AGENDA Special Open Council Meeting Meeting 3:00 PM - Monday, March 1, 2021 City Hall Council Chambers
Page
1 CALL TO ORDER:
2 NOTICE OF NEW BUSINESS:
2.1 Mayor's List
2.2 Councillors' Additions
2.3 CAO's Additions
3 - 6 2.4 Draft Letter to Premier Horgan - Timeline of Casino Opening
City of Fort St. John - Letter to Premier Horgan- Timeline of Casino Opening
3 ADOPTION OF AGENDA BY CONSENSUS:
4 ADOPTION OF MINUTES:
7 - 18 4.1 February 22, 2021 Regular Council Meeting Minutes 210222 - Regular
5 BUSINESS ARISING OUT OF THE MINUTES:
6 PRESENTATIONS AND DELEGATIONS:
None
7 CORRESPONDENCE:
None
8 REPORTS FROM CAO AND ADMINISTRATION:
Page 1 of 24
19 - 23 8.1 Administration Report No. 0043/21 2021 Local Government By-Election 210301 - AR43 - 2021 Local Government By-Election
9 NEW BUSINESS:
10 RESOLUTION TO MOVE TO CLOSED MEETING:
24 10.1 March 1, 2021 Resolution to Move to a Special Closed Council Meeting
"THAT, Council move to a Special Closed Council Meeting on March 8, 2021 at 1:00 pm in Council Chambers for the purpose of discussing: 1) (k) Negotiations and related discussions respecting the proposed provision of a municipal service that are at their preliminary stages and that, in the view of the council, could reasonably be expected to harm the interests of the municipality if they were held in public." 210301 - Resolution to Move to Closed Special Meeting
11 ADJOURNMENT:
Page 2 of 24 AGENDA ITEM #2.4
February 17, 2021
Via Email
The Honourable John Horgan Premier of British Columbia [email protected]
RE: Timeline of Casino Openings – 2nd Mayors letter
Dear Premier Horgan:
We are nearing the one-year mark of the mandated closure of casinos in our province due to the COVID-19 pandemic, which took effect on March 16th, 2020.
In Fort St John alone, 125 people have been unemployed. The closures have had a lasting impact on workers and their families in all of our communities, with no indication of when they may be able to return to work.
While this carries on, we have residents who have now gone online and most likely online overseas for this activity. What does that do in our community? • There is no income for the impacted families • Gaming revenue to support healthy activity in the community has diminished significantly • UNLIKE our in-person Casino, there is no support available to those with gambling addiction
There is no request for any special treatment; we wish to reiterate what we said in our previous letter, we understand that safety is the number one priority. The casino has gone above and beyond other enterprises to ensure this. I would be happy to take you on a virtual tour.
Workers and their families deserve to know what the Province is doing to get them back to work as quickly and safely as possible.
Sincerely,
Lori Ackerman, Mayor
Draft Letter to Premier Horgan - Timeline of Casino Opening Page 3 of 24 AGENDA ITEM #2.4
With copy to:
The Honourable Selina Robinson Minister of Finance [email protected]
The Honourable Josie Osborne Minister of Municipal Affairs [email protected]
The Honourable David Eby Attorney General [email protected]
The Honourable Murray Rankin Minister of Indigenous Relations and Reconciliation [email protected]
The Honourable Harry Bains Minister of Labour [email protected]
The Honourable Ravi Kahlon Minister of Jobs, Economic Recovery and Innovation [email protected]
Todd Stone MLA, Kamloops-South Thompson [email protected]
Peter Milobar MLA, Kamloops-North Thompson [email protected]
Draft Letter to Premier Horgan - Timeline of Casino Opening Page 4 of 24 AGENDA ITEM #2.4
Renee Merrifield MLA, Kelowna-Mission [email protected]
Lorne Doerkson MLA, Cariboo-Chilcotin [email protected]
Andrew Mercier MLA, Langley [email protected]
Bob D’Eith MLA, Maple Ridge-Mission [email protected]
Pam Alexis MLA, Abbotsford-Mission [email protected]
Anne Kang MLA, Burnaby-Deer Lake [email protected]
Raj Chouhan MLA, Burnaby-Edmonds [email protected]
Janet Routledge MLA, Burnaby North [email protected]
Michele Babchuck MLA, North Island [email protected]
Sonia Furstenau MLA, Cowichan Valley [email protected]
Jennifer Whiteside MLA, New Westminster [email protected]
Draft Letter to Premier Horgan - Timeline of Casino Opening Page 5 of 24 AGENDA ITEM #2.4
Tom Shypitka MLA, Kootenay East [email protected]
Ellis Ross MLA, Skeena [email protected]
Dan Davies MLA, Peace River North [email protected]
Draft Letter to Premier Horgan - Timeline of Casino Opening Page 6 of 24 AGENDA ITEM #4.1
MINUTES REGULAR COUNCIL FEBRUARY 22, 2021 3:00 PM CITY HALL COUNCIL CHAMBERS
Mayor Lori Ackerman Councillor Trevor Bolin Councillor Lilia Hansen PRESENT: Councillor Gord Klassen Councillor Byron Stewart Councillor Tony Zabinsky
Milo MacDonald, Chief Administrative Officer Victor Shopland, Deputy Chief Administrative Officer David Joy, Chief Financial Officer Darrell Blades, Director of Public Safety/Fire Chief Shirley Collington, Director of Finance Clayton Kittlitz, Director of Planning and Engineering ALSO Renee Jamurat, Planning Manager PRESENT: Jennifer Decker, Manager of Economic Development Charlene Jackson, Planning Technologist Kylah Bryde, Parks Manager Vanessa Cumming, Recreation Manager Ryan Harvey, Communications Coordinator Bonnie McCue, Deputy City Clerk Christina Brace, Administrative Assistant II (recording secretary)
1. Call to Order: The meeting was called to order at 3:00 pm.
2. Notice of New Business: Mayor Ackerman added the following topics: • Request for Council to revisit the timeline for re-opening and advocate on behalf of the local casino. • Letter from BC Grain Producers Association requesting assistance with water costs charged to rural agricultural users. It was noted that a letter from North Pine Farmers Institute regarding the same topic is included on the agenda as correspondence.
3. Adoption of Agenda by Consensus: The February 22, 2021 Regular Council meeting agenda was adopted as amended by consensus.
February 22, 2021 Regular Council Meeting Minutes Page 7 of 24 AGENDA ITEM #4.1
City of Fort St John Regular Council February 22, 2021 Page 2
4. Recommendations from February 22, 2021 Committee of the Whole Meeting None
5. Adoption of Minutes: February 8, 2021 Regular Council Meeting Minutes
RESOLUTION NO. 70/21 MOVED/SECONDED
“THAT, the minutes of the February 8, 2021 Regular Council Meeting be adopted as presented.”
CARRIED
6. Business Arising Out of the Minutes: Administration Report No. 0029/21 2021 NCLGA Proposed Resolutions
Mayor Ackerman shared that she sent the NCLGA proposed resolutions to regional colleagues. A suggestion was made to remove the word local from the last paragraph of the RCMP Cost for Municipalities resolution.
Councillor Klassen asked if taking out the word ‘local’ was going to broaden the topic so much that the specific intent will be lost.
Mayor Ackerman noted that municipalities have seen increased levels of cost for RCMP services whereas the Province has not seen the same level of increased cost. The intention of the proposed amendment is to distribute RCMP costs equitably across local and higher levels of government.
The CAO expressed support for the proposed amendment to address the issue of inequitable distribution.
RESOLUTION NO. 71/21 MOVED/SECONDED
"THAT, the last paragraph of Resolution No. 67/21 regarding RCMP Costs for Municipalities be amended as follows:
THEREFORE BE IT RESOLVED, that the NCLGA and UBCM be requested to lobby the Provincial Government to implement a police funding formula that fairly and equitably distributes RCMP expenses to all governments throughout the Province.”
CARRIED OPPOSED Councillor Klassen
February 22, 2021 Regular Council Meeting Minutes Page 8 of 24 AGENDA ITEM #4.1
City of Fort St John Regular Council February 22, 2021 Page 3
7. Presentations and Delegations: High on Ice Winter Festival - 2021 Mayor's Carving Challenge Winner Presentation Recreation Staff
Frozen John and Olaf arrived at the meeting.
The Recreation Manager thanked everyone for participating in the 2021 Mayor’s Carving Challenge. The recreation department received hundreds of votes on the challenge. The Recreation Manager, Frozen John and Olaf announced Councillor Klassen as the winner of the 2021 Mayor’s Carving Challenge and presented him with an award.
Council commended Councillor Klassen on the achievement and thanked recreation staff for the opportunity to participate in the High on Ice Festival.
The Recreation Manager, Frozen John and Olaf left the meeting.
8. Development Variance Permits / Temporary Use Permits Administration Reports: Administration Report No. 0015/21 ABC Medical Clinic Development Variance Permit Application - 9842 - 101 Avenue
The applicant was not present to make comment on the application.
RESOLUTION NO. 72/21 MOVED/SECONDED
"THAT, the applicant be invited to address Council regarding the Development Variance Permit application for 9842 101 Avenue at this time."
CARRIED
A letter of comment from Grant and Lucy Timmins was attached to the agenda and reviewed by Council.
Councillor Hansen asked if a compromise of the applicant donating or planting a tree in a park area would be possible as they are unable to adhere to the landscaping requirement at their location. Mayor Ackerman clarified that the bylaw outlines the landscaping requirement.
The Director of Planning and Engineering stated that he does not think the bylaw provides direction to put landscaping somewhere else. There would have to be changes to provisions in the bylaw to state they can contribute cash in lieu or something similar for a change to take place.
The Director of Planning and Engineering noted that his department is working on housekeeping changes to the Zoning Bylaw to present to Council in March, with more substantial changes to the bylaw anticipated in fall of next year.
February 22, 2021 Regular Council Meeting Minutes Page 9 of 24 AGENDA ITEM #4.1
City of Fort St John Regular Council February 22, 2021 Page 4
8. Development Variance Permits / Temporary Use Permits Administration Reports: Administration Report No. 0015/21 (continued) ABC Medical Clinic Development Variance Permit Application - 9842 - 101 Avenue
RESOLUTION NO. 73/21 MOVED/SECONDED
“THAT, Council having considered comments received from the public authorize the issuance of Development Variance Permit No. DVP2020-005 to vary the following Zoning Bylaw provisions on the subject property: • 4.12.7 - RM, R-3, C, CD, M, U and INS uses must be buffered from the public realm by placing, on private property adjacent to the property line, one tree every 10 m. • 5.5.3 - Uses in the C-2 zone are exempt from providing off street parking except for assembly halls, health services facilities, hotels and motels, multiple dwelling housing, offices and places of worship. • 5.8.5 - The number of off-street parking spaces for motor vehicles required for any use is calculated according to Table 4, in which Column 1 lists the types of uses and Column 2 indicates the number of required off-street parking spaces that are to be provided for each use listed in Column 1. o Column 1 - Health Services Facility / Column 2 - 1 per 30m2 of Gross Floor Area."
CARRIED
The Planning Technologist left the meeting.
9. Public and Statutory Hearings and Public Meetings: None
10. Correspondence: North Pine Farmers Institute Water Prices for Farm Status
Councillor Bolin stated that the Rose Prairie Water Fill Station is delayed, but will be opening soon. He questioned why the North Pine Farmers Institute is looking to buy water in town when the Rose Prairie Water Fill Station is closer to rural residents.
Mayor Ackerman asked if residential water is charged at the residential rate. The Deputy CAO responded that if it was for domestic water only it would be charged the domestic rate, but to be charged the residential rate, the water must be hauled in a container labelled for drinking water only. The designation for drinking water needs to be approved by Northern Health, otherwise the industrial rate is charged.
Councillor Bolin asked what the rate charged at the Rose Prairie station will be, he suggested that it may be less than the City’s rate. Councillor Zabinsky responded that the rate is not yet confirmed.
February 22, 2021 Regular Council Meeting Minutes Page 10 of 24 AGENDA ITEM #4.1
City of Fort St John Regular Council February 22, 2021 Page 5
10. Correspondence: North Pine Farmers Institute (continued) Water Prices for Farm Status
Councillor Hansen noted that her interpretation of the letter is that they are looking for a way to be more sustainable for local agriculture. Mayor Ackerman advised that she responded to the letter to confirm that the letter is regarding potable water. The City works with neighbouring jurisdictions to get water services up and running, Mayor Ackerman suggested that she can speak to the representative of Electoral Area B to find out what their regions are doing.
It was confirmed that the water is for domestic use.
RESOLUTION NO. 74/21 MOVED/SECONDED
“THAT, Council directs the Mayor to speak to the Electoral Area B director regarding the correspondence from North Pine Institute regarding the price of water, AND THAT, the Mayor bring back the information to Council, AND FURTHER THAT, the Chief Administrative Officer discuss this topic with the PRRD’s Chief Administrative Officer.
CARRIED
BC Grain Producers Association Water Prices for Farm Status
Mayor Ackerman advised that she raised this letter as an item of New Business, and that the letter received addresses the same topic as the correspondence from the North Pine Farmers Institute.
Mayor Ackerman will forward the letter from the BC Grain Producers to the Deputy City Clerk.
11. Council Information Package Adoption: Administration Report No. 0039/21 February 22, 2021 Council Information Package
RESOLUTION NO. 75/21 MOVED/SECONDED
"THAT, the Council Information Package for February 22, 2021 be received for information."
CARRIED
# 6 Christy Clark – CN Community Board Letter
Councillor Klassen asked if this information has been forwarded to local groups to take advantage of the application. Mayor Ackerman replied that the City can forward the link to non-profits.
February 22, 2021 Regular Council Meeting Minutes Page 11 of 24 AGENDA ITEM #4.1
City of Fort St John Regular Council February 22, 2021 Page 6
11. Council Information Package Adoption: Administration Report No. 0039/21 (continued) February 22, 2021 Council Information Package
#7 and #13 Village of McBride - NAV Canada Aeronautical Study
Councillor Klassen noted that these items are duplicated in the Council Information Package. He noted that he appreciates the support from the Village of McBride.
#18 Ruth Ann Darnall – Letter to City Council - Library Funding
Councillor Klassen clarified that the City has increased support to the library and would like to make sure that the public knows that Council has done a lot to help the library.
Mayor Ackerman stated that this letter was sent via email and was copied to Matt Prepost of the Alaska Highway News. Matt responded to Ms. Darnell indicating that the City had increased the library funding. He encouraged her to speak to her rural representatives as she lives in a rural area but owns property in the City.
Councillor Zabinsky stated that many people believe the public library is a City library but it is a non-profit association. Mayor Ackerman noted that there is public confusion about who is responsible for the library, informing and educating the public is important and the library should pursue a campaign to educate the public that the library is an association and a stand-alone enterprise.
Councillor Klassen agreed that it would be good for the library association to self promote and state who they are as people assume the City takes care of the library and they might receive more support from public if they knew that it was not a City facility.
Councillor Zabinsky agreed that the they need to promote themselves as the public doesn’t understand that it is an association. He stated that Council could ask them to come do a presentation.
The Chief Administrative Officer shared that he has an upcoming meeting with the library director to find some solutions for funding. He offered to discuss the topic of public education at the meeting.
Councillor Stewart noted that #19 in the Council Information Package is the annual report for the library. He noted that the information is available and should be shared with the community.
RESOLUTION NO. 76/21 MOVED/SECONDED
“THAT, Council direct the CAO to raise the topic of the Library undertaking a communications campaign to spread public awareness that the library is an association library, not a municipal library.”
CARRIED
February 22, 2021 Regular Council Meeting Minutes Page 12 of 24 AGENDA ITEM #4.1
City of Fort St John Regular Council February 22, 2021 Page 7
11. Council Information Package Adoption: Administration Report No. 0039/21 (continued) February 22, 2021 Council Information Package
#11 PRRD - Solid Waste Management Plan Survey
Councillor Zabinsky stated that this plan is moving forward and encouraged citizens to take the survey.
12. Reports by Mayor & Council on Meetings and Liaison Responsibilities: Mayor Ackerman
• Had a meeting with executive staff from the BCOGC. • Phone call with a potential candidate for the Council By-Election. • Along with the CAO, met with the Firefighters Charity Society regarding the Community Foundation and how they could be involved. • Meeting with Surepoint Group regarding funding with the Salvation Army for food pickup from Site C. • Attended a Coalition meeting. • Had a conversation with government services about increasing services in our community. • Conversations around LRMP terms of reference and submission of comments. • Attended a PRRD board meeting. • Attended a panel for the Community Economic Development Program with Simon Fraser University. • Northern Health stakeholder meeting. • NCLGA meeting regarding NAV Canada decisions. • Made ice blocks and built a wall for the High on Ice Winter Festival. • Attended the Rotary Club Raise-a-Glass fundraiser. Thanked the Rotary Club for work that they do. • Participated in a call with Louisiana Pacific before they announced the reopening of operations in Fort St. John. • Had a meeting with investors for the community. • Met with some upstream and midstream operation companies. • Attended a Special Board meeting for the PRRD budget. • Attended the grand opening for Visa Rental. • Attended the Annual Performance Planning meeting for the RCMP. • Had a virtual meeting regarding the UNBC and five other universities participating in the entrepreneurial local government reform with the Chief Administrative Officer and the Manager of Economic Development. • Northern Health COVID and Opioid Response. • Peace Williston Advisory Committee. • Was interviewed on CBC Radio Vancouver with Mayor Kennedy discussing the opioid crisis. • Spoke with Minister Osbourne and Minister Malcomson regarding mental health and addictions and what is and is not working in the community.
Councillor Stewart
• Thanked staff for a successful High on Ice festival. The community greatly enjoyed the festival. He commended staff for adapting to the challenges.
February 22, 2021 Regular Council Meeting Minutes Page 13 of 24 AGENDA ITEM #4.1
City of Fort St John Regular Council February 22, 2021 Page 8
12. Reports by Mayor & Council on Meetings and Liaison Responsibilities: Councillor Stewart (continued)
• Congratulated Councillor Klassen for winning the Mayor’s Carving Challenge. • Has been talking to people about the upcoming By-Election. It is good to see that there is interest in jumping on board with City Council.
Councillor Hansen
• Participated in a call with the BC Liberal Caucus to discuss housing and transportation concerns for a growing population. • Attended the City’s High on Ice Winter Festival. Enjoyed driving through Centennial Park and looking at the sculptures created out of ice. Commended organizers and staff. • Participated in two half day learning sessions regarding communications skills and grants and loans for businesses. • Attended the RCMP Annual Performance Planning meeting. • Will attend a North Peace Senior Housing Board meeting following today’s Council meetings. • Provided an update that the new Library Director, Matthew Rankin, began job shadowing in his new role this past week. The Library is continuing to face fundraising challenges due to COVID and increasing operating expenses. The library rents space at the NPCC but the money is not paid to the City. • Encouraged non-profit groups to submit applications for the BC Hydro Go Fund grant program. • Advised that the Minister for Seniors, Deb Schulte, will be hosting a clinic in conjunction with Canada Revenue Agency to inform seniors in matters related to taxes and other CRA related issues on February 24 and 26. • 12 change makers were honored in the 2021 BC Clean Tech Award. Stoddard Creek Water Services was the big winner in the Community Impact Awards category.
Councillor Zabinsky
• Attended meetings with Councillor Stewart for the Community Awards. • Advised that the Freedom of the City presentation is coming soon. • Attended PRRD board meeting. • The High on Ice Festival was fantastic and was well received. • Congratulated Councillor Klassen for winning Mayor’s Carving Challenge. • Attended budget meeting for PRRD. • Attended the 2021/22 RCMP Performance Planning with Inspector Hanson. Councillor Bolin
• Commended Council for participating in the High on Ice Carving Challenge. Noted that many community members mentioned that this year was their first time attending the festival due to the addition of the drive through.
February 22, 2021 Regular Council Meeting Minutes Page 14 of 24 AGENDA ITEM #4.1
City of Fort St John Regular Council February 22, 2021 Page 9
12. Reports by Mayor & Council on Meetings and Liaison Responsibilities: Councillor Klassen
• Participated in the Mayor’s Carving Challenge and had a lot of fun working on the ice carving. • Commended staff on how well organised the High on Ice festival was. Some of the contests and events planned due to the restriction were great and it would be amazing to continue some of the new events in coming years. • Attended FCM BC Caucus meeting. • Attended UBCM meetings and Resolutions Committee meeting. Due to the virtual nature of AGM, was not able to discuss and vote on as many resolutions as they would have liked. • Attended Community Safety Committee meeting. • Commented on the Move Up Here campaign and wondered if having community ambassadors to help show people around would be beneficial. Larry Evans used to do City tours and people have commented on the value of having a tour.
13. Reports from CAO and Administration: Administration Report No. 0024/21 Black Knot Information
Councillor Klassen questioned if the grant amount of $4900 would be used for residents and businesses or if the money would be used in the City’s program.
The Parks Manager replied that the $4900 is for residents to apply for the program. The City has been working on the trees in the parks but this project is for the boulevards and private residences.
Councillor Klassen asked if the City if additional funding will be available. The Parks Manager advised that there is additional funding in the operating budget for black knot removal.
The Grounds Manager advised that the public information campaign begins on February 23rd.
Councillor Klassen questioned if people can nominate trees for removal when they see black knot. The Parks Manager confirmed that trees can be nominated and advised that staff will be distributing door hangers to residents with information about black knot. The trees will be assessed and advise if the trees need to be pruned or removed and whether it could be done by City staff or a contractor. City staff will then set up an appointment for the work to be done. Trees in City parks were treated in the fall of 2020. 752 cherry trees were identified in the urban tree strategy and there are 451 trees to tackle this spring before flush. 60% of Fort St. John cherry trees are infected.
RESOLUTION NO. 77/21 MOVED/SECONDED
"THAT, Council receive Administration Report No. 0024/21 - Black Knot Information, for information."
CARRIED
February 22, 2021 Regular Council Meeting Minutes Page 15 of 24 AGENDA ITEM #4.1
City of Fort St John Regular Council February 22, 2021 Page 10
13. Reports from CAO and Administration: Administration Report No. 0038/21 Tender Award - Bulk Fuel Products Tender 2021-2023
RESOLUTION NO. 78/21 MOVED/SECONDED
"THAT, Council award the tender for Bulk Fuel Tender 2021-2023 to the low bidder, Fort St John Co-operative Association of Fort St John BC, for the unit rates in their February 5, 2021 tender submission, totaling $376,574.30."
CARRIED
14. Works in Progress: February 22, 2020 Works in Progress Report
The February 22, 2021 Works in Progress Report was received for information.
15. Bylaws: Administration Report No. 0034/21 Five Year Financial Plan Bylaw No. 2542, 2021
RESOLUTION NO. 79/21 MOVED/SECONDED
"THAT, Five Year Financial Plan Bylaw No. 2542, 2021 be introduced and read for the first three times by title only."
CARRIED
91 Avenue Between 107 and 109 Streets Local Area Service Project No. 1 and Loan Authorization Bylaw No. 2520, 2020
RESOLUTION NO. 80/21 MOVED/SECONDED
“THAT, 91 Avenue Between 107 and 109 Streets Local Area Service Project No. 1 and Loan Authorization Bylaw No. 2520, 2020 be adopted by title only.”
CARRIED
104 Street Between 95 and 97 Avenues Local Area Service Project No. 2 Loan Authorization Bylaw No. 2521, 2020
RESOLUTION NO. 81/21 MOVED/SECONDED
“THAT, 104 Street Between 95 and 97 Avenues Local Area Service Project No. 2 Loan Authorization Bylaw No. 2521, 2020 be adopted by title only.”
CARRIED
February 22, 2021 Regular Council Meeting Minutes Page 16 of 24 AGENDA ITEM #4.1
City of Fort St John Regular Council February 22, 2021 Page 11
16. New Business: Letter to the Premier regarding Casino Re-Opening Mayor Ackerman
Mayor Ackerman shared that the City has previously sent a letter to the Premier supporting the safe re-opening of the casino.
Mayor Ackerman advised that she has received a recent request from staff of the Fort St. John Casino requesting that an updated letter of support from Council be sent to Premier Horgan. The intent is that the letter addresses local impacts of the casino closure.
Mayor Ackerman will draft the letter and distribute to Council through a Council Survey Poll.
Council Calendar
The Council Calendar was received for information.
17. Notice of Motion: None 18. Questions from the Media: None 19. Closed Meeting: Closed Items Released to the Public None
February 22, 2021 Resolution to Move to Closed Council Meeting
RESOLUTION NO. 82/21 MOVED/SECONDED
“THAT, Council move to a Closed meeting for the purpose of discussing: 1) (e) The acquisition, disposition or expropriation of land or improvements, if the council considers that disclosure could reasonably be expected to harm the interests of the municipality.”
CARRIED
20. Adjournment: The meeting was adjourned at 4:03 pm
February 22, 2021 Regular Council Meeting Minutes Page 17 of 24 AGENDA ITEM #4.1
City of Fort St John Regular Council February 22, 2021 Page 12
Confirmed by Council this 1st day of March, 2021
CERTIFIED CORRECT IN ACCORDANCE WITH SECTION 124 OF THE COMMUNITY CHARTER
Lori Ackerman, Mayor
Janet Prestley, Director of Legislative and Administrative Services
February 22, 2021 Regular Council Meeting Minutes Page 18 of 24 AGENDA ITEM #8.1
REQUEST FOR DECISION
File # 4200-20 Report To: Mayor and Council From: Director of Legislative and Administrative Services Presenter: Janet Prestley Subject: Administration Report No. 0043/21 2021 Local Government By-Election Meeting: Special Open Council Meeting Meeting Date: 01 Mar 2021
RECOMMENDATION:
“THAT, a Local Government By-Election be held on May 15, 2021 to fill Councillor Grimsrud's position, THAT, Janet Prestley, Director of Legislative and Administrative Services, be appointed as the Chief Election Officer and Bonnie McCue, Deputy City Clerk, be appointed as the Deputy Chief Election Officer for the By-Election, THAT, the Chief Election Officer be authorized to appoint additional Election Officials as required, AND FURTHER THAT, the 2021 Local Government By-Election rates be as follows:
$1,700.00 - Chief Election Officer $1,200.00 - Deputy Chief Election Officer $335.00 - Mobile Poll and Presiding Election Officers $20.00 per hour – Poll Clerks." CAO'S COMMENTS:
With this report the process by which the 2021 by-election will take place is clearly set out including key dates, venue and details required for implementation.
ALTERNATIVE RECOMMENDATION: “THAT, a Local Government By-Election be held on May 15, 2021 to fill Councillor Grimsrud's position, THAT, ** insert name ** be appointed as the Chief Election Officer and ** insert name ** be
Administration Report No. 0043/21 2021 Local Government By-Election Page 19 of 24 AGENDA ITEM #8.1
appointed as the Deputy Chief Election Officer for the By-Election, THAT, the Chief Election Officer be authorized to appoint additional Election Officials as required, AND FURTHER THAT, the 2018 local government election rates be as follows:
$1,700.00 - Chief Election Officer $1,200.00 - Deputy Chief Election Officer $335.00 - Mobile Poll and Presiding Election Officers $20.00 per hour – Poll Clerks."
KEY ISSUES(S)/ CONCEPTS DEFINED: To: confirm the date for the by-election, appoint the Chief Election Officer and Deputy Chief Election Officer in accordance with the Local Government Act, and establish wages for election officials.
RELEVANT POLICY: The Local Government Act requires vacant Council positions to be filled in years in which there is not a general local government election scheduled.
IMPLICATIONS OF RECOMMENDATION
COMPLIANCE WITH STRATEGIC GOALS: Goal No. 3 - Build and manage public assets and human resources that support the current and future needs of the community.
COMPLIANCE WITH STRATEGIC PRIORITIES: Council creates the vision, policies and direction that will transform your City now and into the future. Janet Prestley
GENERAL: The first step for the 2021 by-election process is to confirm the date of the by-election, appoint a Chief Election Officer, Deputy Chief Election Officer and establish rates of pay for election officials.
ORGANIZATIONAL: Key dates for the 2021 local government by-election:
Administration Report No. 0043/21 2021 Local Government By-Election Page 20 of 24 AGENDA ITEM #8.1
October 8, 2020 - Last possible date to meet the 6 month BC residency requirement for candidates seeking nomination (unless nomination period is extended) October 11, 2020 - last day to meet the 6 month BC residency requirement for candidates submitting nomination documents if the nomination is extended to April 12 November 14, 2020 - Last possible date to meet 6 month BC residency requirement for registering on general voting day March 2, 2021 - first day for giving notice of nomination period March 30, 2021 - nomination period begins at 9:00 a.m. April 9, 2021 - nomination period ends at 4:00 p.m. April 13, 2021 - 4:00 p.m. deadline for challenge of nominations April 14, 2021 - last possible date to meet 30 day jurisdiction residency/property ownership requirement for registering on general voting day April 16, 2021 - last possible day to for candidates to withdraw – 4:00 p.m. May 5, 2021 - required advance voting opportunity (according to legislation) May 12, 2021 - advance voting opportunity (according to bylaw) May 13, 2021 - special voting opportunity (seniors' facilities) - tentative - will depend on COVID-19 restrictions. (Decision will be made by April 7, 2021.) May 15 - general voting day
The local government by-election is tentatively scheduled to take place at the Pomeroy Sports Centre.
Due to the current COVID-19 circumstances, a comprehensive safety plan was required for the venue. This document was submitted to the Local Public Health Official who approved this document. It is anticipated that this document will undergo revisions as regulations change.
Staff have been working with the Ministry of Municipal Affairs regarding the additional challenges posed by calling a by-election during a pandemic. A formal request will be made to the Ministry of Municipal Affairs to obtain a Ministerial Order to vary some of the election requirements such as: allowing all electors the ability to utilize mail ballot voting rather than coming to a polling station, allowing all electors to provide oral declaration for voting (with election officials filling out the poll book), permitting the Chief Election Officer at their sole discretion to determine whether or not special voting opportunities will be held.
Administration Report No. 0043/21 2021 Local Government By-Election Page 21 of 24 AGENDA ITEM #8.1
Once the Ministerial Order is received, it will be presented to Council for their consideration.
FINANCIAL: This expense was not included in the 2021 operating budget although an election reserve account was established years ago to offset expenses posed by a by-election.
FOLLOW UP ACTION: Once the designations are made, advertising can commence for the election.
COMMUNITY CONSULTATION: N/A
COMMUNICATION: There is mandatory advertising that is required as part of the election.
The Communications Coordinator will be assisting in additional by-election advertising to provide enhanced awareness of this voting opportunity to the electors.
DEPARTMENTS CONSULTED ON THIS REPORT: Community Services
Attachments: January 13, 2021 - Councillor Grimsrud's resignation letter
RESPECTFULLY SUBMITTED: Janet Prestley, Director of Legislative and Administrative Services 23 Feb 2021
Administration Report No. 0043/21 2021 Local Government By-Election Page 22 of 24 AGENDA ITEM #8.1
City of Fort St. John /^ 10631 100 Street | Fort St. John, BC | VU 3Z5 FORT ST JOHN 2507878150 City Hall 2507878181 Facsimile The Energetic City
Attention: Corporate Officer Janet Prestley Director of Legislative and Administrative Services City of Fort St John
Dear Janet, Council, and residents,
Please accept this letter as my formal resignation from City Council effective January 14, 2021.
Thank you for placing your confidence in me over the last 2 years, as I now trust the residents of Fort St John to elect my replacement.
It has been an incredible experience, and I look forward to contributing to our community in other ways.
Warm regards,
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Councillor Becky Grimsrud
www.fortstjohn.ca
Administration Report No. 0043/21 2021 Local Government By-Election Page 23 of 24 AGENDA ITEM #10.1
COMMUNITY CHARTER PART 4: DIVISION 3 – OPEN MEETINGS
Section 90 – Meetings that may or must be closed to the public
1) A part of a council meeting may be closed to the public if the subject matter being considered relates to or is one or more of the following:
(k) Negotiations and related discussions respecting the proposed provision of a municipal service that are at their preliminary stages and that, in the view of the council, could reasonably be expected to harm the interests of the municipality if they were held in public;
March 1, 2021 Resolution to Move to a Special Closed Council Meeting "TH... Page 24 of 24