*Live Streaming/Telecast: Please note that Standing Committees, Council Meetings, and Public Hearings held in the Council Chamber are being recorded and broadcasted as well included on the City’s website at: www.whiterockcity.ca

Corporate Administration Office (604) 541-2212 E-mail [email protected]

THE CORPORATION OF THE CITY OF WHITE ROCK 15322 BUENA VISTA AVENUE, WHITE ROCK, B.C. V4B 1Y6

June 7, 2018

A INTERGOVERNMENTAL AND FIRST NATION AFFAIRS COMMITTEE MEETING will be held in the CITY HALL COUNCIL CHAMBERS located at 15322 Buena Vista Avenue, White Rock, BC, on MONDAY, JUNE 11, 2018 to begin at 4:00 p.m. for the transaction of business as listed below.

T. Arthur Director of Corporate Administration

A G E N D A

Mayor Baldwin, Chairperson

1. CALL MEETING TO ORDER

2. ADOPTION OF AGENDA

RECOMMENDATION THAT the Intergovernmental and First Nation Affairs Committee (Committee) adopt the agenda for the June 11, 2018 meeting as circulated.

Note: As this is the first meeting for this committee the recommended Terms of Reference have been attached for reference purposes Page 4

3. UNION OF (UBCM) CONSIDERATIONS Discussion regarding potential meetings that may be scheduled with various Ministries during UBCM Convention:

 Protocol/Relationship with First Nation  Infrastructure Funding

4. SYNOPSIS OF EVENTS AND CORRESPONDENCE WITH (MARCH 2016) Page 6 Memorandum dated June 11, 2018 from the Director of Corporate Administration that outlines events and correspondence between the City of White Rock and Semiahmoo First Nation.

INTERGOVERNMENTAL AND FIRST NATION AFFAIRS PAGE 1 Intergovernmental and First Nation Affairs Committee Agenda – June 11, 2018 Page No. 2

5. FIRST NATION AFFAIRS: CITY OF WHITE ROCK Page 11 Memorandum dated June 11, 2018 from the Manager of Communications and Government Relations in regard to First Nation Affairs - City of White Rock.

6. EVENT CLASSIFICATION AND PROTOCOLS Page 17 Corporate report dated June 11, 2018 from the Director of Recreation and Culture titled “City Event Classification and Protocols”.

RECOMMENDATION #1 THAT the Intergovernmental and First Nation Affairs Committee receive for information the corporate report dated June 11, 2018 from the Director of Recreation and Culture titled “City Event Classification and Protocols”.

Note: Information in regard to this matter was received by the City’s Governance and Legislative Committee, a copy of the corporate report received by the committee is attached for reference purposes Page 23

Note: Discussion Point: Protocol of Committee Members and Partnerships in regard to invitations

7. MOTION FOR CONSIDERATION: INVITATIONS FOR THE SEMIAHMOO FIRST NATION TO PARTICIPATE AT CITY OF WHITE ROCK EVENTS

The following motion was referred to the Intergovernmental and First nation Affairs Committee by Council at their May 28, 2018 regular meeting to be discussed / considered:

In the spirit of reconciliation and building better relationships; we endeavour to create an environment of inclusivity, respect and friendship.

BE IT RESOLVED THAT: The Semiahmoo First Nation (SFN) be invited to participate in all ceremonies with the City of White Rock events; in particular but not limited to the concert series sponsored by the BIA and TD Bank, Day, Sea Festival, Tour de White Rock and any other events that all levels of government would usually be part of.

INTERGOVERNMENTAL AND FIRST NATION AFFAIRS PAGE 2 Intergovernmental and First Nation Affairs Committee Agenda – June 11, 2018 Page No. 3

8. MOTION IN REGARD TO FLAG TO RECOGNIZE NATIONAL ABORIGINAL DAY Page 26 The following motion was adopted by the City’s Governance and Legislation Committee at their October 23, 2017 meeting:

THAT the Governance and Legislation Committee recommends that:

1. Council Policy No. 146 (Use of City Flag Pole at City Hall) be amended to annually recognize National Aboriginal Day / June 21; and

2. Following staff inquiring with the Semiahmoo First Nation to ensure they were in agreement with the proposed amendment to bring forward an update to the policy to reflect this.

Note: The Committee may wish to discuss this motion further at this time. Council Policy No. 146 Use of City Flag Pole at City Hall has been attached for reference purposes.

9. CONCLUSION OF THE JUNE 11, 2018 INTERGOVERNMENTAL AND FIRST NATION AFFAIRS COMMITTEE MEETING

INTERGOVERNMENTAL AND FIRST NATION AFFAIRS PAGE 3

THE CORPORATION OF THE CITY OF WHITE ROCK 15322 BUENA VISTA AVENUE, WHITE ROCK, B.C. V4B 1Y6

POLICY TITLE: TERMS OF REFERENCE: INTERGOVERNMENTAL AND FIRST NATION AFFAIRS COMMITTEE POLICY NUMBER: COUNCIL - 154

Date of Council Adoption: Date of Last Amendment: Council Resolution Number: Originating Department: Corporate Date last reviewed by the Governance and Administration Legislation Committee:

The Intergovernmental and First Nation Affairs Committee is a Standing Committee of Council. The Committee is established by the Mayor in accordance with the Community Charter.

Purpose The Intergovernmental and First Nation Affairs Committee (“Committee”), assists City Council (“Council”) of the City of White Rock (“City”) in decision making processes in regard to policy and protocol with respect to senior governments, other municipalities, Sister Cities, Friendship Cities and First Nation (“Organizations”). The Committee shall assist Council by reviewing and recommending new policy and procedures in regard to Organizations.

Membership The Committee shall be comprised of all members of Council. The Committee shall have the right to form subcommittees as required. Subcommittees must provide recommendations to the Committee. City staff to support the Committee will be the Chief Administrative Officer.

Chairperson The Committee Chairperson shall be the Mayor. If the Mayor is unavailable Deputy Mayor will Chair the meeting.

Term The Committee will be established for the remainder of the current Council term.

INTERGOVERNMENTAL AND FIRST NATION AFFAIRS PAGE 4 Council Policy 154 - Terms of Reference: Intergovernmental and First Nation Affairs Committee Page 2 of 2

Meetings a) There shall be a minimum of one (1) meeting held prior to the Union of British Columbia (UBCM) conference to deal with provincial matters. b) Additional meetings will be held at the call of the Chairperson or the Mayor. Should a Committee Member have an item for the Committee to review they will forward the request/information to the Chairperson. c) Quorum for meetings shall mean a majority of all of its Committee voting members. d) All meetings of the Committee are open to the public, unless closed to the public in accordance with the Community Charter. Minutes of the meetings shall be recorded and available to the public through the City’s website or upon request.

Procedures Unless otherwise provided for in these terms of reference, the procedures of the Committee will be governed by the City’s current Council and Committee Procedure Bylaw.

INTERGOVERNMENTAL AND FIRST NATION AFFAIRS PAGE 5

THE CORPORATION OF THE CITY OF WHITE ROCK MEMORANDUM

To: Intergovernmental and First Nation Affairs Committee

From: Director of Corporate Administration

Date: June 11, 2018 (Amendment noted in RED as requested at the meeting)

Re: CITY OF WHITE ROCK, SEMIAHMOO FIRST NATION SYNOPSIS OF EVENTS / CORRESPONDENCE March 10, 2016 Closed Intergovernmental Meeting with Council and Semiahmoo First Nation (SFN). March 18, 2016 Correspondence from SFN, requesting further meeting(s) to discuss trespass and compensation for environmental matters and that all future correspondence be done through SFN Legal Counsel. June 1, 2016 D. Bottrill, Chief Administrative Officer, and City Solicitor met with SFN Representatives and their Legal Counsel. June 7, 2016  Correspondence from the City’s Solicitor to SFN Legal Counsel. June 28, 2016  Correspondence from the City’s Solicitor to SFN Legal Counsel.  Correspondence from the City’s Solicitor to SFN Legal Counsel, July 27, 2016 included notice that the SFN can make alternative arrangements for existing water and sanitary sewer services within a period of 18 months of the date of the letter. September 13, 2016 Correspondence from SFN Legal Counsel in response to the City’s letters of June 7, 28 and July 27, 2018. September 14, 2016 SFN issues a Media Release. September 15, 2016 City of White Rock issues Media Release in response to SFN Media Release from September 14, 2016. October 27, 2016 Correspondence from the SFN requesting a Council‐to‐Council meeting, notification that they will not allow the City any further access to SFN lands until there is an agreement in place to address all trespass issues.

INTERGOVERNMENTAL AND FIRST NATION AFFAIRS PAGE 6

THE CORPORATION OF THE CITY OF WHITE ROCK MEMORANDUM

To: Intergovernmental and First Nation Affairs Committee

From: Farnaz Farrokhi, Manager of Communications and Government Relations, Eric Stepura, Director of Recreation and Culture, Jim Gordon, Director of Engineering and Municipal Operations.

Date: June 11, 2018

Re: FIRST NATION AFFAIRS: CITY OF WHITE ROCK

This memo provides a brief overview of the steps the City of White Rock has taken towards:

 truth and reconciliation;  project consultation;  celebration of First Nations Art & Culture;  event partnership with Semiahmoo First Nation;  advocacy on behalf of Semiahmoo First Nation; and,  education and training.

Truth and Reconciliation

Before the United Nation’s Declaration on the Rights of Indigenous Peoples (UNDRIP) was created and ratified on Thursday, September 13, 2007, and before the Government of Canada’s formal apology to the First Nations which took place on Wednesday, June 11, 2008, White Rock had begun the work towards Truth and Reconciliation.

In 1998, two Totems were commissioned by the White Rock RCMP Detachment and later raised at a special ceremony in 1999 on East Beach, at what is now known as Totem Park. The Totems were carved by Master Carver and contemporary visual artists, Robert Davidson, one of the most decorated Canadian artists today. Davidson has received such prestigious awards as the Order of Canada, the Order of British Columbia, and the Lifetime Achievement Award from the Canadian Aboriginal Achievement Foundation, and received both the Governor General’s Award for Visual Arts and the Audain Prize for Lifetime Achievement Award in the Visual Arts in 2010. Davidson lives and works in White Rock.

The commissioning of the two Totems was a sign of acknowledging the terrible treatment of Aboriginal people—from the heartbreaking removal and isolation of First Nation children under the

INTERGOVERNMENTAL AND FIRST NATION AFFAIRS PAGE 11 Residential School system to the destruction of First Nation culture and traditions, among other issues. White Rock City Council, staff, and the community rallied together and helped raise funds for this important legacy project.

Totem Park was blessed as a spiritual site by the Semiahmoo people and the Totems known as “The Gift” were raised according to Semiahmoo traditions.

Project Consultation

In White Rock, there are 17 First Nations who seem to have interest in White Rock. Out of the 17 First Nations, there are five (5) Archeological Impact Assessment (AIA) Representatives from the following Nations that have been active since construction work began in the City’s Waterfront area:

1. First Nation 2. Semiahmoo First Nation 3. Sto:lo Nation 4. 5. Tsleil‐Waututh Nation

Since September of 2017, City of White Rock staff have taken a more proactive approach to consulting with First Nations on the City’s various capital projects. In the fall of 2017, there were at least 29 points of contact by Jim Gordon, Director of Engineering and Operations for the City, including two lengthy meetings, between September 14th and December 22nd. In the course of the meetings, White Rock staff and consultants provided and discussed design details of various city related projects; listened and answered questions from First Nations. Follow‐up emails where also sent where the answers required more research. The City of White Rock’s Archaeologist also met separately with Semiahmoo First Nation as part of the process to obtain Provincial permit(s).

Below is a brief summary of project consultation with First Nations regarding the Servicing (Water & Sewer) Agreement:

 November 17, 2017: Director of Engineering and Municipal Operations and Semiahmoo First Nation Council Member discuss water and sewer service agreements.

 November 22, 2017: Director of Engineering and Municipal Operations follows up with Semiahmoo First Nation Council Member inquiring as to whether the Nation had an update about the service agreements.

 November 29, 2017: Director of Engineering and Municipal Operations met with the Semiahmoo First Nation to discuss Water Agreement. The Semiahmoo First Nation noted they were going to send the agreement to their lawyer. City noted they would expedite the signing once the Nation had signed the agreement.

 January 12, 2018: Director of Engineering and Municipal Operations and project consultant met with Semiahmoo Frist Nation to discuss servicing agreements. They also discussed the Memorial Park and Waterfront Parkade projects.

INTERGOVERNMENTAL AND FIRST NATION AFFAIRS PAGE 12  January 16, 2018: Email from City’s Director of Engineering and Municipal Operations to Semiahmoo First Nation noting that since the Nation made changes to both the Sewer and Water Agreements the City had to review the changes and would discuss the items with the Semiahmoo First Nation’s legal counsel.

 April 19, 2018: Director of Engineering and Municipal Operations meets with Semiahmoo First Nation and provides two copies of the Water Supply Agreement which provides an extension to December 31, 2019. It is anticipated that the Semiahmoo First Nation will return a signed copy of the agreement back to the Director of Engineering and Municipal Operations.

Below is a quick summary of project consultation with First Nations regarding Memorial Park:

 September 26, 2017: The City’s Acting Director of Engineering and Municipal Operations as well as the Manager of Parks both met with Don Welsh of the Semiahmoo First Nation Archaeology Services and discussed the Memorial Park project and project drawings in detail.

 October 6, 2017: City of White Rock provided follow up details regarding the Memorial Park to the Semiahmoo First Nation.

 October 12, 2017: City’s Director of Engineering and Municipal Operations discussed some of the City’s capital projects, including the Memorial Park project with the Semiahmoo First Nation Administrator.

 October 17, 2017: City’s Director of Engineering and Municipal Operations met with the Semiahmoo First Nation and the Tsleil‐Waututh Nation to discuss some of the City’s capital projects, including the Memorial Park project.

 October 23, 2017: As a sign of goodwill and respect for First Nations, the City submitted a permit application under the Province’s Heritage Conservation Act for the Memorial Park project, despite the Province advising the City that a permit was not required.

 November 29, 2017: Director of Engineering and Municipal Operations met with the Semiahmoo First Nation. This meeting involved the Director of Engineering and Municipal Operations briefing the Semiahmoo First Nation on the Memorial Park project, informing them that the City applied for an Archaeological Impact Assessment (AIA) under the Province’s Heritage Conservation Act and that the comment period for the Provincial AIA application ends December 7, 2017. It is understood that the Semiahmoo First Nation have provided comments to the Province.

 December 11, 2017: Director of Engineering and Municipal Operations offers to meet with Semiahmoo First Nation to further discuss matters related to the Memorial Park project. The Semiahmoo First Nation does not respond to invitation.

 January 4 – January 5, 2018: City of White Rock scheduled an AIA, which was observed by Don Welsh of the Semiahmoo First Nation.

INTERGOVERNMENTAL AND FIRST NATION AFFAIRS PAGE 13  January 8, 2018: Construction work for Memorial Park began. Since the construction of Memorial Park began, AIA representatives from some of the five (5) First Nations noted above have been present. The City of White Rock will continue to engage and consult with Semiahmoo First Nation and other First Nations regarding archaeological concerns in relation to Memorial Park and other capital projects.

Quick summary of project consultation with First Nation regarding the Waterfront Parkade:

 October 17, 2017: City’s Director of Engineering and Municipal Operations met with the Semiahmoo First Nation and the Tsleil‐Waututh Nation to discuss some of the City’s capital projects, including the Waterfront Parkade project.

 January 12, 2018: Director of Engineering and Municipal Operations and project consultant met with Semiahmoo Frist Nation to discuss the Waterfront Parkade. They also discussed the Memorial Park project and servicing agreements.

 January 16, 2018: Email from City’s Director of Engineering and Municipal Operations reminding the Semiahmoo First Nation that the City acquired a Provincial Permit for an AIA and would like to work with the Semiahmoo First Nation to complete the AIA as construction of the parkade is to start in February.

The City of White Rock, the Archeologist and First Nations could not confirm a date for an AIA. The construction of the Waterfront Parkade began in February. The City of White Rock will continue to consult with First Nations regarding archaeological concerns in relations to Memorial Park, the Waterfront Parkade, and other city‐capital projects.

Celebration of First Nation Arts & Culture

The City of White Rock believes in the importance of sharing diverse cultural traditions, and continues to seek opportunities to facilitate the demonstration of these practices. For years, White Rock has been honoured to provide a platform for Indigenous people to showcase their art and culture in order to foster cultural understanding and respect. This has been done through event partnership, support, and/or sponsorship by the City. Here are some notable events:

 July 26, 2013 | RCMP Musical Ride: The City of White Rock, Semiahmoo First Nation, and Semiahmoo Volunteer Community Police Society partnered to bring the RCMP Musical Ride to a sold‐out crowd at Semiahmoo Park in 2013. Members of the Semiahmoo First Nation performed traditional dances ahead of the ride.

 July 10, 2015 | The 2015 Pulling Together Canoe Journey Arrival Ceremony at White Rock Pier and Beach: 500 people (which included many B.C. First Nations, members of different law enforcement, and event sponsor, CN Rail) arrived at White Rock’s Pier around noon marking the last leg of the eight‐day, 100‐mile journey before heading to Semiahmoo First Nation lands for the ceremonial arrival and an evening of feasting and celebration. Members of White Rock City Council were at the beach to welcome the canoeists, and were invited to the celebration at Semiahmoo Park.

INTERGOVERNMENTAL AND FIRST NATION AFFAIRS PAGE 14  May 18 – June 27, 2016 | ĆIIḰEN (meaning light) Exhibit at Pop‐Up‐Town Studio: This exhibition celebrated the art and culture of the Semiahmoo people as the exhibit showcased a variety of work by several local Semiahmoo artists. The exhibition featured talented artists such as Kim Calder, Roxanne Charles, Joanne Charles, Jamie‐Lynn Cook, Joan Williams, Leeann Wells, Leonard Wells, Leslie Wells, and Samantha Wells.

 June 21, 2016 | National Aboriginal Day: National Aboriginal Day was held in the City of White Rock's Pop‐Up‐Town Art Studio space and hosted by the organizers of ĆIIḰEN. The event showcased Semiahmoo songs and dances, traditional foods, Pow Wow demonstrations, and Indigenous artwork from various communities and featured artists working all day on location.

 January 18, 2017 ‐ February 28, 2017 | P'eqOl'es ‐ Living Memories and Stories of this Place" ‐ An exhibition of Semiahmoo First Nation artist that was on display at the White Rock Museum & Archives.

 April 15, 2017 | The City of White Rock’s special 60th Anniversary video showcased the important role the Semiahmoo First Nation played in our history as a City.

 August 9, 2017 – August 26, 2017 | Sea of Stories: As part of part of the Canada 150 Celebrations, the City of White Rock provided significant funding (nearly $50,000) for the Sea of Stories, a musical play that centered on the history of White Rock and the Semiahmoo First Nation people.

 January 16, 2018 – November 18, 2020 |City by the Salish Sea: This exhibit takes up White Rock’s most iconic landmarks (the rock, the pier, and the train station), and delves into stories from the Semiahmoo First Nation and early schools and hospitals. The gallery has interactive features to help visitors engage with the archive material.

Event Partnership with Semiahmoo First Nation

 October 7, 2017 | White Rock Diwali Festival: The City of White Rock was proud to have partnered with organizers of White Rock Diwali Festival and Semiahmoo First Nation to hold this multicultural event at Semiahmoo Park.

 August 3, 4, and 5, 2018 | White Rock Sea Festival/Semiahmoo Days: These two events will be co‐organized by both the City of White Rock and Semiahmoo First Nation. They will be held at Semiahmoo Park and the White Rock waterfront. There will be a variety of family‐friendly activities throughout the weekend for attendees to enjoy.

Advocacy on Behalf of Semiahmoo First Nation

White Rock Council believes that senior levels of government should provide the Semiahmoo First Nation with the funding required to rebuild the Nation’s infrastructure and community, which is why White Rock has advocated the following, on the Nation’s behalf:

INTERGOVERNMENTAL AND FIRST NATION AFFAIRS PAGE 15 1. Assistance for proper water supply and sanitary sewage systems as White Rock believes it is wrong for First Nations to not have adequate distribution systems and be on a boil‐water advisory; and,

2. Financial support to assist with the Semiahmoo First Nation’s desire for creating an Aboriginal Centre for Arts, as the City of White Rock believes that an art centre will be beneficial for the Semiahmoo First Nation in continuing to share cultural knowledge of the First Nation people specific to the Semiahmoo Peninsula and providing the Semiahmoo First Nation with enhanced economic prosperity.

Education and Training

 October 13, 2017: To better understand and respect First Nations archaeological sites within the City, staff began researching processes of engagement and consulate taken with First Nations on City’s capital projects by other municipalities.

 July 25, 2018: City of White Rock is taking steps to support the calls to action in the Truth and Reconciliation Report by providing educational training to City’s elected officials and public servants on the history of Aboriginal peoples, including the history and legacy of residential schools.

This memo was drafted with the help of Jim Gordon, Director of Engineering and Municipal Operations and Eric Stepura, Director of Recreation and Culture.

Regards,

Ms. Farnaz Farrokhi Manager, Communications & Government Relations City of White Rock

INTERGOVERNMENTAL AND FIRST NATION AFFAIRS PAGE 16

THE CORPORATION OF THE CITY OF WHITE ROCK CORPORATE REPORT

DATE: June 11, 2018

TO: Intergovernmental and First Nations Affairs Committee

FROM: Eric Stepura, Director of Recreation and Culture

SUBJECT: City Event Classification and Protocols ______

RECOMMENDATION THAT the Intergovernmental and First Nations Affairs Committee receive for information the corporate report dated June 11, 2018 from the Director of Recreation and Culture, titled “City Event Classification and Protocols.” ______

INTRODUCTION The Terms of Reference for the Intergovernmental and First Nations Affairs Committee were introduced at the Government and Legislation Committee held May 28, 2018. In preparation for the first meeting of the Intergovernmental and First Nations Affairs Committee, Chairperson Mayor Baldwin requested that a list be provided that includes all City events, organized according to the three (3) level event classification which was outlined in the corporate report presented by the Chief Administrative Officer, titled “Mayor and Council Reports,” at the May 28, 2018 Governance and Legislation Committee. In response to the Mayor’s request, this corporate report presents a list of City events (Appendix A), including events for the years 2016-2018 that are either produced, co-produced with a partner(s) or sponsored by the City. This report also defines key terms that appear in the event list, for Committee’s information.

ANALYSIS The City of White Rock hosts a broad spectrum of events and activities each year that Mayor and Council may be invited to attend. Some of these events are produced by City staff, others are co- produced with other local agencies such as the White Rock BIA, and some events are produced by other agencies or community groups with the City providing the venue, financial assistance or services-in-kind support. For the purpose of classifying the annual events by their relative prominence in the community, Appendix A lists the events hosted by the City over the past three (3) years according to the three (3) level event classification (Major Event, Moderate Event or Small Event), as outlined in the May 28, 2018 corporate report to Governance and Legislation Committee noted above. Appendix A also lists the more notable events that the City has produced, co-produced with a partner(s) or sponsored for the years 2016, 2017 and 2018. Staff note that this list does not INTERGOVERNMENTAL AND FIRST NATION AFFAIRS PAGE 17 City Event Classification and Protocols Page No. 2

include events hosted by City facility tenants, renters or casual users (such as the sport, art and culture groups that use our fields, arena, lawn bowling greens, tennis courts, meeting rooms, Pop Uptown Gallery etc.). Definition of ‘Events’ in Appendix A City Produced Events – events that are planned, organized and implemented by City staff. The primary source of funds is City operating budgets. Examples include Canada Day at the Bay, Tour de White Rock, White Rock’s 60th Birthday Celebrations and in 2018, the White Rock Sea Festival. Co-produced Events – events that are planned, organized and implemented by a joint committee with representatives of both City staff and external partners. Examples include TD Concerts at the Pier, White Rock Moon Festival and Diwali Festival of Lights. City Sponsored Events – events that are planned, organized and implemented by other agencies or community groups with the City providing sponsorship in the form of a venue, financial assistance or services-in-kind support. Examples include Remembrance Day Ceremony, Picnic on the Pier, and the Pumpkin Run/Walk. Event Invitation Practice/Protocol In the interest of building and maintaining positive working relationships with other levels of government, it is common practice for local governments to invite representatives of senior levels of government (i.e. MLA’s and MP’s), other municipalities, Sister City and Friendship City officials and First Nation leaders to their most significant community events. There are some event and infrastructure grants from senior levels of government that have a requirement that their government representatives be invited to attend the opening ceremonies. The current protocol for inviting senior government officials, Sister City representatives and First Nation leaders to White Rock produced or co-produced by the City of White Rock is that invitations come through the Mayor’s Office or as delegated.

BUDGET IMPLICATIONS There are no budget implications associated with this corporate report.

INTERGOVERNMENTAL AND FIRST NATION AFFAIRS PAGE 18 City Event Classification and Protocols Page No. 3

CONCLUSION This corporate report provides a categorized list of City events for the years 2016-2018 that are either produced, co-produced with a partner(s) or sponsored by the City of White Rock. This corporate report is intended to facilitate discussion on protocols for inviting senior governments, other municipalities, Sister Cities, Friendship Cities and First Nation representatives to City events. Respectfully submitted,

Eric Stepura Director of Recreation and Culture

Comments from the Acting Chief Administrative Officer:

This corporate report is provided for information.

Carl Johannsen, MCIP, RPP Acting Chief Administrative Officer

Appendix A: Classification of City Events 2016-2018

INTERGOVERNMENTAL AND FIRST NATION AFFAIRS PAGE 19 Appendix A‐ Classification of City Events 2016‐2018

Classification Event 2016 2017 2018 1. Major Event or Activity Canada 150 No Event Held SFN invited and No Event Held Council would always be required Celebration / attended. Also to approve the event Snowbirds Fly Funding Dependent All Council members would be for CHILD External Invitations expected to attend the event Foundation i.e. Federal Govt. representative Consideration would be given to inviting senior government officials including First Nation White Rock's No Event Held SFN invited and No Event Held Chiefs 60th Birthday attended. Also Celebration Funding Dependent External Invitations i.e. Federal Govt. representative 2. Moderate Event or Activity Canada Day by SFN invited and SFN invited and TBD the Bay attended. Also attended. Also Council would typically be Funding Dependent Funding Dependent required to approve the event External Invitations External Invitations All Council members would i.e. Federal and i.e. Federal and typically be expected to attend Provincial Provincial representatives representatives Consideration may, but not Festival of Consulate of India SFN invited by TBD necessarily, be given to inviting Lights: Diwali Invited, did not committee and senior government officials Integration attend attended. Also including First Nation Chiefs Festival Funding Dependent External Invitations i.e. Federal Govt. representative Picnic on the Organized by Organized by Organized by Pier External Committee External Committee External Committee

Remembrance Organized by Organized by Organized by Day Ceremony External Committee External Committee External Committee

TD Concerts at No External Officials No External Officials SFN invited the Pier Invited Invited

Tour de White No External Officials No External Officials No External Rock Invited Invited Officials Invited

White Rock’s No Event Held SFN invited and No Event Held 60th Birthday attended. Also Seniors Lunch Funding Dependent External Invitations i.e. Federal Govt. representative

INTERGOVERNMENTAL AND FIRST NATION AFFAIRS PAGE 20 Appendix A‐ Classification of City Events 2016‐2018

White Rock No Event Held No Event Held No Senior Buskers Festival Government Officials Invited White Rock Dong Ying Dong Ying No Event Being Moon Festival Dignitaries Invited Dignitaries Invited Held

White Rock Sea Organized by Organized by TBD Festival External Committee External Committee

3. Smaller Event or Activity Art on Display No External Officials No External Officials No External Council would be advised of the Openings Invited Invited Officials Invited event, typically little or no City budgetary amount would be City Hall Flag No External Officials No External Officials No External required, and Council approval Raisings Invited Invited Officials Invited would typically not be required unless the event required a liquor Fall Festival of No External Officials No External Officials No External licence the Arts Invited Invited Officials Invited Council members would be welcome, but attendance would Infrastructure Funding Dependent Funding Dependent Funding Dependent not necessarily be required Openings External Invitations External Invitations External Invitations

No consideration to invite KSAC Mistletoe No External Officials No External Officials No External external parties Lunch Invited Invited Officials Invited

KSAC Volunteer No External Officials No External Officials No External Appreciation Invited Invited Officials Invited

Landmark Pop‐ No External Officials No External Officials No External Uptown Gallery Invited Invited Officials Invited Openings Move for Health No External Officials No External Officials No Event Being Day Invited Invited Held

Pop‐Uptown Hosted by SFN No Event Held No Event being National Held Aboriginal Day Public Art No External Officials No External Officials No External Openings Invited Invited Officials Invited

White Rock Irish No External Officials No Event held No Event Being Festival Invited Held

Open House at No Event Held Funding Dependent Funding Dependent Water External Invitations External Invitations Treatment i.e. Federal and i.e. Federal and Facilities Provincial Provincial representatives representatives

INTERGOVERNMENTAL AND FIRST NATION AFFAIRS PAGE 21 Appendix A‐ Classification of City Events 2016‐2018

Grant Funding Dependent Funding Dependent Funding Dependent Announcements External Invitations External Invitations External Invitations i.e. Federal and i.e. Federal and i.e. Federal and Provincial Provincial Provincial representatives representatives representatives

INTERGOVERNMENTAL AND FIRST NATION AFFAIRS PAGE 22

THE CORPORATION OF THE CITY OF WHITE ROCK CORPORATE REPORT

DATE: May 28, 2018

TO: Governance and Legislation Committee

FROM: Dan Bottrill, Chief Administrative Officer

SUBJECT: Mayor and Councillor Reports ______

RECOMMENDATIONS THAT the Governance and Legislative Committee receive for information the corporate report dated May 28, 2018 from the Chief Administrative Officer, titled “Mayor and Councillor Reports.” ______

INTRODUCTION At the April 23, 2018 Regular Council Meeting, a member of Council requested clarification on what may be noted during the Mayor and Councillor Reports in accordance with the Council and Committee Procedure Bylaw. The Director of Corporate Administration advised that the Mayor or a Councillor at a Council meeting may report only to: a) Events attended as a representative of the City; or b) Information on community events and activities. It would appear there remains some uncertainty regarding what specific events or activities this pertains to, and accordingly, this corporate report is intended to provide a basis for discussion with a view to gain clarity on what events and activities would be appropriate to report on at a Regular Council meeting. Further it is recommended that the Governance and Legislative Committee review this matter to determine whether or not the Council and Committee Procedure Bylaw be amended to include a definition of “community events and activities.”

PAST PRACTICE / POLICY / LEGISLATION Section 18 of the Council and Committee Procedure Bylaw provides in part that: Presentations on a Regular Agenda 18. (1) A presentation by the Mayor or a Councillor at a Council meeting shall only pertain to: (a) events attended as a representative of the City; or (b) information on community events and activities.

INTERGOVERNMENTAL AND FIRST NATION AFFAIRS PAGE 23 Mayor and Councillor Reports Page No. 2

ANALYSIS Events attended as a representative of the City There are events that occur in the City of White Rock where either: a) A Council member is appointed by Council to serve as a representative of Council; or b) An outside organization has extended an invitation to Council to attend and either the Council or, in certain circumstances, the Mayor has selected a Council member to attend the event. In these circumstances, the Council member would be expected to report the event at the next Regular Council meeting. Information on community events and activities It is suggested that community events or activities have a broad spectrum and that they might best be categorized in accordance with their relative prominence within the community including all City of White Rock produced, sponsored or partnered events as follows: 1. Major Event or Activity  Examples would include Canadian Snowbirds Air Show, or RCMP Musical Ride  Council would always be required to approve the event  All Council members would be expected to attend the event  Consideration would be given to inviting senior government officials including First Nation Chiefs 2. Moderate Event or Activity  Examples would include Canada Day, Sea Festival, Remembrance Day Parade and Ceremony or Tour de White Rock  Council would typically be required to approve the event  All Council members would typically be expected to attend  Consideration may, but not necessarily, be given to inviting senior government officials including First Nation Chiefs 3. Smaller Event or Activity  Examples would include Pop-Uptown Gallery event, Walk with your Doc, Peace Arch Hospital Foundation Pumpkin Run or flag raising events at City Hall  Council would be advised of the event, typically little or no City budgetary amount would be required, and Council approval would typically not be required unless the event required a liquor licence  Council members would be welcome, but attendance would not necessarily be required  No consideration to invite external parties Other events or activities to which Council members may attend but are not available for attendance by the public, such as a community volunteer appreciation dinner or a by invitation- only White Rock community organization event, would not necessarily be considered a community event or activity but might be something that Council members may wish to report on. Events that an individual Council member has created for which Council has not endorsed or city staff appreciation events would not be considered a community event or activity and accordingly would not be something that would be reported on.

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CONCLUSION Clarification was recently requested by a member of Council regarding what could be presented as a Mayor and Council Report. This corporate report is intended to facilitate discussion of the matter in order to provide further clarity on what could be included in the report to Council. Depending on the discussion, the Committee may determine that there is value in adding a definition for community event or activity as an amendment to the Council and Committee Procedure Bylaw as a means to provide further clarity on the matter.

Respectfully submitted,

Dan Bottrill Chief Administrative Officer

INTERGOVERNMENTAL AND FIRST NATION AFFAIRS PAGE 25 THE CORPORATION OF THE CITY OF WHITE ROCK 15322 BUENA VISTA AVENUE, WHITE ROCK, B.C. V4B 1Y6

POLICY TITLE: USE OF CITY FLAG POLE AT CITY HALL POLICY NUMBER: COUNCIL - 146

Date of Council Adoption: November 6, 2017 Last Amendment: April 23, 2018 Council Resolution Number: Motion # 2015-214, 2016-282, 2017-489, 2018-076, 2018-157 Originating Department: Administration Date last reviewed by the Governance and Legislation Committee: -

Policy:

Requests must be made in writing to Mayor and Council for consideration of a flag to be flown outside City Hall on the single flag pole in front of the City Hall facility.

The organization making the request must be not for profit with a noted affiliation with the City of White Rock. The request must clearly indicate the affiliation in order for Council to make a fully informed decision.

Exceptions:

The Day of Mourning flag, purchased by CUPE Local 402-01, in honour of those who have been injured or lost their lives on a jobsite, is an exception that will have the flag flown without further Council approval.

The Pride flag, donated by the Business Improvement Association (BIA), in honour of Pride Week, is an exception that will have the flag flown without further Council approval. The flag raising ceremony will be planned by the City in partnership with the BIA.

The Canadian Association of Retired Persons (CARP) flag, provided by CARP, Chapter 11, in honour of National Senior’s Day, is an exception that will have the flag flown without further Council approval.

The Scouts Canada Flag, provided by the 10th White Rock Scout Group, in honour of Scout Week, is an exception that will have the flag flown without further Council approval.

The Multiple Sclerosis (MS) Flag, provided by the Multiple Sclerosis Society, in honour of MS Awareness month, will be flown during the month of May without further Council approval.

Advertising of the annual flag rising for these noted exemptions will be conducted through the City’s usual forms of communication.

INTERGOVERNMENTAL AND FIRST NATION AFFAIRS PAGE 26 Council Policy 146 – Use of City Flag Pole at City Hall Page 2

Rationale: The City receives a number of requests annually to fly flags outside City Hall. This policy establishes the types of organizations that the City would consider having their flag flown in front of the City Hall facility.

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