LhaL appointed the director that ceased to hold office.

(2) A director who is a member of Council shall hold office for one year ending ou the first Monday in December of the year following appointment. All olher directors shall hold office for two (2) years ending on December 3 3 of the second year following appointment.

(3) If a successor is not appointed, Lhe person previously appointed continues to hold office until a successor is appointed.

(4) A director may be appointed for successive terms.

(5) An act or proceeding of the directors is not invalid merely because there are less than the prescribed number of directors in office.

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6.3 Page 51 of 102 6

A director must not be remunerated for being or acting as a director but a director must be reimbursed for all expenses necessarily and reasonably incurred by the director while engaged in the affairs of the society.

PART 6 - PROCEEDINGS OK DIRECTORS

(1) The directors may meet at the places they think fit to conduct business, adjourn and otherwise regulate their meetings and proceedings, as they see fit.

(2) The directors may from time to time set the quorum necessary to conduct business, and unless so set the quorum is a majority of the directors then in office.

(3) The chair is the chair of all meetings of the directors, but if at a meeting the chair is not present within 15 minutes after the time appointed for holding the meeting, the vice chair must act as chair, but if neither is present the directors present may choose one of their number to be the chair at that meeting.

(4) A director may at any time, and the secretary, on the request of a director, must, convene a meeting of the directors.

(1) The directors may delegate any, but not all, of their powers to committees consisting of the director or directors as they think fit.

(2) A committee so formed in the exercise of the powers so delegated must conform to any rules imposed on it by the directors, and must report every act or thing done in exercise of those powers to the earliest meeting of the directors held after the act or thing has been done.

30. A committee must elect a chair of its meetings, but if no chair is elected, or if at a meeting the chair is not present within 15 minutes after the time appointed for holding the meeting, the directors present who are members of the committee must choose one of their number to be the chair of the meeting.

31. The members of a committee may meet and adjourn as they think proper.

32. A director who may be absent temporarily from British Columbia may send or deliver to the address of the society a waiver of notice, of any meeting of the directors and may at any time withdraw the waiver, and until the waiver is withdrawn,

(a) a notice of meeting of directors is not required to be sent to that director, and

(b) any and all meetings of the directors of the society, notice of which has not been given to that director, if a quorum of the directors is present, are valid and effective.

(1) Questions arising at a meeting of the directors and committee of directors must be decided by a majority of votes.

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6.3 Page 52 of 102 7

(2) In the case of a tie vote, the chair does not have a second or casting vole.

(3) A director may vote by proxy.

34. A resolution proposed at a meeting of directors or committee of directors need not be seconded, and the chair of a meeting may move or propose a resolution.

35. A resolution in writing, signed by all the directors and placed with the minutes of the directors, is as valid and effective as if regularly passed al a meeting of directors.

PART 7 - DUTIES OF OFFICERS

36. (1) The directors must elect from amongst themselves a chair, vice chair, secretary and treasurer as officers of the society, each of whom shall hold office for one (1) year or until a successor is elected.

(2) The chair presides at all meetings of the society and of the directors.

(3) The chair is the chief executive officer of the society and must supervise the other officers in the execution of their duties.

37. The vice chair must carry out the duties of the chair during the chair's absence.

38. The secretary must do the following:

(a) conduct the correspondence of the society;

(b) issue notices of meetings of the society and directors;

(d) have custody of all records and documents of the society except those required to bc kept by the treasurer;

(e) have custody of the common seal of the society;

(f) maintain the register of members.

39. The treasurer must

(a) keep the financial records, including books of account, necessary to comply with the Society Act, and

(b) render financial statements to the directors, members and others when required.

40. The offices of secretary and treasurer may be held by one person who is to be known as the secretary treasurer. . '

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41. In the absence of the secretary from a meeting, the directors must appoint another person to act as secretary at the meeting.

PART 8 - SEAL

42. The directors may provide a common seal for the society and may destroy a seal and substitute a new seal in its place.

43. The common seal must be affixed only when authorized by a resolution of the directors and then only in the presence of the persons specified in the resolution, or if no persons are specified, in the presence of the chair and secretary or chair and secretary treasurer.

PART 9 - BORROWING

44. In order to carry out the purposes of the society the directors may, on behalf of and in the name of the society, raise or secure the payment or repayment of money in the manner they decide, and, in particular but without limiting that power, by the issue of debentures.

45. A debenture must not be issued without the authorization of a special resolution.

46. The members may, by special resolution, restrict the borrowing powers of the directors, but a restriction imposed expires at the next annual general meeting.

PART 10 - AUDITOR

47. This Part applies only if the society is required or has resolved to have an auditor.

48. The first auditor must be appointed by the directors who must also fill all vacancies occurring in the office of auditor.

49. The members may by ordinary resolution require the society lo have an auditor.

50. At each annual general meeting the society must appoint an auditor to hold office until the auditor is re-elected or a successor is elected at the next annual general meeting.

51. An auditor may be removed by ordinary resolution.

52. An auditor must be promptly informed in writing of the auditor's appointment or removal.

53. A director or employee of the society must not be its auditor.

54. The auditor may attend general meetings.

PART 11 - NOTICES TO MEMBERS

55. A notice may bc given to a member, cither personally or by mail to the member al the member's registered address.

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6.3 Page 54 of 102 56. A notice sent by mail is deemed to have been given on the second day following the day on which the notice is posted, and in proving that notice has been given, it is sufficient to prove the notice was properly addressed and put in a Canadian post office receptacle.

(1) Notice of a general meeting must bc given to

(a) every member shown on the register of members on the day notice is given, and

(b) the auditor, if Part 10 applies.

(2) No other person is entitled to receive a notice of a general meeting.

PART 12- MEETINGS AND MINUTES

57. All meetings of the members and meetings of the directors shall bc open to the public, except that where the members or the directors, as the case may be, determine that the public should be excluded from all or part of a meeting in the best interests of the society, the public may bc excluded.

58. All members shall be entitled to receive a copy of the minutes of the meetings of the board of directors.

PART 13 - BYLAWS

59. On being admitted to membership, each member is entitled to, and the society must give / the member without charge, a copy of the constitution and bylaws of the society. \J

60. These bylaws must not be altered or added to except by special resolution.

Dated: November 20, 2001. 5* Wimess(cs)

£a.ro\ g&-b

ll-ull name] [F«H name] ,

c [Resident address] \) Kl-kff C

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6.3 Page 55 of 102 10

[Full name]

[Resident address]

^ [Full name]

[Resident address]

[Full name]

[Resident address]

[Full namj)]

[Resident address] Victor ?A

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6.3 Page 56 of 102 Colwood Citv of Colw< REPORT

File: 3220-20-GOL-6186 Date: February 13, 2014

To: Council Date: March 10, 2014 From: Ron North, Building Inspector

RE: 418B Goldstream, Work Without Permit, Request for Notice on Title

1. SUMMARY

Construction has been carried out on the property located at 418B Goldstream Avenue without a building permit. The illegal construction facilitated the installation of a space in the previously undeveloped attic of one half of an existing duplex.

2. OVERVIEW

In early January of 2013 the owner requested an inspection of the attic area in half of a recently purchased duplex at 418B Goldstream Avenue. The owner was concerned there was a safety issue because of renovations carried out by a previous owner. An inspection of the property took place on January 8, 2013 at which time structural alterations to the roof truss system was noted. A letter (Attached) was sent to the owner January 10, 2013 with the results of that inspection. Since that time the corrections have not been made to the building. A letter (Attached) was sent to the owner January 9, 2014 requesting that a building permit application be submitted for the repairs to the building. The owner has indicated in a subsequent email (Attached) that she has been put in a difficult situation as she does not currently have the funds to carry out the repairs. The owner intends to have the repairs completed but is waiting for the results of possible litigation against a previous owner.

While the alterations to the building are serious and require correction, there appears to be no immanent hazard.

The building inspector discussed the situation and possible options to resolve the matter. The owner indicated there would be no objection to the placing of a notice on title. It is understood the notice would be removed upon satisfactory completion of the corrections to the building.

7.1.1 Page 57 of 102 Page 2 of 2

The work carried out to alter the roof truss system was done without the required building permits and the property is therefore in violation of the City of Colwood Building Bylaw #977.

A notice on the title of the property, that there are unresolved bylaw and building code issues, will serve to make prospective purchasers aware that revisions to the building will be required. The notice on title also limits liability to the City, such that, if the property was to be purchased and occupied and there was an injury (example, fire or trip and fall) the owner could not claim they were unaware of the deficiencies.

3. OPTIONS

A. Attach a notice to the title of the property. B. Do not attach a notice to the title of the property.

4. FINANCIAL IMPLICATIONS

There are minimal financial implications. (The cost to place and remove the notice on title is $24.20)

5. RECOMMENDATION

Whereas work on the building located at 418B Goldstream Avenue, Colwood BC has not been carried out with the permit (or inspection) as required under the City of Colwood Building Bylaw #977, the Corporate Officer is directed to file a Notice in the Land Title Office stating that;

1. A resolution relating to Strata Lot A, Section 1, Esquimalt District, Strata Plan 676 has been made under section 57 of the Community Charter; 2. Further information about the resolution may be inspected at Colwood City Hall during regular office hours.

Respectfully Submitted,

Ron North, RBO, AScT Building Inspector

-1

Flo Pikula, RBO, CRBO James MbllerLBA Econ, LGA Chief Building Inspector Chief Administrative Officer

7.1.1 Page 58 of 102 Colwood• Date: Jan 9, 2014

418 B Goldstream Ave Colwood B.C. V9B 2W5

Dear Property Owner

Re: Structural Repair at 418 B Goldstream

This is further to our letter to you Jan 10, 2013 regarding the unauthorized alterations made to the roof trusses at 418B Goldstream.

To date we have not received the application and plans in support of a building permit to carry out the necessary structural repairs to the roof trusses.

Please make application for the building permit to authorize the noted works as soon as possible.

Please be advised the unauthorized work previously carried out is a violation of the City of Colwood Building Bylaw #977.

You should also be aware that failure to comply with the provisions of the Building Bylaw could result in the issuance of tickets as provided in the City of Colwood Municipal Ticket Information Bylaw #761. Further, a recommendation to Council may be made to attach a notice of violation to the title of the property.

Your anticipated cooperation in this matter is appreciated. If you have any questions regarding this letter please contact the undersigned. COLWOOD CITY HALL 3300 Wishart Road Colwood, BC V9C1R1 Sincerely, CONTACT Phone: 250.478.5999 Fax: 250.478.7516 Ron North, RBO, AScT [email protected] Building Inspector

8:30 am-4:30 pm Monday - Friday except stat holidays

www.colwood.ca

7.1.1 Page 59 of 102 CITY OF COLWOOD Building Inspection Phone : 250-478-5999 3300 Wishart Road, Colwood, B C V9C 1R1 Fax: 250-478-7516 Email: [email protected]

File No. 3220-20 GOL-6186

REVISED

January 10, 2013

4^S^HSream Ave Colwood B.C. V9B 2W5

Re: Structural Repair at 418 B Goldstream

On January 8, 2013 at your request, I reviewed the alterations made to a portion of the attic above your dwelling unit. Part of the attic space had been converted to a finished area. A building permit was not authorized for this work. Part of the renovation involved cutting some (5) of the roof trusses which has created a structural deficiency. Other issues such as access, ceiling height, insulation, and ventilation are of a concern.

A building permit cannot be issued to authorize the use of the attic as usable floor area. It is therefore necessary that the area be converted back to attic space. A building permit is required to make the required structural repairs to the roof system and remove the room from the attic.

In support of the building permit application it will be necessary to have a structural engineer provide a sealed design of the repair and provide Letters of Assurance.

Please attend to this matter as soon as possible. If you have any questions please let me know.

Ron North, RBO, AScT Building Inspector

7.1.1 Page 60 of 102 Ron North

From: Sent Tuesday, January 14,. 314 10:33 AM To: Ron North Subject: Structural Repair

Hello Ron,

l received your letter dated January 9th, 2014.

As you know from our previous discussions, I purchased this home (418-B Goldstream Ave) in November 2012 without the knowledge that there were illegal renovations done to the attic which in hind-sight are more than that with the fact it is a structural issue.

I have been fighting this out with the previous owners and lawyers to try to get compensation from them to correct this issue. I have absolutely no money to put into this repair and was definitely not expecting this nor the other issues l experienced within my first week of living there. None of which were ever disclosed to me on the non-disclosure statement or picked up by the inspector I hired.

Needless to say, the lawyers we unable to resolve this issue and so again I'm faced with no money to repair this at this time. I am in the process of taking the sellers to Small Claims Court which is my only other option and am trying to get the necessary paperwork together for submitting the claim.

I did have an engineer firm come in and take pictures and look at the structure so that I had a letter from them indicating the issues that need to be addressed. The only good thing to come out of this is that in the paperwork from their lawyer the sellers did admit to doing this renovation but weren't willing to pay much after my legal fees were taken care of so in the end I declined their small offer of a payout.

I'm an innocent person who was just trying to purchase a nice, safe home for my two young children and I after a terrible split from my ex and being forced to sell my previous home which I took a huge loss on due to the market.

Is there anything that can be done so that I'm not put on a time line for this as I honestly don't have the money and wouldn't even qualify for a loan at this point. I do plan on putting the attic space back and done properly as I want to be able to sell this place without hassle whenever the time comes.

It's bad enough that I now have to disclose the grow-op information I was given to any potential buyers which again makes me so angry that someone can get away with this.

I look forward to hearing from you.

Regards,

7.1.1 Page 61 of 102 Ron North

From: Sent: Wednesday, January 22, 2014 2:52 PM To: Ron North Subject: Re: Notice on Title, 418B Goldstream

Hi Ron,

Not sure if it's to early to send this but I do not wish to attend the Council Meeting with regard to the Notice on Title.

Thanks,

Original Message — From: "Ron North" cotwood.ca> To •MMSHBV Cc: "Flo Pikula" Sent: Wednesday, January 22, 2014 2:34:27 PM Subject: RE: Notice on Title, 418B Goldstream

I will start working on the documentation but it will likely take a month or two to have it dealt with at a Council meeting.

You will be notified in writing as to when and where the meeting will take place. You do not have to attend as my report to Council will explain the circumstances. If you decide not to attend it would be helpful if you would send me an email in that regard.

If you have any questions regarding this or at any time throughout the process please let me know.

-Ron

Ron North, RBO, AScT Building Inspector Building Department | City of Colwood Phone: 250-478-5999 rnorth(S)colwood.ca | www.colwood.ca

—Original Message— n: tfHHHiHHWBli^Hi^HH Sent: Tuesday, January 21,2014 9:59 AM To: Ron North Subject: Notice on Title

Hi Ron,

7.1.1 Page 62 of 102 I meant to email yesterday but the day escaped me.

I will go ahead and have the Notice on Title added as we discussed last week.

As I mentioned, I have every intention of making that attic space safe and as it should be as soon as l go through the Small Claims Court for compensation from the sellers and the inspector.

Since you mentioned that as soon as I get the permits and have the work done that they Notice on Title will then be removed with no repercussions then I will agree to this in the meantime.

Thanks again for all of your support during this process.

Regards,

7.1.1 Page 63 of 102 ColwoocJ File #: 3220-20-GOL-6186 Date: February 20, 2014

418B Goldstream Avenue Colwood, BC

Re: Work Without BuildinR Permit— 418B Goldstream Avenue

Please be advised that City of Colwood staff is recommending to Council that the Corporate Officer file a Notice in the Land Title Office regarding construction that has been undertaken without the required building permit. A copy of the report is attached for your records.

As required under the Community Charter, a hearing will be held before Colwood City Council to grant you, the registered owner of the property, an opportunity to address this matter. This letter will serve as your official notice of your opportunity to be heard at the Council meeting scheduled for Monday, March 10, 2014 at 7:00 p.m. in the Council Chambers at Colwood City Hall, 3300 Wishart Road.

Additional information respecting this matter may be obtained from the Building Department at Colwood City Hall, 3300 Wishart Road, between the hours of 8:30 a.m. to 4:30 p.m., Monday through Friday except statutory holidays.

COLWOOD CITY HALL Yours truly, 3300 Wishart Road Colwood, BC V9C 1R1

CONTACT Pat VanBuskirk, CMC Phone: 250 478 5999 Director of Administration Fax: 250 478 7516 &. Corporate Officer [email protected]

Enclosure: Report to Council - March 10, 2014 Re: 418B Goldstream Avenue 8:30 am-4:30 pm Monday - Friday except stat holidays Copied to: Ron North, Building Inspector www.colwood.ca

7.1.1 Page 64 of 102 Cit of Colwood v co|w<>od REPORT

File: 3220-20-CHAR-18971 Date: February 13, 2014

To: Council Date: March 10, 2014

From: Ron North, Building Inspector

RE: 2997 Charlotte Drive, Work Without Permit, Request for Notice on Title

1. SUMMARY

Construction has been carried out on the property located at 2997 Charlotte Drive without a building permit. The illegal construction facilitated the installation of an unauthorized residential suite in the existing single family dwelling.

2. OVERVIEW

On May 14, 2013 a building permit application to carry out work in the basement was received. The work involved the installation of walls in addition to plumbing and electrical systems to accommodate a secondary suite. On May 15, 2013 an email was sent to the owners, documenting a list of corrections as a result of the plan review carried out. There was no response, therefore a follow up email was sent to the owners on July 24, 2013 requesting clarification of the status of the application. The owner subsequently indicated that renovations had already been carried out. A number of emails were sent to the owners regarding deficiencies and the building inspector carried out two site visits to resolve the situation. Apart from building and plumbing permit fees to be paid, the application progressed to the point where three items were required. Those items are; Vancouver Island Health Authority approval of the sewage disposal system, installation of additional smoke alarms in the bedrooms and a smoke detector in the forced air furnace system.

A letter (Attached) was sent to the owners on January 7, 2014 requesting compliance. A follow up letter (Attached) was sent January 10, 2014 in response to the owners concerns regarding approval of the fire place insert.

7.1.2 Page 65 of 102 Page 2 of 2

To date these items have not been provided and the building permit for the basement renovation has not been issued. The renovation of the basement without the necessary building and plumbing permits is a violation of the City of Colwood Building Bylaw #977

3. OPTIONS

A. Attach a notice to the title of the property. B. Do not attach a notice to the title of the property.

4. FINANCIAL IMPLICATIONS

There are minimal financial implications. (The cost to place and remove the notice on title is $24.20 each)

5. RECOMMENDATION

Whereas work on the building located at 2997 Charlotte, Colwood BC has not been carried out with the permit (or inspection) as required under the City of Colwood Building Bylaw #977, the Corporate Officer is directed to file a Notice in the Land Title Office stating that; 1. A resolution relating to Lot 14, Section 74, Esquimalt District, Plan 26787 has been made under section 57 of the Community Charter; 2. Further information about the resolution may be inspected at Colwood City Hall during regular office hours.

Respectfully Submitted,

Ron North, RBO, AScT Building Inspector

Flo Pikula, RBO, CRBO— James poller BA Econ, LGA Chief Building Inspector Chief Administrative Officer 7.1.2 Page 66 of 102 Date: Jan 7, 2014

2997 Charlotte Drive

Colwood BC V9B 4L9

Dear Property Owners:

Re: 2997 Charlotte, Work Without Permit

A building permit application to install a secondary suite at the above noted property has not been fully processed and therefore a building permit has not been issued for the work that has taken place. A number of outstanding items have yet to be dealt with, including approval of the sewage disposal system by the Vancouver Island Health Authority. Recently, a fireplace insert has been installed without benefit of a permit.

Please be advised the interior renovation undertaken without permit is a contravention of the City of Colwood Building Bylaw #977 and therefore the property is in violation.

Please be advised all work on the renovation must cease and appropriate permits are required.

You should also be aware that failure to comply with the provisions of the Building Bylaw could result in the issuance of tickets as provided in the City of Colwood COLWOOD CITY HALL Municipal Ticket Information Bylaw #761. Further, a recommendation to Council may 3300 Wishart Road be made to attach a notice of violation to the title of the property. Colwood, BC V9C 1R1 Your anticipated cooperation in this matter is appreciated. If you have any questions CONTACT regarding this letter please contact the undersigned. Phone: 250.478.5999 Fax: 250.478.7516 [email protected] Sincerely,

8:30 am - 4:30 pm Monday - Friday except stat holidays Ron North, RBO, AScT Building Inspector www.colwood.ca

7.1.2 Page 67 of 102 Colwood Date; Jan 10, 2014

2997 Charlotte Drive

Colwood BC V9B 4L9

Dear Property Owners:

Re: 2997 Charlotte, Work Without Permit

This is further to my letter of Jan 7, 2014. The permit for the fire place insert will be issued and the installation declaration will be acceptable.

However, the violation that exists regarding the secondary suite constructed in the basement still needs to be resolved.

The property remains in contravention of the City of Colwood Building Bylaw 8977 and therefore subject to possible enforcement actions as previously stated and noted again here.

"You should also be aware that failure to comply with the provisions of the Building Bylaw could result in the issuance of tickets as provided in the City of Colwood Municipal Ticket Information Bylaw #761. Further, a recommendation to Council may be made to attach a notice of violation to the title of the property."

Your anticipated cooperation in this matter is appreciated. If you have any questions COLWOOD CITY HALL regarding this letter please contact the undersigned. 3300 Wishart Road Colwood, BC V9C1R1

CONTACT Sincerely, Phone: 250.478.5999 Fax: 250.478.7516 [email protected] Ron North, RBO, AScT Building Inspector

8:30 am -4:30 pm Monday-Friday except stat holidays

www.colwood.ca

7.1.2 Page 68 of 102 Colwoocl File #: 3220-20-CHAR-18971 Date: February 20, 2014

2997 Charlotte Drive Colwood, BC

Dear M:

Re: Work Without Building Permit— 2997 Charlotte Drive

As required under the Community Charter, a hearing will be held before Colwood City Council to grant you, the registered owners of the property, an opportunity to address this matter. This letter will serve as your official notice of your opportunity to be heard at the Council meeting scheduled for Monday, March 10, 2014 at 7:00 p.m. in the Council Chambers at Colwood City Hall, 3300 Wishart Road.

COLWOOD CITY HALL

3300 Wishart Road Yours truly, Colwood, BC V9C 1R1

CONTACT

Phone: 250 478 5999 Pat VanBuskirk, CMC Fax: 250 478 7516 Director of Administration [email protected] & Corporate Officer

8:30 am-4:30 pm

Monday - Friday Enclosure: Report to Council - March 10, 2014 Re: 2997 Charlotte Drive

except stat holidays

Copied to: Ron North, Building Inspector www.colwood.ca

7.1.2 Page 69 of 102 Page 70 of 102 Colwood City of Colwood REPORT

File: 0390-20-AVI-19244 Date: March 3, 2014

To: Regular Meeting of Council Date: March 10, 2014

From: Administrative Assistant IV

RE: 2014 AVICC AGM & Convention

1. SUMMARY

The Association of Vancouver Island and Coastal Communities (AVICC) Annual General Meeting and Convention is scheduled for April 11 - 13, 2014 and is being held in Qualicum Beach/Parksville, British Columbia. The annual general meeting and convention is held in April of each year and provides members with the opportunity to bring forward issues and concerns from their individual communities through resolutions and debate.

2. OVERVIEW The AVICC is the longest established area association under the umbrella of the Union of BC Municipalities (UBCM). The area association was established in 1950, and now has a membership of 51 municipalities and regional districts that stretch from the Central Coast Regional District down to the tip of Vancouver Island, including Powell River and the Sunshine Coast. The Association deals with issues and concerns that affect its members, from large urban areas to small rural communities.

History In the past not all members of Council have attended the AVICC Convention. Attendance has varied over the years due to budget constraints and since 2007 no more than three members of Council have attended each year. Council members that did attend reported back on the highlights of the convention at a Regular Meeting of Council.

3. OPTIONS

Council may: 1. choose to send one or more Council members to the 2014 AVICC AGM and Convention being held in Qualicum Beach/Parksville, or 2. Choose not to send any members of Council to participate in the 2014 AVICC AGM and Convention.

7.1.3 Page 71 of 102 2014 AVICC AGM and Convention Page | 2

4. COMMUNICATIONS

All members of Council were notified about the 2014 AVICC AGM and Convention by email on February 12th, 2014, which included the convention outline.

5. FINANCIAL IMPLICATIONS

The cost of registration and hotel is $575.50 per person. Additional costs for travel and meals is approximately $380.00; however, if Council members choose to carpool the cost would be lower. Registration should be completed by March 21, 2014 in order to take advantage of the early bird discount. Early registration, travel, meals and incidentals for each participant is estimated between $955 and $1,000.

6. RECOMMENDATION

The following recommendation is offered for consideration:

That approval be granted for two members of Council to attend the AVICC AGM & Convention to be held in Qualicum Beach/Parksville, from April 11th through 13th, 2014 at a cost of approximately $2,000 ($1,000 per person), and that the funds be taken from the Council Training - Conferences/Conventions Fees account.

Respectfully submitted,

James Moller, BA Econ, LGA Administrative Assistant IV Chief Administrative Officer

Patricia VanBuskirk, CMC Rebecca Johnson, CPA, CGA, DFN Director of Administration Director of Finance

Attachments: - AVICC - 2014 AGM & Convention - Program Overview Page 2 of 2

7.1.3 Page 72 of 102 2 0 14 AGM & CONVENTION Qualicum Beach & Parksville BC April 11-13. 2014

The Town of Qualicum Beach and the City of Parksville are this years' host communities. 2014 BRIEF PROGRAM OVERVIEW The central Vancouver Island tourism region of Qualicum Beach & Parksville B.C. is Canada's best family friendly beach destination according to Better Homes and Gardens. FRIDAY, APRIL 11, 2014 The Globe & Mail called these Vancouver Island tourism towns "Canada's Riviera". Local 8:30 am Pre-Conference Program islanders often call this charming collection of communities "Oceanside". 2:00 pm Official Opening, Keynote The AGM & Convention will be held at the Qualicum Beach Civic Centre, and the Annual Address, Provincial Banquet will be held at the Parksville Community Centre. Representatives Addresses, AGM & Presentations The preliminary program for the AGM & Convention has been posted to the AVICC 5:30 pm Welcome Reception website, and the online registration system is now open. New this year is the ability to both register and pay online! However, if you are unable to register online, there are downloadable registration forms on the AVICC website, and we accept offline payments S AT U R DAY, APRIL 12, 2014 (by cheque) as well. 7:15 am . Continental Breakfast 8:30 am Elections, UBCM President's Keynote Speaker Address, Resolutions & Presentations Deb Grey Always a straight shooter. Deb Grey's quick wit and Noon Delegates Luncheon sense of humour, (which often got her in trouble 1:30 pm Concurrent Workshop during her youth and on Parliament Hill), now Sessions characterize her style on the platform, alongside her 6:00 pin Reception, Dinner & compassionate nature. Though she had a long career Entertainment in public life, her desire to make a difference for others began much earlier. SUNDAY, APRIL 13, 2014 Hers is a story of day to day life working as a 7:15 am Hot Breakfast Deb Grey, Former Member of pasSionate teacher and advocate for disadvantaged Parliament youth, and as a single foster mother to native 8:30 am Elections, Resolutions & Late children, to becoming a voice to be heard across the Resolutions, Presentations, country. It is also an inspired story of how someone of humble beginnings with genuine Address by the Leader of the ambition and an incredible sense of fun and energy can go on to accomplish great things. Opposition, Closing Session. Installation of New Executive & Grand Prize Award 12 noon Adjournment

Special Plenary Session on BC Ferries

Representatives from the Special Committee on BC Ferries will lead a discussion on the report of the Committee. Many communities in B.C. are facing a reduced ferry schedule on both minor and major routes, along with rate increases, and cuts to senior's fare discounts. We need your input about what you're facing, and what steps you think could be taken to address this issue.

7.1.3 Page 73 of 102 2014 AGM & CONVENTION Qualicum Beach & Parksville BC April 11-13, 2014

Study Tours Friday, April 12, 2013 Cost: $15 each

There are 3 separate tour options to choose from:

Deep Bay Marine Station Tour * Vancouver Island University recently opened the Deep Bay Marine Field Station on the shores of Baynes Sound, Vancouver Island's largest shellfish growing area. It is expected that participants will get a tour of the VIU Marine Field Station. Highlighted will be research activities and the purpose of the Platinuum LEED® Certified facility. This will be followed by a presentation and sit down discussion on the opportunities and challenges that increasing shellfish aquaculture may have for economy, food security and ecology on Vancouver Island. This will include emerging issues relating to climate change, increasing coastal populations, pollution and coastal use conflicts.

North Island Wildlife Recovery Centre Tour

Learn how the NIWRC helps Mid-Island communities to understand their wildlife resources through the rehabilitation of ill, injured and orphaned wildlife, and educational programs for the public, community groups and schools. There will be a brief description of what the Centre does in its rehabilitation efforts, followed by a guided tour of the facility to see first hand the Treatment Centre, Museum of Nature, Learning Centre and the several dozen resident non-releasable animals in their special enclosures. Participants will also get close and personal with one or more of our glove-trained raptors; an owl, bald eagle or falcon.

Milner Gardens Tour

A 45 minute walking tour starts at the Welcome Centre and ends at the Milner House. This easy walk is one quarter mile down the forest trail to the garden.Experience the magic of 28 hectares (70 acres) of unspoiled natural beauty perched on the edge of an oceanside bluff overlooking the Strait of Georgia. Stroll the winding pathways and magical surroundings of an ancient coastal Douglas fir forest. Find peace and tranquility as you meander 4 hectares (10 acres) of woodland gardens lined with rhododendron, cyclamen and trilliums. Enjoy a traditional English tea service while you contemplate the

Delegates must pre-register using the conference registration form. Please wear footwear and clothing appropriate for a light hike, and bring an umbrella and raincoat if the weather is inclement.

7.1.3 Page 74 of 102 CONVENTION PROGRAM

2 0 14 AGM & CONVENTION Quaiicum Beach & Parksville BC April 11-13, 2014

The Program Format RESOLUTIONS Based on a successful tradition, the 2014 program will integrate the regular business of the annual general meeting, debate on resolutions and holding of elections with a UBCM urges members to submit resolutions variety of presentations and workshops on topical issues, addresses by key political first to Area Associations for consideration. speakers and opportunities for networking. Resolutions received prior to the February 24, 2014 deadline will be processed A draft of the detailed program is expected to be available by late-February on the and included in the Annual Report and www.AVICC.ca website. In order to accommodate emergent issues the program does Resolutions book that wil! be mailed to not become final until just prior to the AGM & Convention. members in late-March. See www.AVIGG.ca for more information. v *. The following are brief excerpts of programming expected to be included in the 2014 agenda. Late Resolutions: Resolutions received after the deadline are Climate Change - The Problem and Imperative of Our Times considered "late" but will be accepted by This session examines many aspects of the climate change complex that are important the Executive Coordinator up.until noon, to politicians, municipal staff and the general public. After a brief description of climate Wednesday, April 9, 2014. change history and science, the presentation moves on to look at likely scenarios society faces. The strong possibility that predictions from computer models are too conservative Members are reminded that, to be admitted is examined with particular attention paid to the role of "feedback" mechanisms. for debate, a.late resolution must be deemed Discussion on the problems that climate change presents including: sea level rise, to be of an urgent or emergency nature and acidification of the oceans, shifting habitats and species extinction, increases in extreme should address an issue that: has arisen after weather events, changing climatic patterns, loss of "glacial water", massive global the February 24 deadline date. increase in refugees and shifts in disease vectors. In conclusion there will be discussion of the transformative changes we must accomplish in our communities including: The Resolutions Committee will review all planning for "adaptive measures" and recognizing the URGENT need to massively late resolutions and prepare a reportto the address mitigation. Convention including a recommendation as to whether the resolution meets the criteria Presenter: Vic Derman, Saanich Councillor, CRD Director

Eco-Assets Natures Role as Muncipal Infrastructure This session will look at how the Town of Gibsons has recognized, formally and in practice, that nature, and the ecosystems services that it provides, are a fundamental Reminder and integral part of the Town's infrastructure system, Gibsons is one of the first communities in North America to do so. The Town is blessed with valuable natural Resolutions and Nominations assets such as the Gibsons Aquifer which provides high quality untreated drinking water; Deadline three major creeks that are a major part of the rainwater management system; and a February 24, 2014 foreshore area, still mostly natural that protects the area from sea activity. Other natural assets include forested areas, green space and soil. See www.AVICC.ca for submission requirements and nomination forms. Natural assets are considered cheaper to operate; can last indefinitely, if properly managed; and are carbon neutral, and in some cases can be carbon positive. It is important to differentiate green infrastructure, which is designed and built to mimic nature, such as a rain garden, from a natural asset such as a creek. Gibsons is also creating sub-categories in asset lists and financial statements to include Eco-Assets and implementing a strategy to manage these assets specifically. "Ultimately, the Town's goal is to move from simply maintaining infrastructure to a service delivery model, where those services are delivered by the smallest number, the most natural, most energy energy-efficient, and the most reliable municipal assets, that cost the least to operate over the long term. Presenters: Emanuel Machado (CAO) and Dave Newman (Director of Engineering), Town of Gibsons

7.1.3 Page 75 of 102 2 0 14 AGM & CONVENTION Qualicum Beach & Parksviiie BC April 11-13,2014

Other topics and sessions that are expected be included are: • Collaborating on Community Health • Update on the Gas Operating Agreement Renewal Process • BC Hydro Rates • Private Managed Forest Lands

More in-depth descriptions and speaker biographies will be published on www.AVICC.ca as they become available.

Political Speakers Invitations have been extended to Premier Christy Clark; Mr. Adrian Dix, Leader of the Official Opposition; Community, Sport and Cultural Development Minister Coralee Oakes; and UBCM President, Director Rhona Martin.

Providing delegates with the opportunity to connect with colleagues and develop new relationships are key program objectives. In addition to breakfasts both Saturday and Sunday morning, morning and afternoon refreshment breaks and Saturday's Delegates Lunch, two networking and social highlights of the 2014 AGM & Convention will be the Friday evening Welcome Reception at the Tigh Na Mara Resot and the Saturday evening Annual Banquet at the Parksville Community and Conference Centre.

Welcome Reception The Welcome Reception will be held from 5:30-7:30 pm Friday evening at the Tigh Na Mara Seaside Resort. Set in amongst the trees and beside the sea, delegates will be able to enjoy the charm and beauty of the resort. Come and join us for some delicious appetizers and drinks while connecting with fellow delegates.

Annual Banquet Banquet guests will be treated to a fun and exciting evening with a local band - - Eddie and the Funk! This band is an eclectic group of friends within the local business community that got together soley to have some fun making music. Join us and dance the night away with a little music inspired by Van Morrison, the Stones, Eagles, Robbie Robertson, Bob Dylan, Mamas and the Papas and even some Elvis! For those that prefer not to hit the dance floor, enjoy listening to the awesome harmonies present in the stylings of this unique group.

Mini Marketplace/Tradeshow As in past years, AVICC will host a small tradeshow. Many of our sponsors will be staffing information booths.

•BHHHHHHHSn

7.1.3 Page 76 of 102 ACTIVITIES FOR PARTNERS

2 0 14 AGM & CONVENTION Qualicum Bea> & Parksville BC April 11-13, 2014

Partners and other guests are encouraged to join delegates as Qualicum Beach and Parksville are offering a variety of local activities and events for your enjoyment. We also look forward to your participation in both the Friday evening Welcome Reception and the Saturday evening Annual Banquet and Reception.

Please register partners for the following four activities on the regular Delegate The host community for the 2014 AGM Registration Form. All activities will go ahead rain or shine. Please wear appropriate & Convention is the City of Parksville footwear and clothing for a light hike and bring an umbrella and raincoat. and the Town of Qualicum Beach. Mayor Chris Burger and Council of Milner Gardens Tour Parksville and Mayor Teunis Westbroek Friday, April 11, 2014 9:45 am (approx. 2 hours) and Council from Town of Qualicum Cost: §15 Beach are thanked for their generous A 45 minute walking tour starts at the Welcome Centre and ends at the Milner House. hospitality. This easy walk is one quarter mile down the forest trail to the garden.Experience the magic of 28 hectares (70 acres) of unspoiled natural beauty perched on the edge of The local host community committee an oceanside bluff overlooking the Strait of Georgia. Stroll the winding pathways and has been hard at work planning the magical surroundings of an ancient coastal Douglas fir forest. Find peace and tranquility Convention, and includes the following as you meander 4 hectares (10 acres) of woodland gardens lined with rhododendron, people: cyclamen and trilliums. Enjoy a traditional English tea service while you contemplate the Heather Svensen, Qualicum Beach history of the house where the Queen once stayed. Deputy Corporate Officer; Debbie Comis, Parksville Director North Island Wildlife Recovery Centre of Administrative Services; Friday, April 11, 2014 -1:30 am (approx. 2.5 hours) Debbie Tardiff, Parksville Cost: $15 Communications Officer; Learn how the NIWRC helps Mid-Island communities to understand their wildlife Amanda Weeks, Parksville Deputy resources through the rehabilitation of ill, injured and orphaned wildlife, and educational Corporate Officer; programs for the public, community groups and schools. There will be a brief description Fiona McDonald, Qualicum Beach of what the Centre does in its rehabilitation efforts, followed by a guided tour of the Administrative Assistant; facility to see first hand the Treatment Centre, Museum of Nature, Learning Centre Tanya Hamilton, Qualicum Beach and the several dozen resident non-releasable animals in their special enclosures. Civic Centre Participants will also get close and personal with one or more of our glove-trained All local contributors are thanked for raptors; an owl, bald eagle or falcon. their contribution in making the 2014 AGM & Convention a terrific experience Oceanside Cottage Industry Tour for all. Saturday, April 12, 2014 - 9:45 am (approx. 4 hours) Cost: $10 Spend the day touring some of the best that the Oceanside region has to offer. Explore quirky, artsy and delicious offerings including; Arrowsmith Potters Guild, Coombs Country Market (lunch stop), Little Qualicum Cheeseworks & Moobery Windery at Morningstart Farm.

Qualicum Beach Shop The Village Tour Saturday, April 12, 2014 - 1:30am (approx. 3 hours) Cost: FREE There are lots of reasons to enjoy Qualicum Beach, but not the least of them is that the shopping is fantastic! Just a short walk from conference location the Qualicum Beach Civic Centre, downtown Qualicum Beach encompasses about five blocks and five streets filled with retail and dining. The Village is filled with off-beat boutiques and retailers that provide a mixture of affordable and lavish shopping options for everyone. Further details on this partner-program to follow.

7.1.3 Page 77 of 102 2014 AGM & CONVENTION Qualicum Beach & Parksville BC April 11-13,2014

Accommodations Qualicum Beach and Parksville have a variety of accommodation types available for delegates. For a list, please visit www.avicc.ca.

Conference Venue The regular business sessions of the Convention will be held at the Qualicum Beach Civic Centre at 747 Jones Street, Qualicum Beach, while the Annual Banquet will be hosted by the Parksville Community and Conference Centre at 132 East Jensen Ave, Parksville.

Parking There will be sufficient parking for delegates at both the Qualicum Beach Civic Centre, and the Parksville Community and Conference Centre. Shuttle buses will be available to transport delegates and their guests to and from the Saturday evening reception and Annual Banquet.

How To Register New this year is the ability to register and pay online. For those who are unable to register online, egistration forms are available on the www.AVICC.ca website or by emailing [email protected]. As in the past, there is an early bird and cancellation deadline of Friday, March 21, 2014.

Early Late (By March 21) (After March 22) Delegate Fees §130 §156 Welcome Reception §28 §35 Annual Banquet §45 §54 Welcome Reception for §28 §35 Partners

For More Information The most current information will be posted on the www.AVICC.ca website. Please check back regularly for updates. For specific questions, please contact:

Shelley Webber, AVICC Executive Coordinator Email: [email protected] Telephone: 250-356-5122

7.1.3 Page 78 of 102

Page 79 of 102 of 79 Page 7.1.4

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3.1. Report - Deputy to City Engineering Wishart & Cairndale Project Update 5330-20-WIS-19040

Emmet McCusker, Deputy to the City Engineer gave a brief overview of his report dated February 20, 2014 regarding Wishart and Cairndale Project Update. The Wishart and Cairndale intersection project included the realignment of Cairndale Road to be perpendicular to Wishart, the installation of bike lanes and sidewalks, flashing pedestrian signal and landscaping, rain gardens and trees. After deliberation with the CAO, City Engineer, Acting Manager of Public Works and Parks Foreman, it was agreed by all to have this project built by our City staff as both a training exercise and a motivational exercise. The benefits of this would give our staff a long term accountability for quality control that would be achieved as the same people that build the job would maintain if for years to come, an increased sense of ownership and as we became more adept at building small projects, efficiencies would improve to the point that we could go from Council direction to completed projects in a matter of months.

The budget for this intersection was $97,000 and $107,000 has already been spent on the project and a further $21,000 is required to complete it as originally planned. This could be paid for with $97,000 out of the original budget; $18,000 out of reserves from last year’s training budget (as gas tax cannot be used for training purposes) and $13,000 reassigned from the Kelly\Sooke project in the 203 budget in order to complete this project.

The reasons for over budget of this project was due to the following factors; the Deputy to the Engineer was very new to the position, the Manager of Public Works (who usually facilitates the budget) was on long term disability, not able to use the gas tax funding as a training exercise so $18,000 had to be funded from the 2013 Public Works and Engineering training budget, and hiring temporary flag persons to ensure a high level of safety for young school children going to and from school.

The City has benefitted as our Public Works crew is now able to construct concrete curbs and sidewalks which will enable the City to perform rather than contracting out these types of jobs.

The new sidewalk from the intersection to Acland had originally been budgeted for about $30K; on review this estimate was significantly increased to a more realistic $107K. Staff also suggested that Committee might want to consider completing the sidewalk all the way to the school, at an additional cost of $56K. The additional costs could be taken from the gas tax currently assigned to the Sooke/Kelly improvements.

Committee expressed disappointment that the project had gone over budget, but recognized that value had been gained from the learning experience and that Engineering/Public Works were taken steps to avoid this situation in future. Committee felt that it was important to complete the work that had been started, and that this would still leave available gas tax to do some work at Sooke/Kelly. It was felt that the overage on the intersection should come from regular budgets, not gas tax.

7.2.1 Page 81 of 102 Minutes of Transportation and Public Infrastructure Committee Meeting - Monday, March 03, 2014

MOVED BY: COUNCILLOR GORDIE LOGAN

That it be recommended to Council that:

The 2014 budget be modified to reassign $13,000 in Public Works and Engineering budget to complete the paving and plantings of the main intersection at Wishart and Cairndale with early budget approval which will result in a total spending of $110,000 in Gas Tax on this project over two years (2013 and 2014) plus $18,000 paid out of the training budget reserves.

CARRIED.

Staff were directed to look at taking the $13,000 from projects such that it has very little impact to other priority projects.

MOVED BY: MEMBER GIB SMALL

That it be recommended to Council that:

The 2014 budget be modified to reassign an additional $77,000 in Gas Tax Funding from the Kelly/Sooke project for a total budget of $107,000 for construction of a sidewalk from the existing Wishart\Carindale project to Acland Road with early budget approval.

CARRIED.

OPPOSED: COUNCILLOR GORDIE LOGAN

MOVED BY: MEMBER GIB SMALL

That it be recommended to Council that:

The 2014 budget be modified to reassign an additional $56,000 in Gas Tax Funding from the Kelly/Sooke project for construction of a sidewalk from Acland Road to (but not including) the Wishart Elementary School frontage with early budget approval.

CARRIED.

OPPOSED: COUNCILLOR GORDIE LOGAN

7.2.1 Page 82 of 102 Minutes of Transportation and Public Infrastructure Committee Meeting - Monday, March 03, 2014

MOVED BY: COUNCILLOR GORDIE LOGAN

The Engineering Department, with cooperation from the Finance department, undertakes improvements to estimating and cost tracking in general and particularly with regard to the Public Works Division.

CARRIED.

7.2.1 Page 83 of 102 Minutes of Transportation and Public Infrastructure Committee Meeting - Monday, March 03, 2014

5. ADJOURNMENT

MOVED BY: COUNCILLOR GORDIE LOGAN

That the meeting adjourn at 8:15 pm

CARRIED.

CERTIFIED CORRECT APPROVED AND CONFIRMED

7.2.1 Page 84 of 102 CITY OF COLWOOD draft Colwood BYLAW NO. 1534

A BYLAW TO AUTHORIZE THE FINANCIAL PLAN FOR THE YEARS 2014 TO 2018.

WHEREAS Section 165 of the Community Charter requires a Financial Plan be approved by bylaw;

NOW THEREFORE the Municipal Council of the City of Colwood in open meeting assembled enacts as follows:

1. CITATION

This Bylaw may be cited for all purposes as the "Five Year Financial Plan (2014- 2018) Bylaw No. 1534, 2014 ".

2. FINANCIAL PLAN

Schedule "A" attached hereto and forming part of this Bylaw is hereby adopted as the Five Year Financial Plan for the City of Colwood for 2014 to 2018.

Schedule "B" attached hereto and forming part of this Bylaw is hereby adopted as the Financial Plan Statement for the City of Colwood for 2014 to 2018.

3. TRANSFER of FUNDS

The Council of the City of Colwood may authorize the transfer of funds from one category to another category.

4. SIGNING AUTHORITY

All cheques drawn on the bank must be signed by the designated official of the administration and countersigned by either Mayor or one Councillor.

5. PAYMENT AUTHORIZATION

All payments already made from municipal revenues for the current year are ratified and confirmed.

8.1 Page 85 of 102 "Five Year Financial Plan (2014-2018) Bvlaw No. 1534, 2014" Page 2 of 2

READ A FIRST TIME THIS DAY OF ,2014.

READ A SECOND TIME THIS DAY OF ,2014.

READ A THIRD TIME THIS DAY OF ,2014.

ADOPTED BY THE MUNICIPAL COUNCIL OF THE CITY OF COLWOOD THIS DAY OF 2014.

MAYOR

CORPORATE OFFICER

3900-20-BUD-1878 - 8ylawNo 1534

8.1 Page 86 of 102

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SCHEDULE "B" TO BYLAW 1534

Financial Plan Statement (2014 to 2018)

In accordance with Section 165(3.1) of the Community Charter, the City of Colwood ("City") is required to include in the Five Year Financial Plan, objectives and policies regarding each of the following:

1. The proportion of total revenue that comes from each of the funding sources described in Section 165(7) of the Community Charter; 2. The distribution of property taxes among the property classes; and 3. The use of permissive tax exemptions.

FUNDING SOURCES

Table I shows the proportion of total revenue proposed to be raised from each funding source in 2014. The largest individual source of revenue are Property Taxes & Grants in Lieu of Taxes. The system of property taxation is relatively easy to administer and understand. It provides a stable and consistent source of revenue for many services that are difficult or undesirable to fund on a user-pay basis. These include services such as police protection, fire protection, bylaw enforcement and transportation services. For these reasons, property value taxation will continue to be one of the major sources of municipal revenue.

User fees and charges, and other sources, form the second largest portion of planned revenue. Many municipal services such as water and sewer usage can be measured and charged on a user-pay basis. This basis attempts to fairly apportion the value of a municipal service to those who make use of it. Other services where revenues are correlated to costs include planning, zoning and development and inspection services.

Government transfers and Borrowing form the third largest proportion of planned revenue.

The Phase l-XII special assessments now form the smallest proportion of planned revenue. The special assessments are levied for various Local Area Services based on land assessed values and debt repayment schedules.

Objective

• The City will continue to monitor the costs that the user fees are intended to cover with a view to increasing these fees wherever appropriate.

Policies

• The City will review all user fee levels and charges to ensure they are adequately meeting both the capital and delivery costs of the service; and • User charges based on user pay schemes will be instituted to ensure that appropriate user fees are being collected for sewer usage.

8.1 Page 89 of 102 TABLE I - SOURCES OF REVENUE

%of Dollar Revenue Source Total Value

Property Value Taxes 46.06 11,469,800 Payments in Lieu of Taxes 8.12 2,021,963 Special Assessments-Sewer 2.67 664,802 Government Transfers 7.61 1,894,117 Borrowing 9.98 2,485,000 User fees and charges 12.77 3,180,123 Other Sources 12.80 3,186,633 Total 100.00 24,902,438

DISTRIBUTION OF PROPERTY TAXES AMONG THE PROPERTY CLASSES

Table II provides the distribution of property tax revenue among the property classes. The practice of Council has been to set tax rates in order to maintain tax stability. This is accomplished by Council considering the following:

• Each property classification's total assessed value and the amount of property taxes borne by each class; • The historical proportion of taxes paid by each property classification before consideration of non-market changes in the property class; and • Tax levy on an average home and business.

This practice allows the various taxpayers in the municipality to be confident that, in any given year, their property tax bill will only increase as much as their proportion of the increase in tax revenue required year over year.

Objective

• In the long-term, ensure that business property tax rates are aligned with those of other competitive municipalities in Greater Victoria.

Policies

• Ensure that property tax rates are in line with the larger community goals and policies, such as those specified within the Official Community Plan; • Continue to maintain and encourage economic development initiatives designed to attract more retail and commercial businesses to invest in the community. New investment from these areas will diversify the tax base and help offset the reduction to residential (Class 1) taxation while providing more revenue for the City; and • Align the distribution of tax rates among the property classes with the social and economic goals of the community; particularly to encourage a range of employment opportunities.

8.1 Page 90 of 102 TABLE II - DISTRIBUTION OF PROPERTY TAX REVENUE

%of Dollar Property Class Total Value

Class 1 - Residential 73.98 8,485,420 Class 2 - Utilities 0.53 61,120 Class 5 - Light Industrial 0.80 92,027 Class 6 - Business/Other 24.09 2,763,526 Class 8 - Recreational/Non- Profit 0.58 66,130 Class 9 - Farm 0.01 1,577 Total 100.00 11,469,800

THE USE OF PERMISSIVE TAX EXEMPTIONS

The Annual Municipal Report for 2013 contains a list of permissive exemptions granted for the taxation year and the amount of tax revenue foregone. The list demonstrates the policy of Council that permissive exemptions are granted to not-for-profit institutions that form a valuable part of our community. These include religious institutions and societies.

Objective

• The City will continue to provide permissive tax exemptions to non-profit societies.

Policies

• Permissive tax exemptions will be considered to encourage activities that: (a) are consistent with the quality of life (economic, social, cultural) objectives of the municipality; (b) provide direct access and benefit to the public; and (c) would otherwise be provided by the municipality.

8.1 Page 91 of 102 Page 92 of 102 TO COUNCIL - MARCH 10, 2014 FINAL READING CITY OF COLWOOD 1) Development Agreement (DA) signed  BYLAW. 1522 2) Confirm DA is registered with Land Titles, if yes … 3) Final Reading of Bylaw No. 1522.

A BYLAW TO AMEND BYLAW NO. 151 BEING THE “COLWOOD LAND USE BYLAW, 1989”.

The City of Colwood Council, in open meeting assembled hereby enacts as follows:

1. a) Bylaw No. 151, the “Colwood Land Use Bylaw, 1989” is hereby amended by deleting from the Residential 1 (R1) Zone and the Community Institutional (P2) Zone, and adding to the Medium Density Low Rise Residential (RM6) Zone, the properties described as:

Lot 17, Sections 70 & 71, Esquimalt District, Plan 25158 (2128 Sooke Rd); Lot A, Sections 70 & 71, Esquimalt District, Plan 24409 (2132 Sooke Rd); Lot B, Section 70, Esquimalt District, Plan 24409 (2138 Sooke Rd); and The Southern approximately 30 metres of Glencairn Lane;

as shown outlined by a solid bold line on the Subject Property Map attached to and forming part of this Bylaw as Schedule 1.

b) In subsection 6.6.02, adding the following:

“c) Notwithstanding Section 6.6.02 1) and 2), on lands legally described as as Lot 17, Sections 70 & 71, Esquimalt District, Plan 25158 (2128 Sooke Rd), Lot A, Sections 70 & 71, Esquimalt District, Plan 24409 (2132 Sooke Rd) and Lot B, Section 70, Esquimalt District, Plan 24409 (2138 Sooke Rd), the maximum density shall be one dwelling unit per lot, until such time contributions are provided, prior to issuance of a building permit, to the Community Amenity Reserve Fund of $2,500 per attached housing unit, in excess of three, and to the Attainable Housing Reserve Fund of $2,000 per attached dwelling unit, in excess of three.

c) In subsection 6.6.06, adding the following:

“d) Notwithstanding Section 6.6.06 a) through c), on land legally described as Lot 17, Sections 70 & 71, Esquimalt District, Plan 25158 (2128 Sooke Rd), Lot A, Sections 70 & 71, Esquimalt District, Plan 24409 (2132 Sooke Rd) and Lot B, Section 70, Esquimalt District, Plan 24409 (2138 Sooke Rd), the Building Separation regulations shall not apply, except that the minimum building separation shall not be less than 8.5 metres”

8.2 Page 93 of 102 Colwood Land Use Bylaw No. 1522, Amend No. 134 (2128, 2132 and 2138 Sooke Road) Page 3

d) Deleting subsection 6.6.08, and replacing it with the following:

“6.6.08 Parking

a) The proportion of the lot area that constitutes parking area shall not exceed 30 percent.

b) Notwithstanding Section 2.2.01, on land legally described as Lot 17, Sections 70 & 71, Esquimalt District, Plan 25158 (2128 Sooke Rd), Lot A, Sections 70 & 71, Esquimalt District, Plan 24409 (2132 Sooke Rd) and Lot B, Section 70, Esquimalt District, Plan 24409 (2138 Sooke Rd), the required number of off-street parking spaces shall be 1.5 per attached dwelling unit.”

2. CITATION

This bylaw may be cited as “Colwood Land Use Bylaw No. 151, 1989, Amendment No. 134 (RM6 Zone – 2128, 2132 and 2138 Sooke Road), Bylaw No. 1522, 2013”.

READ A FIRST TIME ON THIS 28TH DAY OF OCTOBER, 2013.

READ A SECOND TIME AS AMENDED THIS 12TH DAY OF NOVEMBER, 2013.

PUBLIC HEARING HELD THIS 2ND DAY OF DECEMBER, 2013.

READ A THIRD TIME ON THIS 2ND DAY OF DECEMBER, 2013.

ADOPTED BY THE MUNICIPAL COUNCIL OF THE CITY OF COLWOOD THIS ____ DAY OF ______, 2014.

MAYOR

CORPORATE OFFICER

3900-20-LAN-16998-Land Use Bylaw No. 1522-Amend. No. 134

8.2 Page 94 of 102 Colwood Land Use Bylaw No. 1522, Amend No. 134 (2128, 2132 and 2138 Sooke Road) Page 3

Schedule 1

Subject Property Map

8.2 Page 95 of 102 Page 96 of 102 „ . , CITY OF COLWOOD TO COUNCIL MARCH 10,2014 Colwood FINAL READING BYLAW NO. 1531

A BYLAW TO AMEND BYLAW NO. 598 BY ENLARGING THE COLWOOD MAIN SEWER LOCAL AREA SERVICE

WHEREAS the City of Colwood has adopted the Colwood Main Sewer Local Area Service Establishment and Loan Authorization Bylaw, 2001, which established the Colwood Main Sewer Local Area Service, and

WHEREAS pursuant to section 218 of the Community Charter, the City may enlarge a local service area if the enlargement is proposed by sufficient petition under section 212 of the Community Charter from the owners of the parcels of land in the area proposed to be added to the local area service, and

WHEREAS pursuant to section 212 of the Community Charter, owners of land have submitted a sufficient and valid petition proposing the enlargement of the local area service of the Colwood Main Sewer Local Area Service to include the area shown on Schedule B of this Bylaw, and

WHEREAS the Council wishes to amend the Colwood Main Sewer Local Area Service Bylaw No. 598, 2001, by enlarging the local service area to include the area shown on Schedule B of this Bylaw,

NOW THEREFORE the Council of the City of Colwood, in open meeting assembled, enacts as follows:

1. That the Colwood Main Sewer Local Area Service Bylaw No. 598, 2001, be amended by replacing the maps attached to that Bylaw as Schedule A, with the maps attached to this Bylaw as Schedule A.

This bylaw may be cited as the "Colwood Main Sewer Local Area Service Bylaw Establishment and Loan Authorization Bylaw No. 598, 2001, Amendment No. 19 (LAS Enlargement - 3130 Wishart Road), Bylaw No. 1531, 2014".

READ A FIRST TIME THIS 24th DAY OF FEBRUARY, 2014.

READ A SECOND TIME THIS 24th DAY OF FEBRUARY, 2014.

READ A THIRD TIME THIS 24th DAY OF FEBRUARY, 2014.

ADOPTED BY THE MUNICIPAL COUNCIL OF THE CITY OF COLWOOD THIS DAY OF , 2014.

Mayor

Corporate Officer

3900-20-SEW-16793

8.3 Page 97 of 102 Bylow No. 1531, Enlorging Colwood Moin— Poge #2

Schedule A The Colwood Main Colwood Sewer Local Area Service Engineering Bylaw No. 598, 2001 AMENDMENT BYLAW 1531 SCALE: NTS Page 1 of 4 DATE: February 4 2014 8.3 Page 98 of 102 Schedule A The Colwood Main Colwood Sewer Local Area Service Engineering Bylaw No. 598, 2001 AMENDMENT BYLAW 1531 SCALE: NTS Page 2 of 4 DATE: February42014 8.3 Page 99 of 102 Bylaw No. 1531. Enlarging Colwood Moin- Page #4

Schedule A The Colwood Main Colwoocl Sewer Local Area Service Engineering Bylaw No. 598, 2001 AMENDMENT BYLAW 1531 SCALE: NTS Page 3 of 4 DATE: February 4 2014 8.3 Page 100 of 102 ow No. 1531, Enlorging Colwood Main- Page #5

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Schedule A The Colwood Main Colwood Sewer Local Area Service Engineering Bylaw No. 598, 2001 AMENDMENT BYLAW 1531 SCALE: NTS Page 4 of 4 February 4 2014 8.3 Page 101 of 102 Bylaw No. 1531, Enlarging Colwood Main - Page

MAP SHOWING ENLARGEMENT AREA

Schedule 'B' Of BylaW 1 531 February 20 2014 to Enlarge the Colwood Main Sewer Local Area Service .—. Colwood Main Sewer LAS Petition Area 3130 Wishart Rd

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