Municipality of North Cowichan Regular Council AGENDA
Wednesday, March 18, 2015, 1:30 p.m. Municipal Hall - Council Chambers Pages
1. CALL TO ORDER This meeting is open to the public. All representations to Council form part of the public record. Proceedings will be streamed live and archived at northcowichan.ca.
2. APPROVAL OF AGENDA Recommendation:
That Council approve the agenda as circulated [or as amended].
3. ADOPTION OF MINUTES 5 - 11 Recommendation:
That Council adopt the minutes of regular meeting held March 4, 2015.
4. PUBLIC MEETINGS & HEARINGS
4.1 Development Variance - 1043 Maple Bay Road 12 - 19 Purpose: To hear from staff, the applicant and members of the public regarding a proposed variance to reduce the minimum side yard setback requirement to accommodate a new single family dwelling at 1043 Maple Bay Road.
Recommendation:
That Council issue a development variance for a new single-family dwelling at 1043 Maple Bay Road, that varies Section 56 (6) (a) of the Zoning Bylaw, in order to reduce the minimum side yard setback from 3.0 m to 2.88 m.
5. PUBLIC INPUT Opportunity for brief verbal input regarding agenda items from registered speakers.
6. DELEGATIONS & PRESENTATIONS
6.1 Crofton Seniors' Society 20 - 20 Purpose: To hear Carol Donnelly, on behalf of the Crofton Seniors' Society, regarding building an age friendly community.
6.2 Safer Futures - Youth Lens Purpose: To hear Christy Villiers provide an introduction to Safe Youth Cowichan and the idea of adopting a "youth lens" for decision making.
1 7. BYLAWS
7.1 "Fees Amendment Bylaw, 2015," No. 3568 21 - 26 Purpose: To increase fees for water, sewer, moorage, and other services. Recommendation:
That Council read a first, second and third time "Fees Amendment Bylaw, 2015," No. 3568.
7.2 Chemainus Business Improvement Area 27 - 36 Purpose: To start the process to re-establish the Chemainus Business Improvement Area for a three year period. Recommendation:
That Council
1. give notice that it intends to create a new Business Improvement Area for Chemainus, unless a valid petition against this service is presented within 30-days after notice had been given, and 2. that Council read a first, second and third time "Chemainus Business Improvement Area Bylaw", No. 3569.
8. REPORTS
8.1 Sponsorship – BC Sports Hall of Fame 37 - 45 Purpose: To consider a request from the BC Sports Hall of Fame to sponsor the induction of Emily Zurrer into the BC Sports Hall of Fame. Recommendation:
That Council support the induction of Emily Zurrer into the BC Sports Hall of Fame through (choose one):
1. $6,000 medal sponsorship. 2. donation of $______to the BC Sports Hall of Fame “Heroes in You” youth education program, OR 3. donation of an EJ Hughes framed print for the event auction.
8.2 Columbia Institute Centre for Civic Goverernance Conference Purpose: To hear from Councillor Marsh regarding a panel at the upcoming Columbia Institute Centre for Civic Goverernance Conference,
8.3 New RCMP Detachment 46 - 53 Purpose: To consider the March 10, 2015 recommendation from the Protective Services Committee. Recommendation:
That Council:
1. approve the direct award of a contract to Process Four Design Ltd. for up to $35,000 for a pre-design and cost analysis of the new RCMP detachment; and 2. authorize staff to issue a request for proposals for a detailed design of the new RCMP Detachment.
2 8.4 Arbutus Avenue Mailbox Pull-off – Paving Request 54 - 57 Purpose: To consider the March 11, 2015 recommendation from the Public Works Committe to review a request to pave mailbox pull-offs on Arbutus Avenue and install a rail at the top of the Maple Bay public park/washroom path. Recommendation:
That Council direct staff to install a short section of fence at the Beaumont Avenue entrance to the pathway to Maple Bay Beach next to the public washrooms for public safety.
8.5 Crofton Sewer Area Inclusion 58 - 62 Purpose: To consider the March 11, 2015 recommendation from the Public Works Committee to include 1721 Chaplin Street in the Crofton sewer local area service. Recommendation:
That Council direct staff to draft a bylaw to include 1721 Chaplin Street, within the Crofton sewer local area service, subject to the owner agreeing to:
1. pay the sewer connection fee $3,400, 2. pay the capital cost contribution for a single family home of $1,246, and 3. obtain a plumbing permit for the sewer service installation as part of the building permit for the proposed residence.
8.6 Oil Tank Replacement Program 63 - 65 Purpose: To consider the March 11, 2015 recommendation from the Public Works Committee to seek Council support for an oil tank replacement program for the Silver Park Mobile Home owners. Recommendation:
That Council authorize a $2,000 rebate to 18 property owners of the Silver Park Mobile Home complex on Boys Road to upgrade their old, unprotected oil tanks (or convert their furnaces to an electric or propane furnace or heat pump) in order to protect the lower Cowichan River aquifer.
9. NOTICE OF MOTIONS
10. REVIEW OF COMMITTEE MINUTES 66 - 71 1. Protective Services Committee - March 10, 2015 2. Public Works Committee - March 11, 2015
11. NEW BUSINESS
12. QUESTION PERIOD Public opportunity to ask brief questions of regarding the business of this meeting.
13. COMMITTEE OF THE WHOLE
13.1 Review of Roles and Responsibilities Purpose: To review the roles and responsiblities of the Mayor, Councillor, CAO, staff and the Approving Officer.
3 13.2 Committee Meeting Participation Purpose: To discuss the rules regarding participation on committees by non- committee members.
14. CLOSED SESSION 72 - 73 Recommendation:
That Council close the meeting to the public on the basis of section (90) (1) (c) and (e) of the Community Charter.
15. ADJOURNMENT
4
Municipality of North Cowichan Regular Council MINUTES
March 4, 2015, 1:30 p.m. Municipal Hall - Council Chambers
Members Present Mayor Jon Lefebure Councillor Joyce Behnsen Councillor Rob Douglas Councillor Maeve Maguire Councillor Kate Marsh Councillor Al Siebring Councillor Tom Walker
Staff Present Dave Devana, Chief Administrative Officer (CAO) Mark Ruttan, Director of Corporate Services / Deputy CAO John Mackay, Director of Engineering and Operations Scott Mack, Director of Development Services Ernie Mansueti, Director of Parks and Recreation
1. CALL TO ORDER
There being a quorum present, the meeting was called to order at 1:30 p.m.
2. APPROVAL OF AGENDA
It was moved and seconded: That Council approve the agenda as amended to add the following: 1. 10.2 Night Shift Cancellation; 2. 10.3 Planning and Sustainability Division Targets; and 3. 10.4 All-weather soccer field. CARRIED 3. ADOPTION OF MINUTES
It was moved and seconded: That Council adopt the following minutes: 1. February 12, 2015 Special Council, 2. February 18, 2015 Regular Council, and 3. February 24, 2015 Committee of the Whole (see item 6.1). CARRIED 4. PUBLIC INPUT
Council received no public input regarding agenda items from registered speakers.
1 5 March 4, 2015 - Regular Council Minutes
5. DELEGATIONS & PRESENTATIONS
5.1. Animal Control
Council received a presentation from Trevor Hughes of Coastal Animal Control Services of BC Ltd. which provides contracted animal control services for North Cowichan. Mr. Hughes provided a 2014 summary of complaints received and investigated, enforcement actions undertaken, dog licenses sold and animals impounded. He also recommended additional park patrols to encourage owners to leash their dogs and pick up after them. Council invited Mr. Hughes to submit a formal proposal for this additional service.
5.2. Cowichan Regional Visitor Centre
Council received a presentation from Julie Scurr on behalf of the new Cowichan Regional Visitor Centre. Ms. Scurr informed Council that the new centre has been open for a year and has seen an 89% increase in the number of visitors compared to the previous centre. Unfortunately, Destination BC's funding for 2015 has been frozen, and will be discontinued in 2016. She also briefed Council on the Duncan Cowichan Chamber of Commerce's activities over the past year.
6. REPORTS
6.1. Committee of the Whole Recommendations
6.1.1. University Village Local Area Plan
It was moved and seconded: That Council direct staff to revise the draft University Village Local Area Plan in accordance with the February 2015 Land Use Option sketch plan, presented at the February 24, 2015, Committee of the Whole meeting.
It was moved and seconded: That Council amend the main motion to add the following words: "after a further public meeting". DEFEATED (Opposed: Lefebure; Marsh; Maguire; Walker)
It was moved and seconded: That Council direct staff to revise the draft University Village Local Area Plan in accordance with the February 2015 Land Use Option sketch plan, presented at the February 24, 2015, Committee of the Whole meeting. CARRIED It was moved and seconded: That Council direct staff to change the designation of the parking lot at the corner of Lakes Road and Beverly Street, in the draft plan from "residential", to "institutional / community facilities". CARRIED
2 6 March 4, 2015 - Regular Council Minutes
It was moved and seconded: That Council direct staff to prepare the necessary bylaws to adopt the local area plan and change the urban containment boundary in the Official Community Plan accordingly. CARRIED (Opposed: Siebring; Behnsen)
It was moved and seconded: That Council consider Councillor Marsh's related notice of motion today regarding the Cowichan Green Community's incubator farm proposal. CARRIED It was moved and seconded: That Council direct staff to prepare a report on the possibility of entering into a licence of occupation with Cowichan Green Community (and Vancouver Island University, if applicable) for an incubator farm on the Municipality's triangular lot on Beverly Street (immediately east of Alexander Elementary School and south of the dike). CARRIED 6.1.2. Trans-Canada Highway Corridor Management Plan
Councillor Douglas left the meeting at 2:45 p.m.
It was moved and seconded: That Council endorse the Trans-Canada Highway Corridor Management Plan: Boys Road to Beverly Street, dated May 21, 2014. CARRIED (Opposed: Behnsen) Councillor Douglas returned to the meeting at 2:47 p.m.
6.1.3. Amenity Contributions
It was moved and seconded: That Council receive and file the January 12, 2015 report from Coriolis Consulting regarding amenity contributions, and direct staff to continue to negotiate modest amenity contributions from rezoning applicants where appropriate. CARRIED (Opposed: Behnsen)
It was moved and seconded: That Council direct staff to include in the new Zoning Bylaw, reduced parking standards for apartment and mixed-use developments, and pre-zone priority redevelopment sites located within town centre revitalization areas. CARRIED Councillor Siebring left the meeting at 2:53 p.m.
3 7 March 4, 2015 - Regular Council Minutes
It was moved and seconded: That Council direct staff to provide a report on energy efficiency guidelines for commercial development projects for possible amendment to Development Permit Area 1 Guidelines. CARRIED It was moved and seconded: That Council direct staff to explore opportunities for regional energy efficiency policies. CARRIED
Councillor Siebring returned to the meeting at 2:58 p.m.
6.2. Communications Planning
Council received a presentation from Vicki Swan, Community Liaison Officer, regarding what it will take in terms of human and financial resources to implement Council's communication plan. Council will review this matter further when it meets to discuss supplemental budget items.
6.3. Sanitary Sewer Outfall Relocation
It was moved and seconded: That Council apply to the Federal Gas Tax Strategic Priorities Fund for a grant to: 1. relocate the Joint Utilities' sewer outfall from the Cowichan River to Satellite Channel; and 2. build an energy recovery facility to extract heat from the sewage for beneficial use. CARRIED (Opposed: Behnsen)
6.4. Meadow Park Sewer Connections
It was moved and seconded: That Council authorize an expenditure of $49,000 from the South End Sewer Fund to install sewer connections to the lot lines of 14 lots on Roome Road, Meadow Park Road and Meadow Place during extension of the sewer main. CARRIED 6.5. 2015 Budget Pre-Approval Projects
It was moved and seconded: That Council authorize pre-budget approval to proceed with the Willow Street, Pine Street, Lane Road, Somenos Road, and Echo Heights projects, at a combined budget of $1,930,000. CARRIED
4 8 March 4, 2015 - Regular Council Minutes
6.6. Crofton Water Supply Agreement
It was moved and seconded: That Council: 1. receive the Certificate of Sufficiency prepared by the Director of Corporate Services for the Crofton Water Supply Agreement; and 2. approve, and authorize the Mayor and Corporate Officer to sign, the Water Supply Agreement with Catalyst Paper Corporation, attached to the Director of Corporate Services’ February 20, 2015 report. CARRIED 6.7. Somenos Marsh Stormwater Remediation Project
It was moved and seconded: That Council authorize the Somenos Marsh Wildlife Society to construct stormwater wetland treatment pond #2 on the Municipality’s Beverly Street property. CARRIED It was moved and seconded: That Council contribute $7,000 from North Cowichan's drainage capital budget towards the proposed storm water treatment pond on the Municipality's Beverly Street property. CARRIED 6.8. Corporate Energy Conservation
It was moved and seconded: That Council allocate $245,000 from the Climate Action and Energy Plan Reserve Fund for 2015 Corporate energy projects, and that Council fully replenish the fund starting in 2016, based on a 9.1 year payback. CARRIED 6.9. Community Energy Conservation
It was moved and seconded: That Council allocate $4,500 from the Climate Action Energy Plan Reserve Fund for the proposed washing machine upgrade initiative outlined in Senior Planner Brigid Reynolds' February 24, 2015 report, subject to BC Hydro confirming it will extend its Home Energy Retro-fit Offer program beyond March 31, 2015. CARRIED (Opposed: Siebring; Behnsen; Maguire)
It was moved and seconded: That Council allocate $34,100 from the Climate Action Energy Plan Reserve Fund for the proposed energy conservation initiatives ($29,000 Home Energy Rebate program, $3,000 workshops, $2,000 promotions and $100 electrical monitors) outlined in Senior Planner Brigid Reynolds' February 24, 2015 report. CARRIED (Opposed: Siebring; Behnsen)
5 9 March 4, 2015 - Regular Council Minutes
7. CORRESPONDENCE
7.1. Nanaimo Airport Expansion
It was moved and seconded: That Council provide a letter of support to the Nanaimo Airport Commission for its airport terminal expansion project. CARRIED 7.2. City of Duncan - Animal Control
It was moved and seconded: That Council direct staff to thank the Duncan City Council for its suggestion that North Cowichan and Duncan consider a joint animal control contract, but advise that North Cowichan does not see how a joint contract will reduce animal control costs. CARRIED 8. NOTICE OF MOTIONS
None.
9. REVIEW OF COMMITTEE MINUTES
Council reviewed, for information, the following Council committee minutes:
1. Public Works Committee - February 11, 2015 2. Audit Committee - February 12, 2015 3. Environmental Advisory Committee - February 18, 2015
10. NEW BUSINESS
10.1. Proposal For Committee of the Whole Meeting
It was moved and seconded: That Council direct staff to schedule a Committee of the Whole meeting after the March 26th grant review meeting, for further discussion of the 2015 capital budget and community development projects. CARRIED (Opposed: Behnsen)
10.2. Night Shift Cancellation
It was moved and seconded: That Council terminate the balance of the winter 2015 night shift schedule in Operations, due to unseasonably mild weather conditions. CARRIED
6 10 March 4, 2015 - Regular Council Minutes
10.3. Planning and Sustainability Division Targets
At Council Behnsen's request, Council asked staff to ask the Community Planning and Advisory Committee to review the appropriateness of the application processing targets.
10.4. All-Weather Soccer Field
It was moved and seconded: That Council direct staff to delay the Sherman Road synthetic turf tender for 2 weeks so staff can investigate the health effects of the synthetic turf proposed. CARRIED 11. QUESTION PERIOD
Council received questions from the public regarding business considered at this meeting.
12. CLOSED SESSION
Council closed the meeting to the public at 6:00 p.m. on the basis of section (90) (1) (e) of the Community Charter. Council rose and reported at 6:15 p.m. and reported on the following:
12.1. Sale of Municipal Lots
It was moved and seconded: That Council direct staff to list for sale North Cowichan's 5 waterfront lots on Maple Bay peninsula to fund North Cowichan's contribution to the Maple Bay peninsula local area road service. CARRIED 12.2. Development or Sale of Vacant Municipal Lot (Chemainus)
It was moved and seconded: That Council invite public input on whether North Cowichan should budget to develop and maintain Lot 19…Plan VIP85187 as a "park", or sell it and transfer the proceeds (estimated at $150,000) to the Park Purchase Reserve Fund. CARRIED 13. ADJOURNMENT
The meeting ended at 6:15 p.m.
______Signed by Certified by Mayor or Presiding Member Director of Corporate Services
7 11 Report
Date February 26, 2015 Prospero No. DVP00015 Folio No. 08291-000 To Council File No. 3080-20 15.01 From Kyle Young, Planner Endorsed: Subject Development Variance Permit No. DVP00015 – 1043 Maple Bay Road
Purpose
The purpose of this report is to provide Council with information, analysis and recommendations regarding an application for a Development Variance Permit (DVP) for an existing single family dwelling sited within the required side yard setback.
Background
Property Details The 809 m2 subject property is located at 1043 Maple Bay Road (see Attachments 1 & 2), and is zoned Residential Rural Zone (R1) in the Zoning Bylaw (Attachment 3). The property contains a recently constructed single family dwelling (see site photos in Attachment 4).
Proposal The applicant’s letter of explanation is included as Attachment 5. While siting the foundation for the house, the applicant used the existing fence as an indicator of the location of the side lot line. Following construction, the applicant had the building footprint surveyed (see Attachment 6 for building location certificate), at which time it became known that the house was sited too close to the side lot line. In order to obtain occupancy for the house (final step in building inspection process), the applicant is requesting Council’s approval to reduce the minimum required side yard by 0.12 m (12 cm) from 3.0 m to 2.88 m.
Discussion
The variance request is supported by Staff for the following reasons: 1) the proposed variance is minor; 2) services and utilities are not impacted; and 3) impacts to adjacent properties are not anticipated.
The Zoning Bylaw allows for eaves to project 0.6 m into required yards, therefore the roof overhangs on the house that extend into the side yard are permitted.
Options and Implications
The following options are associated with this application:
Option 1: Deny the requested variance. If the variance is not approved, the house foundation will need to be relocated to conform to the minimum 3.0 m setback established in the R1 Zone.
7030 Trans-Canada Highway | Box 278 | Duncan, BC V9L 3X4 Ph 250.746.3100 Fax 250.746.3133 www.northcowichan.ca 12 Page 2
Option 2: Approve the requested variance. If the variance is approved, the applicant could then obtain occupancy for the house, provided that all other B.C. Building Code requirements have been met.
Neighbouring properties within a 61 m (200 ft) radius of the subject property have been notified of this application, as well as the date, time and location where Council will consider the requested variance. The hearing for this application is scheduled for the Regular Meeting of Council on March 18, 2015.
Recommendation
That Council authorize the issuance of Development Variance Permit No. DVP00015 for a single family dwelling at 1043 Maple Bay Road, in order to vary Section 56(6)(a) of the Zoning Bylaw by reducing the minimum side yard setback from 3.0 metres to 2.88 metres.
Attachment(s): 1. Location Map 2. Orthophoto 3. Zoning Map 4. Site Photos 5. Letter of Rationale 6. Building Location Certificate
7030 Trans-Canada Highway | Box 278 | Duncan, BC V9L 3X4 Ph 250.746.3100 Fax 250.746.3133 www.northcowichan.ca 13
LOCATION MAP DATE: February 26, 2015 Development Variance TYPE: Permit
1043 Maple Bay Road FILE #: DVP00015
SCALE: 1:5,000 q
ATTACHMENT #1 14
ORTHOPHOTO DATE: February 26, 2015 Development Variance TYPE: Permit
1043 Maple Bay Road FILE #: DVP00015
SCALE: 1:500 q
ATTACHMENT #2 15
ZONING MAP DATE: February 26, 2015 Development Variance TYPE: Permit
1043 Maple Bay Road FILE #: DVP00015
SCALE: 1:5,000 q
ATTACHMENT #3 16 ATTACHMENT #4 17 ATTACHMENT #5 18 ATTACHMENT #6 19 North Cowichan Council Meeting - March 18th. 2015:
Presentation on What is Needed to be an Age Friendly Community - Crofton does not meet all of this criteria:
1. Outdoor Spaces and Buildings
2. Transportation
3. Social Participation
4. Community support and Health Services
5. Housing
Carol Donnelly, on behalf of the Crofton Seniors' Society Board of Directors
20 Report
Date March 10, 2015 File: 1810-35
To Council From Mary Beth MacKenzie, Deputy Director of Corporate Services Endorsed: Subject Proposed Fees Amendment Bylaw
Purpose
The purpose of this report is to provide information on proposed changes to “Fees Amendment Bylaw, 2015,” No. 3568, and satisfy the following requirements: 1) section 194 (4) of the Community Charter - for the Municipality to make available to the public, on request, a report respecting how a fee imposed under this section was determined,” and 2) section 5 of Fees Bylaw, No. 3565 – annual Council review of the fees in the Fees Bylaw to ensure they are sufficient to offset associated service-delivery costs.
Background
Staff annually reviews the Fees Bylaw to ensure that the fees are sufficient to offset service-delivery costs. Periodically, the adoption of new bylaws establishes and imposes new fees which must be added to the Fees Bylaw, Council directs staff to adjust fees, and occasionally some fees become redundant as services are no longer provided. Once the fees have been reviewed, staff prepares a new amendment bylaw to Council providing information on the proposed changes.
Discussion
The proposed changes to the Fees Bylaw (numbered below as they are in the bylaw) are as follows:
Section Service / Rationale Number 1 (a) Licence of Occupation – Application (establishes a $200 fee based on the average cost to review an application, draft a licence of occupation, consult with staff, and final review by the Assistant Municipal Solicitor) Municipal lapel pins ($1 fee recovers actual cost of pins) 1 (b) Waste Collection – Annual ($20 annual decrease reflects increase in payment from Multi-Material BC) 1 (c) Ornamental street light replacement (approved by Council - will recover actual cost to replace street lights.) 1 (d) Parcel fees, sewer use fees, water use fees (2% increase approved by Council) 1 (e) Wharf Fees (see table below) (minimal increase to daily, monthly and quarterly wharf berthage fees and some electrical fees to offset increased operational costs, e.g., dumping of dredge material, replacement of pilings)
7030 Trans-Canada Highway | Box 278 | Duncan, BC V9L 3X4 Ph 250.746.3100 Fax 250.746.3133 www.northcowichan.ca 21 Page 2
Item Description Current Fee Proposed Fee 1 Chemainus Wharf Berthage – Daily – $0.90 per foot per $0.90 per foot per October through April day day 2 Chemainus Wharf Berthage – Daily – May $1.25 per foot per $1.30 per foot per through September day day 3 $5.35 per foot per $5.55 per foot per Chemainus Wharf Berthage – Monthly month month 4 $4.40 per foot per $4.60 per foot per Chemainus Wharf Berthage – Quarterly month month 5 Chemainus Wharf Electrical – Daily – 30 $5.25 per day No change amperes 6 Chemainus Wharf Electrical – Daily – 50 $8.40 per day No change amperes $10.00 per month 7 Chemainus Wharf Electrical – Meter rental plus actual No change consumption 8 Crofton Wharf Berthage – Commercial $0.55 per metre $0.60 per metre Fishing Vessel – Daily per day per day 9 Crofton Wharf Berthage – Commercial $4.95 per metre $5.15 per metre Fishing Vessel – Monthly per month per month 10 Crofton Wharf Berthage – Commercial $4.40 per metre $4.60 per metre Fishing Vessel – Quarterly per month per month 11 Crofton Wharf Berthage – Pleasure Craft – $0.75 per foot per $0.80 per foot per Daily day day 12 Crofton Wharf Berthage – Pleasure Craft – $4.30 per foot per $4.40 per foot per Monthly month month 13 Crofton Wharf Berthage – Pleasure Craft – $3.85 per foot per $3.95 per foot per Quarterly month month 14 Crofton Wharf Electrical – Daily – 30 $5.25 per day $5.35 per day amperes $10.00 per month 15 Crofton Wharf Electrical – Meter rental plus actual No change consumption 16 $0.60 per foot per $0.65 per foot per Maple Bay Wharf Berthage – Daily day day 17 $3.15 per foot per $3.25 per foot per Maple Bay Wharf Berthage – Monthly month month 18 $3.00 per foot per $3.10 per foot per Maple Bay Wharf Berthage – Quarterly month month
Recommendation
That Council read a first, second and third time “Fees Amendment Bylaw, 2015”, No. 3568.
7030 Trans-Canada Highway | Box 278 | Duncan, BC V9L 3X4 Ph 250.746.3100 Fax 250.746.3133 www.northcowichan.ca 22
BYLAW 3568 Fees Amendment Bylaw, 2015
The Council of The Corporation of the District of North Cowichan, enacts as follows:
1 The Schedule to the Fees Bylaw, No. 3565, is amended by:
(a) adding the following to section 1 [administrative fees]:
Item Column 1 Column 2 Description Amount 26.1 Licence of Occupation - Application $200 32.1 Municipal lapel pins (first 5 free as per Council policy) $1
(b) striking out “$103” in item 29 [waste collection – annual] of section 6 [engineering fees] and substituting “$83”;
(c) adding the following to section 6 [engineering fees]:
Item Column 1 Column 2 Description Amount 25.1 Ornamental street light replacement Actual cost
(d) repealing sections 8 [engineering fees – parcel fees], 9 [engineering fees – sewer use fees] and 10 [engineering fees – water use] and substituting the following:
ENGINEERING FEES PARCEL FEES (Section 8) Item Column 1 Column 2 Description Amount 1 Sewer – Chemainus Local Area Service $423 2 Sewer – Crofton Local Area Service $393 3 Sewer – South End Local Area Service $185 4 Water – Chemainus Local Area Service $237 5 Water – Crofton Local Area Service $167 6 Water – South End Local Area Service $170
23 ENGINEERING FEES SEWER USE FEES (Section 9) Item Column 1 Column 2 Description Amount 1 Apartments, per dwelling unit – Chemainus $94 2 Apartments, per dwelling unit – Crofton $198 3 Apartments, per dwelling unit – South End $89 Detached Single Family Dwelling with suite, per dwelling unit – 4 Chemainus $134 5 Detached Single Family Dwelling with suite, per dwelling unit – Crofton $255 Detached Single Family Dwelling with suite, per dwelling unit – South 6 End $146 7 Hospital or Care Home, per bed – Chemainus $38 8 Hospital or Care Home, per bed – Crofton $86 9 Hospital or Care Home, per bed – South End $49 10 Hotel, per room – Chemainus $32 11 Hotel, per room – Crofton $62 12 Hotel, per room – South End $32 $806 plus $11.61 per 13 Industry – Chemainus employee over 20 employees $954 plus $7.36 per 14 Industry – South End employee over 20 employees $175 plus $11.12 per washing 15 Laundromat – Chemainus machine $260 plus $16.42 per washing 16 Laundromat – Crofton machine $156 plus $9.83 per washing 17 Laundromat – South End machine 18 Motel, Campground, RV Park, per unit/site – Chemainus $84 19 Motel, Campground, RV Park, per unit/site – Crofton $84 20 Motel, Campground, RV Park, per unit/site – South End $84 21 School, per classroom – Chemainus $134 22 School, per classroom – Crofton $255 23 School, per classroom – South End $146 Other commercial, professional or non-residential premises, per unit – 24 Chemainus $134 Other commercial, professional or non-residential premises, per unit – 25 Crofton $275 Other commercial, professional or non-residential premises, per unit – 26 South End $156 Industrial Wastewater Surcharge, per cubic metre over 300 cubic 27 metres per month $0.20
2 24 ENGINEERING FEES WATER USE (Section 10) Item Column 1 Column 2 Description Amount 1 Annual metered residential – Chemainus $192 2 Annual metered residential – Crofton $333 3 Annual metered residential – South End $149 4 Annual metered apartment – Chemainus $157 5 Annual metered apartment – Crofton $148 6 Annual metered apartment – South End $98 7 Tri-annual strata residential – Chemainus $64 8 Tri-annual strata residential – Crofton $111 9 Tri-annual strata residential – South End $49 10 Tri-annual strata apartment – Chemainus $52 11 Tri-annual strata apartment – Crofton $49 12 Tri-annual strata apartment – South End $33 13 Quarterly metered residential (first 21,000 gallons) – Chemainus $48 14 Quarterly metered residential (first 21,000 gallons) – Crofton $84 15 Quarterly metered residential (first 21,000 gallons) – South End $38 16 Quarterly metered apartment (first 21,000 gallons) – Chemainus $41 17 Quarterly metered apartment (first 21,000 gallons) – Crofton $39 18 Quarterly metered apartment (first 21,000 gallons) – South End $27 19 Quarterly metered commercial (first 21,000 gallons) – Chemainus $81 20 Quarterly metered commercial (first 21,000 gallons) – Crofton $101 21 Quarterly metered commercial (first 21,000 gallons) – South End $48 Monthly residential & commercial excess consumption 22 7,001 to 32,000 gallons (each 1,000 gallons) $1.88 Monthly residential & commercial excess consumption 23 over 32,000 gallons (each 1,000 gallons) $2.77
(e) repealing section 24 [wharf fees] and substituting the following:
WHARF FEES (Section 24) Item Column 1 Column 2 Description Amount 1 Chemainus Wharf Berthage – Daily – October through April $0.90 per foot per day 2 Chemainus Wharf Berthage – Daily – May through September $1.30 per foot per day 3 Chemainus Wharf Berthage – Monthly $5.55 per foot per month 4 Chemainus Wharf Berthage – Quarterly $4.60 per foot per month 5 Chemainus Wharf Electrical – Daily – 30 amperes $5.25 per day 6 Chemainus Wharf Electrical – Daily – 50 amperes $8.40 per day $10.00 per month plus 7 Chemainus Wharf Electrical – Meter rental actual consumption 8 Crofton Wharf Berthage – Commercial Fishing Vessel – Daily $0.60 per metre per day 9 Crofton Wharf Berthage – Commercial Fishing Vessel – Monthly $5.15 per metre per month
3 25 WHARF FEES (Section 24) Item Column 1 Column 2 Description Amount 10 Crofton Wharf Berthage – Commercial Fishing Vessel – Quarterly $4.60 per metre per month 11 Crofton Wharf Berthage – Pleasure Craft – Daily $0.80 per foot per day 12 Crofton Wharf Berthage – Pleasure Craft – Monthly $4.40 per foot per month 13 Crofton Wharf Berthage – Pleasure Craft – Quarterly $3.95 per foot per month 14 Crofton Wharf Electrical – Daily – 30 amperes $5.35 per day $10.00 per month plus 15 Crofton Wharf Electrical – Meter rental actual consumption 16 Maple Bay Wharf Berthage – Daily $0.65 per foot per day 17 Maple Bay Wharf Berthage – Monthly $3.25 per foot per month 18 Maple Bay Wharf Berthage – Quarterly $3.10 per foot per month
2 Fees Bylaw, No. 3470, is repealed.
______
READ a first time on READ a second time on READ a third time on ADOPTED on
CORPORATE OFFICER PRESIDING MEMBER
4 26 Report
Date March 12, 2014 File: 0360-20 BIA CH
To Council From Mark Ruttan, Director of Corporate Services/Deputy CAO Endorsed: Subject Chemainus Business Improvement Area Renewal
Purpose
The purpose of this report is to recommend that Council re-establish the Chemainus Business Improvement Area (BIA) for a three-year period.
Background
The Chemainus BIA is a local service that has been organized to carry out a business promotion scheme for the community of Chemainus. The money to pay for the scheme is collected by the Municipality as a local service tax from Class 6 (Business and Other) Chemainus property owners and advanced to the organization doing the promotion. Last year was the final year of the most recent BIA. The organizers would like to re-establish the BIA for three years. The difference from the last BIA is that this BIA will be for 3-years, and the last BIA was for one-year. Also, the new mall at Chemainus Road and Oak Street will be excluded from the BIA at the request of the BIA Board.
Recommendation
That Council (1) give notice that it intends to create a new Business Improvement Area for Chemainus, unless a valid petition against this service is presented within 30-days after notice had been given, and (2) that Council read a first, second and third time "Chemainus Business Improvement Area Bylaw", No. 3569.
Attachments: Bylaw 3569 – Chemainus Business Improvement Area Bylaw BIA Notice – Petition Critical Timeline BIA Notice - Advertisement
7030 Trans-Canada Highway | Box 278 | Duncan, BC V9L 3X4 Ph 250.746.3100 Fax 250.746.3133 www.northcowichan.ca 27
BYLAW 3569 CHEMAINUS BUSINESS IMPROVEMENT AREA BYLAW The council of the Corporation of the District of North Cowichan enacts as follows: 1 In this bylaw the words below have the following meanings: Aapplicant@ means the Chemainus B.C. Business Improvement Association, or a successor organization; Abusiness improvement area@ means the local service area designated in section 2 of this bylaw; 2 For the purposes of this bylaw, the business improvement area to which this bylaw applies is comprised of those tracts of land within the areas designated as Sub-Areas 1, 2, and 3 on Schedule AA@. 3 Council is empowered to grant to the applicant the sum of approximately $90,000, on or before August 1, 2015, 2016 and 2017. 4 The money granted under this bylaw must be expended only (a) by the applicant, (b) in accordance with the conditions and limitations set out in this bylaw, and (c) for the business promotion scheme described in Schedule AB@. 5 The money granted to the applicant under this bylaw must be recovered within the business improvement area from the owners of land within that area. 6 For the purpose of recovering the monies granted to the applicant under this bylaw, the Council must impose a property value local service tax on all properties within the business improvement area, as set out in Schedule AC@. 7 Money granted pursuant to this bylaw must be expended only for projects provided in the annual budget submitted by the applicant. 8 No payments may be made by the applicant unless the payments are within the amounts set out in the budget. 9 The applicant must account for the money granted to it by submitting to the Municipality an annual financial statement, prepared in accordance with generally accepted accounting principles, which must include a balance sheet and statement of revenue and expenditure. 10 The applicant must not incur any indebtedness or other obligations beyond each budget year. 11 The applicant must provide to the Municipality copies of insurance policies insuring the applicant in accordance with the specifications set out in Schedule AD@, which insurance must be maintained by the applicant. 1 28 12 Schedules AA@ through AD@ form part of this bylaw. 13 This bylaw must cease to have effect on the 1st day of May, 2018. 14 This bylaw repeals "Chemainus Business Improvement Area Bylaw", No. 3533.
______
READ a first time on READ a second time on READ a third time on ADOPTED on
CORPORATE OFFICER PRESIDING MEMBER
2 29 3
30 SCHEDULE "B"
Business Promotion Scheme
1 Advertising and Promotion 2 Beautification of streets, sidewalks or municipally owned land, buildings or structures in the Business Improvement Area 3 Special Events 4 Related Administration
4
31 SCHEDULE "C"
Chemainus Business Improvement Area
Annual Charges
For the years 2015 - 2017, the owners of properties liable to be specially charged will be charged rates per thousand dollars of assessed value as follows:
Sub-Area Ratio Charged on Assessed Value
1 $ 4.25
2 3.50
3 2.50
Note: The tax will be applied only to properties within the BIA area outlined on Schedule “A” that have both land and improvements classified by the B.C. Assessment Authority as “business and other” (Class 6). For certainty, residential (Class 1) land and improvements will not be subject to the tax.
5
32 SCHEDULE "D"
Insurance Specifications
1 The Applicant must provide and maintain Comprehensive General Liability Insurance acceptable to North Cowichan, and subject to limits of not less than TWO MILLION DOLLARS ($2,000,000.) inclusive per occurrence for bodily injury, death, and damage to property including loss of use thereof. The insurance must cover anyone employed directly or indirectly by the Applicant, as well as any contractor or subcontractor hired by the Applicant. 2 North Cowichan must be named as an additional insured under the Comprehensive General Liability. 3 The Applicant must provide North Cowichan with a copy of its Comprehensive General Liability insurance policy prior to North Cowichan providing funding under Section 3 of this Bylaw. 4 The Applicant=s Comprehensive General Liability policy must contain an endorsement to provide North Cowichan with 30-days written notice of change or cancellation of the policy.
6 33 Chemainus Business Improvement Area Notice
At the request of the Chemainus BC Business Improvement Association, the North Cowichan Municipal Council gives notice that it intends to re-establish a Business Improvement Area (BIA) for Chemainus to replace the current, expired BIA. The new BIA would be for 3 years. The purpose of the BIA is to conduct a business promotion scheme for downtown Chemainus through advertisement, promotion, beautification, special events, and administration. The boundaries and 3 sub-areas of the BIA are shown on the map.
The estimated cost of the service is approximately $90,000. A property value tax will be used to recover all of the costs of the BIA from affected property owners. The tax will be applied only to properties within the area outlined on the map that have both land and improvements classified by BC Assessment as “business and other” (class 6). For certainty, residential (Class 1) land and improvements will not be subject to the tax. Within the BIA boundary there will be 3 different property value taxes, per thousand dollars of assessed value: $4.25 for Sub Area 1, $3.50 for Sub Area 2, and $2.50 for Sub Area 3.
The Municipal Council may proceed to re-establish the BIA, unless a valid petition against the BIA is presented by 4:30 pm on April 27, 2015. A valid and sufficient petition against this initiative requires that the owners of at least 50% of the properties, who among them represent at least 50% of the assessed value of the land and improvements that would be subject to the BIA tax, sign and submit counter petitions by the deadline. Blank petition forms are available at the North Cowichan Municipal Hall (7030 Trans-Canada Hwy), during regular office hours, or by email from: [email protected]
Petition Against BIA Re-establishment
We, the undersigned owners of parcels liable to be specially charged under a proposed re-established Business Improvement Area (BIA) of Chemainus, do hereby petition Council NOT to proceed with the re-establishment of the BIA.
Name of Owner Street Address of Signature of Petitioner Date Property in Proposed BIA
Where more than one person owns a property, a majority of the owners must sign to show they oppose the re- establishment of the BIA. 34
Critical Timeline
Date March 12, 2015 File: 0360-20 BIA CH
Event 2015 Renewal of the Chemainus BIA Subject Chemainus Business Improvement Area Bylaw No. 3569
March 17 Send Notice to local newspaper
March 18 Council reviews report on BIA, authorizes Council initiative process, and gives three readings to the Bylaw
March 19 Mail notice to Chemainus property owners
March 20 First Notice appears in newspaper
March 20 Post Notice on website and bulletin board
March 25 Second Notice appears in newspaper
April 27 Deadline for receipt of counter petitions
April 28 Corporate Officer determines and certifies counter petition results
April 29 Report submitted for inclusion on May 6th Council agenda
May 6 Council accepts report & certificate, and adopts Bylaw.
35
Chemainus Business Improvement Area The North Cowichan Municipal Council gives notice that it intends to re-establish a Business Improvement Area (BIA) for Chemainus to replace the current, expired BIA. The proposed BIA is for 3 years. The purpose of the BIA is to conduct a business promotion scheme for downtown Chemainus through advertisement, promotion, beautification, special events, and administration. The boundaries and 3 sub-areas of the BIA are shown on the map below. The estimated cost of the service is approximately $90,000. A property value tax will be used to recover all of the costs of planning and implementing the business promotion scheme from affected property owners. The tax will be applied only to properties within the area outlined on the map that have both land and improvements classified by BC Assessment as “business and other” (class 6). For certainty, residential (class 1) land and improvements will not be subject to the tax. Within the BIA boundary there will be 3 different property value taxes, per thousand dollars of assessed value: $4.25 for Sub Area 1, $3.50 for Sub Area 2, and $2.50 for Sub Area 3.
The Municipal Council may proceed to re- establish the BIA, unless a valid petition against the BIA is presented by 4:30 p.m. on April 27, 2015. Blank petition forms are available at the North Cowichan Municipal Hall (7030 Trans- Canada Highway), during regular office hours, or by email from: [email protected].
7030 Trans-Canada Highway | Box 278 | Duncan, BC V9L 3X4 T 250.746.3100 F 250.746.3133 www.northcowichan.ca
36 Report
Date March 7, 2014 File:
To Council From Mary Beth MacKenzie, Deputy Director of Corporate Services Endorsed: Subject Sponsorship – BC Sports Hall of Fame
Purpose
The purpose of this report is to consider a request from the BC Sports Hall of Fame, to sponsor the induction of Crofton resident, Emily Zurrer, into the BC Sports Hall of Fame.
Background
North Cowichan recently received a request (copy attached) from the BC Sports Hall of Fame inviting sponsorship of the induction of Emily Zurrer, a member of the 2012 Olympic Women’s Soccer Team, into the BC Sports Hall of Fame. Induction ceremonies will take place in Vancouver on May 28, 2015.
Discussion
On May 28, 2015, the 5 BC members of the 2012 Canadian Olympic Women’s Soccer Team will be inducted into the BC Sports Hall of Fame: Karina LeBlanc (Maple Ridge), Sophie Schmidt (Abbotsford), Christine Sinclair (Burnaby), Brittany Timko (Coquitlam), Emily Zurrer (Crofton). This team overcame a controversial semifinal loss to the US to win a dramatic bronze medal at the 2012 Olympic Games in London, defeating France 1-0 on a late goal. It marked Canada’s first medal in a traditional summer team sport since 1936.
Emily Zurrer was inducted into the North Cowichan / Duncan Sports Wall of Fame in 2012. Emily, who was raised in Crofton, has had an incredibly successful sports career in soccer. She was a member of the Cowichan Valley Soccer Association for many years. Following her high school graduation, Emily joined the University of Illinois Fighting Illini in 2005, and is one of the most decorated players in Fighting Illini history. Emily was named a three- time All-American, received three first-team All-Tournament Big Ten honours, and was named Big Ten Defensive Player of the Year.
Emily has also represented Canada on the biggest stage in Soccer. She first represented Canada at the age of 15 in 2003. In 2004, she competed at the CONCACAF Women’s Under-20 Championship in Ottawa and was named the Tournament’s most valuable player. Her career has included playing in the 2004 (Gold) and 2006 (Silver) CONCACAF Women's Under-20 Championships, the 2006 FIFA U-20 Women's World Cup, the 2009 (Gold), 2010 (Gold), 2011 (Silver) and 2012 (Silver) Cyprus Women's Cup, 2010 (Gold medal) CONCACAF championships, 2011; 2011 FIFA Women's World Cup, 2008 and 2012 (Bronze) Olympic Games.
Emily continues to be proud of her roots, and recently attended a surprise birthday party for Bill Keserich of the Cowichan Valley Soccer Association.
Options
I spoke with a representative of the BC Sports Hall of Fame to discuss additional options for Council to consider in support of Emily’s induction. They have suggested the following:
1. a $6,000 sponsorship (as outlined in the attached correspondence);
7030 Trans-Canada Highway | Box 278 | Duncan, BC V9L 3X4 Ph 250.746.3100 Fax 250.746.3133 www.northcowichan.ca 37 Page 2
2. a monetary contribution to the “Heros in You” youth education program - a free resource available to teachers and students to help motivate children to find the champion within themselves, learn about BC’s Olympic athletes and discover the special contributions and challenges of BC’s women athletes; and 3. the donation of an item for the event auction.
While there is no doubt that our community is proud of the incredible accomplishments of Ms. Zurrer and impressed with her many achievements, Council will need to consider the best option to show its support of her induction into the BC Sports Hall of Fame. Given that the event is in Vancouver, Council will need to weight whether there is full value in the $6,000 sponsorship which includes promotional consideration, tickets to events and hospitality benefits.
Recommendation
That Council receive the Deputy Director of Corporate Services’ March 6, 2015 report, and support the induction of Emily Zurrer into the BC Sports Hall of Fame through: 1) a $6,000 medal sponsorship; 2) a donation of $______to the BC Sports Hall of Fame “Heroes in You” youth education program, or 3) an EJ Hughes framed print for the event auction.
Attachment: 1
7030 Trans-Canada Highway | Box 278 | Duncan, BC V9L 3X4 Ph 250.746.3100 Fax 250.746.3133 www.northcowichan.ca 38 Ruth Paulsen
From: ruth reynolds
Hello Mayor and Councillors: We are excited to be inducting Emily Zurrer, member of the 2012 Olympic Women's Soccer Team into the BC Sports Hall of Fame May 28. Knowing how proud you must be of Emily, whose hometown is Crofton, I thought I would ask if you would like to take this opportunity to sponsor her induction? I have included a sponsorship package for your review.
Some brief notes about the Banquet of Champions: • Induction into the BC Sports Hall of Fame is the highest honour accorded in BC for sporting achievement • The Banquet of Champions attracts 700-800 sports and business leaders • The Canadian Olympic Committee is attending • Numerous high performance athletes and Olympians attend • Politicians attend depending on their schedule: The Premier, Lieutenant-Governor, Minister of Sport • MC'd by Global TV's Steve Darling
Next Tuesday, I will call you to follow up.
Thank you for your consideration. RuthReynolds
RUTH REYNOLDS Business Development Manager BC Sports Hall of Fame 777 Pacific Boulevard South Vancouver, BCV6B4Y8 p. 604.687.5520x23 f. 604.687.5510 located at Gate A, BC Place, Vancouver www,bcsportshalloffame.com BC Sports Hall of
I ,-...'■ I .
Mt'K'N' ■
Ihureday.M*yIS,2015 | V«tuouv«rC 39 MEDAL SPONSORSHIP THE Presented by; BANQUET of CANADIAN BC SPORTS CHAMPIONS DIRECT HALL OF FAME INSURANCE .e-vn Bjnl Thursday May 28,2015 Vancouver Convention Centre West Honouring the Past. Inspiring the Future. 40 2015 Banquet of Champions Of life's endeavours, sport is one that we can all play. It may begin in the schoolyard, back lot or street. Sport has enormous potential to define how we live and learn, to shape and define who we are. Each year, through an extensive review and selection process, a few select individuals are inducted into the BC Sports Hall of Fame in recognition of their outstanding sporting achievements. The Banquet of Champions is an evening of honour and celebration, recognizing those achievements. Induction into the BC Sports Hall of Fame is the highest recognition awarded to an athlete, team, builder or media in British Columbia. A prestigious sports gala, the Banquet of Champions, held annually since 1967, attracts 700-800 sports and business leaders. By becoming a sponsor, you are helping us fuel the passion! 41 Medal Sponsorship Pre-event Promotion: Colour corporate logo on electronic communication Corporate logo in minimum two print ads with The Province and Vancouver Sun Colour corporate logo on www.bcsportshalloffame.com homepage Colour corporate logo on www.bcsportshalloffame.com Banquet of Champions page Promotion at the Banquet of Champions: Being on stage during medal presentation Corporate logo in evening program Corporate logo on sponsor signage on-site Quarter page print ad in the evening program Colour corporate logo on audio-visual slide presentation corresponding to sponsored inductee Colour corporate logo on audio-visual slide presentation throughout evening 42 Tickets: 2 tickets to the Honoured Members Reception May 27, 2015 2 tickets to the VIP Reception immediately before Banquet May 28, 2015 4 tickets to the Banquet of Champions May 28, 2015 Hospitality Benefits: 20 Admission passes to the BC Sports Hall of Fame Invitations to Featured Exhibits at the BC Sports Hall of Fame Promotion after the Banquet of Champions: Corporate logo in 2 thank you ads in the Vancouver Sun & Province Sponsorship Report Corporate logo in minimum 2 electronic newsletters Colour corporate logo on www.bcsportshaUoffame.com homepage Colourcorporate logo on www.bcsportshalloffame.com Banquet of Champions page Colour corporate logo on giant digital screen outside BC Place in Terry Fox Plaza 43 YourInvestment:$6,000 SilentorLiveAuctionPrize:(optional) 44 As agreement of our commitment, signed by Date Corporate Signing Officer, Position Title Ruth Reynolds, Business Development Manager, BC Sports Hall of Fame Company Name Contact Name Mailing Address Phone Email 45 Report Date February 24, 2015 File: To Council From Dave Devana, Chief Administrative Officer Endorsed: Subject RCMP – Pre-Design and Cost Analysis for New Detachment Purpose The purpose of this report is to request Council approval to award a contract for pre-design and cost analysis for the new RCMP detachment, and to request approval to seek an architect for the new detachment through a Request for Proposals (RFP) process. Background The existing 18,000 sq. ft. RCMP detachment at 6060 Canada Avenue was opened in 1980 and has reached the end of its productive life. The current detachment is undersized, out-dated and is located within an unprotected floodplain. It can no longer effectively meet the needs of the RCMP. Under the Municipal Police Unit Agreement, the Municipality is required “to provide and maintain at no costs to Canada or the Province accommodation that is fit for use by the Municipal Police Unit and support staff”. The accommodation provided for the use of the Municipal Police Unit and Support must be to the satisfaction of the Commissioner and must meet the security standards of the RCMP. While it is known our facility does not meet the current standards, the RCMP has been working with the Municipality to move to a new detachment rather than spend significant funds updating the current facility. In 2014 the first major step to build a new detachment was realized when the Municipality purchased a 2.85 acre property on the corner of Drinkwater and Ford Roads (across Drinkwater Road from the Walmart). The next step in the process is to award a contract to a Pre-design and Cost Analysis consultant, and prepare a RFP to engage an architect for the design of the new detachment. Discussion Staff have been consulting with other municipalities who have delivered new RCMP detachments to their communities including Kelowna, Ladysmith and Prince George. It is recommended that after completing the RCMP Detachment Space Analysis (attached) that we engage a Pre-design and Cost Analysis consultant to prepare a pre-design (conceptual design) based on a detailed assessment of the RCMP Detachment Space Analysis, and functional analysis with RCMP Division E and North Cowichan/Duncan Detachment staff. At this time the preliminary estimate of the space requirement for the new detachment is 32,198 sq. ft. as per the RCMP Detachment Space Analysis. 7030 Trans-Canada Highway | Box 278 | Duncan, BC V9L 3X4 Ph 250.746.3100 Fax 250.746.3133 www.northcowichan.ca 46 Page 2 Based on advice received from staff from the other communities it is highly recommended that we engage the Pre-Design and Cost Analysis consultant prior to engaging the architect to complete the detailed design for the building because it will ultimately streamline the detailed design process and save the municipality at the detailed design stage. It is recommended that the Pre-design and Cost Analysis work be direct awarded to Process Four who specialize in this work and have a local expert that is an architect by trade, and is highly recommended. It is expected this work will cost approximately $35,000. It is also recommended, prior to the completion of the pre-design and cost analysis phase, that we issue a RFP to engage an architectural company to complete the detailed design phase of the project. The plan is to have the Pre-design and Cost Analysis consultant work with the selected architectural company during the completion of the detailed design phase of the project. It is expected that the project will proceed as follows: Phase 1 – Pre-design and Cost Analysis (2015) Phase 2 – Detailed Design (2015) Phase 3 – Borrowing approval for Alternative Approval Process (2016) Phase 4 – Construction of new detachment (2016 and 2017) Implications The Financial Plan for both 2014 and 2015 allocated $500,000 for the design phase of the project. In planning for this project the Municipality has saved these funds and so the funding for completion of Phase 1 and Phase 2 is available. It is expected that architectural design fees will be in the order of 2.5% or $350,000 based on a $14 million building cost. Currently the North Cowichan/Duncan Detachment is a blended detachment with a Municipal Police Unit and non-Municipal Police Unit (Provincial and Federal). All costs for the pre-design, detailed design and construction will be accumulated in a capital account for the new detachment, and the Municipality will be reimbursed through a long-term lease for the non-Municipal Police Unit costs which at this time are estimated at 47%. Recommendation That Council approve the direct award of a contract to Process Four up to $35,000 for the Pre-design and Cost Analysis; and That Council authorize staff to issue a Request for Proposals for the detailed design of the new RCMP Detachment. Attachments (2): Process Four Process Letter (dated February 9, 2015) RCMP Detachment Space Analysis 7030 Trans-Canada Highway | Box 278 | Duncan, BC V9L 3X4 Ph 250.746.3100 Fax 250.746.3133 www.northcowichan.ca 47 PROCESS FOUR… 108- 991 Hornby Street; Vancouver, BC; V6Z 1V3 voice: (604) 687-7747 email: [email protected] MEMORANDUM TO: DAVID CONWAY FROM: Jim Sumi NUMBER OF PAGES: 2+2 DATE: Monday, 09 February 2015 PROJECT NUMBER: B5xx RE: PROPOSAL OF SERVICES- RCMP DETACHMENT DAVID, please accept this memo and accompanying Task Outline as a proposal for pre- design planning for a new RCMP Detachment for North Cowichan and Duncan. We believe the outlined scope of work will provide you with a much higher level of certainty in design parameters and project budget, than if you were to proceed with design based on the Detachment Space Analysis. Please call if we can clarify any of the points in this memo and we would be delighted to discuss how we might modify the scope of work to better suit your needs and budget. b5xx_dcmemo_09feb15.docx PLANNING DECISIONS PARTICIPATION DIALOGUE 48 MEMORANDUM 2 PROPOSAL David Conway Monday, 09 February 2015 TASK OUTLINE The tasks that we believe are required for implementing a process involving your selected design team during the final stages, are organized into five groups: PROJECT INITIATION- meet with key stakeholders, including E Division representatives and orient all participants to process and objectives; ROLE & MANDATE CHANGE- to establish assumptions about the changes affecting functional/operational criteria and resources; RESOURCE IMPACTS- to determine the resource impacts required to respond to demand and functional/operational changes. Resources include staff, space, and costs; Organizational Concepts- ideas about how the facility and it’s parts should be organized; and Site Stacking- a diagram showing the disposition of elements on the site, to provide the design team with a user-generated concept for how the building and site could be organized. If the design team for the project has been selected, this diagram will comprise ‘concept design’. As discussed, we have also included time and fee allocations for several other task groups: COST CONSULTANT ALLOCATION- the input of a cost consultant at the mid-point and end of our work will increase the reliability of construction and project budget allocations. Our recommendation is that the cost consultant be engaged directly by your organization in order to provide more direct accountability as well as continuity throughout the planning and design process. DESIGN TEAM ALLOCATION- if you should decide not to select and engage a design team in time to overlap the latter stages of our process with the beginning of the design process, we have outlined some assumptions about fees for an architect to work with us in preparing site stacking diagrams. SPACE DATA- depending upon the selected design team, it may be helpful to document detailed information about some of the specialized spaces required. The Detachment Standards manual is more than adequate in describing most such spaces. It is assumed that a Detachment of the size envisioned will not require additional space data. FORMAL DOCUMENTATION- if you decide to separate our process from the design process with your architect of record, you may wish to have a final, formal document. Such a document is usually helpful in making funding submissions, or in establishing a baseline for projects that may be delayed in funding. b5xx_dcmemo_09feb15.docx PROGRAMMING DECISION-SUPPORT PLANNING FEASIBILITY 49 RCMP DETACHMENT SPACE ANALYSIS SPACE CALCULATOR WORKSHEET 99 Person Generic Detachment (with Variances) Detachment Name: FTE Calculation Data Total FTE's Largest Shift RM's Based on 5 year projection from Occupancy 99 63 70 FTE values automatically Inputed from "Data Input" Tab. Total Standard Non-Standard m2 Variance PMM Standard Basic m2 Basic m2 Space Definition # Required from SQ FT Justification for Variance from Standard Notes and Comments Ref. # Basic m2 (as per Requested Flag Standard # Required) (see Comment) 100 PUBLIC ACCESS 101 Public Reception / Waiting Area 9.5 1 9.5 1 102.2 May increase as per size of Detachment and entrance configuration. Public Washroom, Handicap Accessible 515.0 1 53.8 Unisex, H/C Accessible, Adjacent to Front Entry. Public Reception / Public Counter 313.0 1 32.3 3m2 Public counter, may increase as per size of Detachment. Public Reception / Staff Counter 313.0 1 32.3 2nd counter required to manage requests for civil fingerprinting, criminal re 3m2 Staff counter. Vestibule, Public 3.5 1 3.5 1 37.7 Large vestibuole required to manage acess to the Building, acess to the Ci Energy Management Feature. New 1xx Victim Services Suite 17.2 1 17.2 185.1 Integrated Community and Police based victim services unit doubles the o Size may be adjusted as per specific Detachment requirements. Justification required for any increase in size. 1 qgpggp , dedicated spafe off of the public vestibule required Criminal Record checks now require fingerpringting for all processes, dedicated spafe off of the public vestibule New 1xx Crim. Records/Civil Fingerprinting 313.0 1 32.3 required Sub-Total: 44.2 475.6 200 OFFICE 201 Private Offices 1 Detachment or Unit Commander (closed) 13.9 1 13.9 1 149.6 Consider 13.9m2 size to better address the duties of the I/C of a Detachment. PMM current standard is 11m2. All of the listed positions provide operational guidance nd individual dioscipline to members routinely that require Other eligible (closed) 11 9 99.0 1 1065.2 Ops NCO and Admin NCO for Performacne meetings and dicipline, GIS Nthe privacy of an office, additional areas of justificationare as noted for each position Shared Occupancy Suite (closed): m2 per FTE 8.3 5 41.5 1 446.5 202 General Office 1 Shift Supervisor(s) (RM) 8.3 8 66.4 1 714.5 Administrative Workstation(s) 7.4 24 177.6 1 1911.0 Operational Regular Member (RM) Workstation(s) 5.5 21 115.5 1 1242.8 New 2xx 1 9.5m2 for business equipment (photocopier, fax, shredder, etc.) document handling/prep and mail + 1.5m2 for Business Centre 11 1 11.0 118.4 Office Supplies New 2xx Coat Closet see Notes 1 1 Coat Closet per 15 employees. Locate near employee vestibule. New 2xx Watch Clerk Office 11 1 11.0 1 118.4 Clerk assigned to each watch, motoring radio requests, transcription, PRIME requires dedicated space Sub-Total: 535.9 5766.3 300 GENERAL SUPPORT New size to better address basic configuration of equipment (existing PMM minimum is 12m2). Increase m2 for 301 Exercise Room 15 1 15.0 1 161.4 larger detachments with justification. Justification required. Indoor parking for Skidoos / Quads / Boats / standby police vehicle / seized vehicle / etc.. 302 Garage Bay 31.5 1 31.5 338.9 Recommended interior dim.(7.3m X 4.3m); to be adjusted to specific need. If detached garage, the interior dim's 1 Secure parkign for large exhibits, vehicles for ident examination if there is nare identical but add allowance for wall thicknesses and ext. door(s). additional bay (7.3m X 3.1m) 23 3 69.0 1 742.4 Bike unit requires deployument bay for storage of 12 bicycles and related eJustification required. An area where stocked items are stored, e.g. stationery supplies, forms, community policing brochures/literature, 303 General Storage Room Min. size for 7 FTE's 9.5 1 9.5 1 102.2 Delivery and transitionbay for intake of delivered items\ miscellaneous items. add for each FTE over 7 0.7 92 64.4 1 692.9 Adjacent to Public Access and General Office. Space for table, 2 chairs & circulation. Optional couches for Soft 304 Interview Room 9.5 2 19.0 1 204.4 Integrated Victim Services unit will expand the number of local interviews c interview. add if room is to be used by Victim Services as well 1.5 1 1.5 1 16.1 305 Men's Locker Room Min. size for 8 RM's at 60% 5.6 1 5.6 1 60.3 PMM calculates the number of male FTE's = 75% of total FTE's. Current reality = 60% of total FTE's. Ratio add for each additional RM over 8 at 60% (see Notes) 0.70 55 38.5 1 414.3 should be modified to suit specific need. add for use by CM/PS/ME/Auxiliary FTE's at 60% 0.35 30 10.5 1 113.0 Handicap Shower 2.80 1 2.8 1 30.1 Minimum of 1 shower per locker room. Provide area in front of shower for drying off . Canada Labor Code add for each additional Shower (non-handicap) 1.5 6 9.0 1 96.8 indicates 1 shower per 10 employees under hazardous conditions. 50 Page 1 of 4 Total Standard Non-Standard m2 Variance PMM Standard Basic m2 Basic m2 Space Definition # Required from SQ FT Justification for Variance from Standard Notes and Comments Ref. # Basic m2 (as per Requested Flag Standard # Required) (see Comment) 305 Women's Locker Room Min. size for 8 RM's at 40% 5.6 1 5.6 1 60.3 PMM calculates the number of female FTE's = 25% of total FTE's. Current reality = 40% of total FTE's. Ratio add for each additional RM over 8 at 40% (see Notes) 0.70 37 25.9 1 278.7 should be modified to suit specific need. add for use by CM/PS/ME/Auxiliary FTE's at 40% 0.35 20 7.0 1 75.3 Handicap Shower 2.80 1 2.8 1 30.1 Minimum of 1 shower per locker room. Provide area in front of shower for drying off . Canada Labor Code add for each additional Shower (non-handicap) 1.5 4 6.0 1 64.6 Large number of office staff requires additional room for female lockers to indicates 1 shower per 10 employees under hazardous conditions. 306 Multipurpose Room Min.size for 6 FTE's (largest shift) 14 1 14.0 1 150.6 Minimum (6 FTE's on largest shift). For public or other meetings, briefings, trainings etc. add for each additional FTE over 6 (largest shift) 1.4 57 79.8 1 858.6 307 Secure Records 1 to 4800 files 4 1 Calculate based on Paper Files per year x 5 years. 4801 to 9000 files 6 1 Calculate based on Paper Files per year x 5 years. 9001 to 10800 files 7.4 1 Calculate based on Paper Files per year x 5 years. 10801 to 18000 files 11.1 1 Calculate based on Paper Files per year x 5 years. 18001 to 25200 files 14.8 1 14.8 1 159.2 Calculate based on Paper Files per year x 5 years. 25201 to 32400 files 18.5 1 Calculate based on Paper Files per year x 5 years. New 3xx Vestibule, Employees 3.5 1 3.5 1 37.7 Energy Management Feature. Access through Secure Compound. New 3xx Kitchenette and Lunchroom 1 TBR in consideration of Canada Labor Code and TB Standards. Based on largest Shift. 2 - 4 m2 allowed; for small detachments may be incorporated into Multi-purpose Room. (1-4 employees) 2 1 Adjust to specific needs and design requirements. Based on largest shift. 5 - 12 m2 allowed; exact size should be adjusted to specific needs and design (5-10 employees) 5 1 requirements. Based on largest shift. 13 - 19 m2 allowed; exact size should be adjusted to specific needs and design (11-25 employees) 13 1 requirements. Based on largest Shift. 20 - 30 m2 allowed; exact size should be adjusted to specific needs and design (26-50 employees) 20 1 20.0 1 215.2 requirements. New 3xx Men's Washroom see Notes 1 1 In Gross-up, Min 2 Urinals, 2 Stalls or per Code. Amalgamate with Locker Room whenever possible. New 3xx Women's Washroom see Notes 1 1 In Gross-up, Min 2 Stalls or per Code. Amalgamate with Locker Room whenever possible. New 3xx Janitor's Closet see Notes 1 1 In Gross-up. 5 m2 Minimum/per floor ( minimum of 1 per floor and one near cells). New 3xx Mechanical / Electrical Room see Notes 1 1 In Gross-up; adjust to specific needs and design / equipment requirements. New 3xx Training Room/Media Scrum room 93 1 93.0 1 1000.7 Training Room Trainingn room to accommodate local training, class sizes of 30 and an additional kitchen area, washroom area Sub-Total: 548.7 5904.0 51 Page 2 of 4 Total Standard Non-Standard m2 Variance PMM Standard Basic m2 Basic m2 Space Definition # Required from SQ FT Justification for Variance from Standard Notes and Comments Ref. # Basic m2 (as per Requested Flag Standard # Required) (see Comment) 400 OPERATIONAL SUPPORT 401 Cold Storage Room Min. size for 7 RM's 14 1 14.0 1 150.6 For tires, lawnmowers, snow blowers, etc. add for each Operational RM over 7 0.7 63 44.1 1 474.5 Overnight Exhibits Min. size for 10 RM's 6.5 1 6.5 1 69.9 402 add for each Operational RM over 10 0.5 60 30.0 1 322.8 Secure Exhibits 15 1 15.0 1 161.4 add for each Operational RM over 10 1 60 60.0 1 645.6 403 Found Property Storage Room 14 1 14.0 1 150.6 add for each Operational RM over 7 0.7 63 44.1 1 474.5 404 Main Work Area Radio Station 1.5 1 1.5 1 16.1 Justification required. Adjust to specific need. New 4xx Archive Storage Room 1 Justification required. Adjust to specific need. 1 to 10800 files 4 1 10801 to 18000 files 5.5 1 18001 to 25200 files 7.4 1 7.4 1 79.6 25201 to 32400 files 9.3 1 New 4xx Police Equip. Storage (Weapons/Ammunition/Radios) 7.6 4 30.4 1 327.1 Operational storgae of uit specific equipment to maximize efficiency and m Justification required. Adjust to specific need. add for each Operational RM over 7 0.7 63 44.1 1 474.5 0.6 m2 for every 3 RM's - 3 rows stacked of 0.6m Wx 0.6m Hx 0.9m D storage shelving located in proximity of New 4xx Duty Bag Storage 0.6 2 1.2 12.9 employee entrance to Detachment from Vehicle parking lot. For larger detachments may be incorporated within 1 the Police Equipment Storage Room. New 4xx Monitor Room 6424.0 1 258.2 Monitor Room required for each interview room, total of 4 interview rooms in this Detachment. New 4xx Project Room Minimum space for up to 6 RM's 14 1 14.0 1 150.6 Reviewed and reduced from 15m2 to 11m2. Modification to be confirmed. Justification required. add for each additional RM over 6 1.4 18 25.2 1 271.2 Project room must accommodate 24 members to manage project based investigations with CFSEU, VIIMCU and other major case management files which are rooutinely conducted internall New 4xx Secure Fax Room 4 1 Justification required. New 4xx Telephone Closet 212.0 1 21.5 LAN Room also accommodates the equipment rack for the CCVE cell monitoring equipment and any other New 4xx LAN Room / CCVE / UPS / Security Alarm 9.2 1 9.2 99.0 'building' related CCVE equipment (excluding interview rooms). UPS and Security Alarm Panel co- located in the 1 LAN Room. Add 2m2 for each additional rack. New 4xx Municipal Server Room 5.2 1 5.2 1 56.0 Size must accommodate local needs including CCTV, which may require itAs required. Officer in Charge boardroom to conduct management/adminitrative/community meetings, adjascent to the OIC New 4xx Board Room 1 20.0 1 215.2 OIC to host community memebrs, hold disciplinary hearings without inpingi office Sub-Total: 411.9 4432.0 500 PRISONER SECURITY 501 Breath Test / Fingerprint / Photo ID Room 10 4 40.0 1 430.4 2 BTA, 1 Livescan fingerprint/photograph, one secure JJP Holding room 502 Standard Cell (Male) 9 5 45.0 1 484.2 (MINIMUM OF TWO - one Male and one Female /Youth) (if necessary). Prisoner analysis within 12 months 502 Standard Cell (Female) 9 2 18.0 1 193.7 (MINIMUM OF TWO - one Male and one Female /Youth) (if necessary). Prisoner analysis within 12 months 502 Standard Cell (Youth) 9 2 18.0 1 193.7 (MINIMUM OF TWO - one Male and one Female /Youth) (if necessary). Prisoner analysis within 12 months Prisoner analysis within 12 months ( i.e.. if there's a high level of activities such as drunk driving incidents = 502 Holding Cell (Male) 1 to 3 Detainees 9 1 9.0 1 96.8 possibility of holding cell). Prisoner analysis within 12 months ( i.e.. if there's a high level of activities such as drunk driving incidents = 502 Holding Cell (Male) 4 to 10 Detainees 11 2 22.0 1 236.7 possibility of holding cell). Prisoner analysis within 12 months ( i.e.. if there's a high level of activities such as drunk driving incidents = 502 Holding Cell (Female) 1 to 3 Detainees 9 1 9.0 1 96.8 possibility of holding cell). Prisoner analysis within 12 months ( i.e.. if there's a high level of activities such as drunk driving incidents = 502 Holding Cell (Female) 4 to 10 Detainees 11 1 11.0 1 118.4 possibility of holding cell). Booking Area + 3 m2 for Staff Lockers. May need to include Food Storage (Freezer) and Microwave. Adjust as 503 Guard Area (Cell observation space) 11 1 11.0 1 118.4 required. 504 Guard Washroom 414.0 1 43.0 Unisex 505 Patrol Corridor (for the first 3 cells) 10 1 10.0 1 107.6 Corridors to be a min of 1.5 m wide. For first 3 cells allow 10 m2. add for each additional cell over 3 2 11 22.0 1 236.7 Add 2 m2 for each additional cell after 3. 506 Prisoner Effects Storage Room (1 to 5 cells) 3 1 3.0 1 32.3 Locally prisoners are arrested with large effects, additional storage requiredCan be adjusted dependant on location and/or need. add for each additional cell over 5 0.9 9 8.1 1 87.2 507 Prisoner Shower 1.5 1 1.5 1 16.1 508 Prisoner/Visitor Interview Room 6.5 1 6.5 1 69.9 Optional; as required. Min. inside dimension (8.0m x 4.6m), with a 10' x 10' overhead door. Secure Bay size may need to address the 509 Secure Bay 37 2 74.0 1 796.2 use of larger vehicles for specific locations. 510 Secure Interview Room 9.5 2 19.0 1 204.4 1 Secure Interview Room for every 10 regular Cells. 52 Page 3 of 4 Total Standard Non-Standard m2 Variance PMM Standard Basic m2 Basic m2 Space Definition # Required from SQ FT Justification for Variance from Standard Notes and Comments Ref. # Basic m2 (as per Requested Flag Standard # Required) (see Comment) New 5xx Storage for linens and mats 1.5 1 1.5 1 16.1 New 5xx Janitor's Closet see Notes 1 In Gross-up. 5 m2 Minimum/per floor ( minimum of 1 per floor and one near cells). New 5xx Secure JJP hearing room 60 1 60.0 1 645.6 Room required within the secure area, prisoner deteantion area to hold JJPSecure room with workstation, telephone, fax capability in the cellblock area to conduct bail hearings. Sub-Total: 392.6 4224 TOTAL's from "Special Purpose Space" Tab 61.1 STANDARD REQUESTED VARIANCE % Total Basic 1994.4 1994.4 21460 m2 Add interior divisions/walls and Circulation areas 24% 478.7 478.7 Total Usable 2473.1 2473.1 26610 m2 Add Service/Common areas and Structure 10% 247.3 247.3 Total 2720.4 2720.4 29271 Rentable m2 Add Major Vertical Penetrations and Exterior Walls 10% 272.0 272.0 Total Gross Space (m2) 2992 2992 m2 32198 SQ FT May be considered depending on the specific need and the specific design challenges and/or Optional: Add Design Allowance 5% constraints; site conditions, jurisdictional requirements, etc . Justification Required. Optional: Total Gross Space (m2) including Design Allowance 2992 m2 32198 53 Page 4 of 4 Report Date March 3, 2015 File: 5400-20 ARB To Council From John MacKay, P.Eng., Director of Engineering and Operations Endorsed: Subject Arbutus Avenue Mailbox Pull-off – Paving Request Purpose Sue Fryer has written requesting that a) the mailbox pull-offs on Arbutus Avenue be paved and that b) a rail be installed at the top of the Maple Bay Public Park/Washroom path. Discussion a) Mail Box Pull-offs: The costs for the paving of two mailbox pull-offs on Arbutus Avenue is as follows: @ Maple Mountain Road $6,255 @ 910 Arbutus Avenue $3,250 TOTAL: $9,505 Given the rural nature of North Cowichan, we have numerous super mail box locations (89 in Chemainus alone), most of which are not paved. Canada Post has a policy of reducing door-to- door delivery so there will be an increase in these facilities in the future. Generally, for new, larger subdivisions, the Municipality includes with the development requirements that the developer install a paved mailbox pull-off. To take on the responsibility to pave all the unpaved mailbox pull-offs within North Cowichan would be a large expense that we have not taken on in the past despite numerous requests. In addition, we do not have a budget for this work. b) Railing Request at Maple Bay Beach Path: The path to the beach is very steep and intersects Beaumont Avenue at the south end of the beach parking lot. Due to the steepness of the path, it is difficult to run out onto the road, but not impossible. A short section of fence placed at the top of the path would control this activity. Recommendation That a short section of fence be installed at the Beaumont Avenue entrance to the path to Maple Bay Beach at the public washroom. Attachment: 1 7030 Trans-Canada Highway | Box 278 | Duncan, BC V9L 3X4 Ph 250.746.3100 Fax 250.746.3133 www.northcowichan.ca 54 55 56 57 Report Date March 3, 2015 File: 5345-30 To Council From John MacKay, P.Eng., Director of Engineering and Operations Endorsed: Subject Crofton Sewer Area Inclusion Purpose The owner of a property on Chaplin Street wishes to connect to the municipal sewer in Chaplin Street to provide sewer service for a proposed residence. The purpose of this report is to recommend that Council adopt a bylaw to enlarge the boundary of the Crofton Sewer local area service to include this property. Background The owner of the 32 acre property, (Folio: 12099-000), is concerned about difficulty in locating a septic field on his property due to surface water flows in the area of the proposed house site. A municipal sewermain exists on the frontage of his property and he has requested permission to connect to it. The subject property is just outside the Growth Area and is within the Agricultural Land Reserve. However, as the sewermain exists on its Chaplin Street frontage, and no extension of the sewermain outside the Growth Area is proposed, it is concluded that this request is in conformance with the Official Community Plan. The applicant has completed the petition for inclusion of his property with the Sewer Area as per policy. Recommendation That Council adopt a bylaw to include the north ½ of Section 1, Range 10, Chemainus District, Folio: 12099-000, within the Crofton Sewer local area service subject to the following: 1. Payment of the Sewer Connection fee of $3,400; 2. Payment of the Capital Cost contribution for a single family home of $1,246; 3. Obtaining a Plumbing Permit for the sewer service installation as part of the Building Permit for the proposed residence; and 4. Completion of a petition for inclusion within the Crofton Sewer Area. Attachment: 1 7030 Trans-Canada Highway | Box 278 | Duncan, BC V9L 3X4 Ph 250.746.3100 Fax 250.746.3133 www.northcowichan.ca 58 59 60 61 | U Li MAR 0 6 2015 MUNICIPALITY of /VO/t/l Petition (E COWICHAN HAN | Date To North Cowichan Municipal Council From Property Owners of Subject Petition to Enlarge a Local Area Service We, the undersigned property owners, petition the North Cowichan Municipal Council, to enlarge the size of the Cro-^\~+ ^ *S-(aa/U" local area service to include our property located at nd-k^i AhoJ&j |7r>* wf"1 f['\ ■'"—: . and to adjust the boundaries of the local area service accordingly. We agree to assume the responsibilities of a user of the local area service, and to pay North Cowichan the following: (a) 5 N/A- to extend the main along our full property frontage; (b) $ 34>&Q • to connect our property to the service; (c) $ |24(_? as a capital cost contribution; (d) $ _ 3%5 per year for the local service (parcel) taxes; and (e) $ _ t'Gto per year for use of the service. We understand the above fees and taxes are estimates and are subject to change. Date Signed Owners Names fowners Signatures ' 1 Note: A majority of the owners of the property must sign. OFFICE USE ONLY Certificate of Sufficiency and Validity of Petition ! hereby certify that this is a valid and sufficient petition, pursuant to section 212 of the Community Charter. to, Mark 0. Ruttan, Corporate Officer Date Box 278, 7030 Trans Canada Highway, Duncan, BC, V9L 3X4 Ph: 25Q-746-310O Fax: 250-746-3133 www.northcowichan.ca 62 Report Date March 4, 2015 File: 5630-50 BOYS OIL To Council From John MacKay, P.Eng., Director of Engineering and Operations Endorsed: Subject South End Water – Well Water Supply Protection – Silver Park Oil Tank Replacement Program Purpose To seek Council support for an Oil Tank Replacement Program at the Silver Park Mobile Home Complex. Discussion A Well Protection Plan was prepared in 2001 to assist in the protection of the North Cowichan and City of Duncan Water Supply wells in the Lower Cowichan River Aquifer. The plan was prepared by Thurber Engineering working with the Vancouver Island Health Authority (VIHA), Cowichan Tribes, City of Duncan, North Cowichan and the Cowichan Valley Regional District (CVRD). The plan identified a number of concerns with this vulnerable, unconfined aquifer and recommended a number of measures to reduce the vulnerability of the well water supply. Of particular concern are the old oil tanks servicing a number of mobile homes in the Silver Park Mobile Home Complex, directly upstream of the wells. Several years ago, during our review following an oil tank failure, there were over 70 old tanks in place. Although the Park owners have made great progress in requiring replacement of the old tanks when the units change hands, a recent inspection noted that there are still 18 old non-protected tanks in service. We are greatly concerned about the possibility of one of the old tanks rupturing and contaminating our water supply. Several years ago, when an oil tank leaked adjacent to our Well Complex, the owner, luckily had insurance as the cost to clean up the oil spill was in excess of $150,000. Not all residents of the Park are able to afford insurance for their homes. We have been talking to the Park owners about North Cowichan providing a grant of $2,000 to each of the 18 mobile home owners to allow them to replace their old tanks with new double walled tanks, or converting their heating systems to an alternate system, such as a heat pump, electric or propane powered furnace. The cost to replace the old tanks is about $2,000 each. The cost to change the furnace is substantially higher depending on the fuel selected. We have budgeted $100,000 in 2015 for this project in the South End Water Fund to complete this work. We are also in discussion with Cowichan Tribes concerning old oil tanks at homes within the adjacent Reserve lands on Boys Road. 7030 Trans-Canada Highway | Box 278 | Duncan, BC V9L 3X4 Ph 250.746.3100 Fax 250.746.3133 www.northcowichan.ca 63 Page 2 When the Official Community Plan (OCP) was last updated, we included a number of policies within it to provide protection of the Lower Chemainus and Cowichan Aquifers. However, most of these policies only apply when new development is undertaken. An oil contamination event would be catastrophic to the South End Well Water Supply. It is very important for us to do whatever we can to protect this irreplaceable water supply. Recommendation That Council authorize a $2,000 rebate to 18 residents of the Silver Park Mobile Home Complex on Boys Road to be used to upgrade their old unprotected oil tanks, or convert their furnace to an electric or propane furnace or heat pump, in order to protect the Lower Cowichan River Aquifer Attachment: 1 7030 Trans-Canada Highway | Box 278 | Duncan, BC V9L 3X4 Ph 250.746.3100 Fax 250.746.3133 www.northcowichan.ca 64 65 Municipality of North Cowichan Protective Services Committee MINUTES March 10, 2015, 3:00 p.m. Municipal Hall - Committee Room Members Present Councillor Al Siebring, Chair Councillor Tom Walker Councillor Joyce Behnsen, (after 3:05 p.m.) Mayor Jon Lefebure (ex-officio), (after 3:10 p.m.) Staff Present John MacKay, Director of Engineering and Operations Robert Clark, Local Assistant to the Fire Commissioner (LAFC) Mary Beth MacKenzie, Deputy Director of Corporate Services Others Present Councillor Kate Marsh Inspector Ray Carfantan, OIC, RCMP 1. Call to Order There being a quorum present, the Chair called the meeting to order at 3:00 p.m. 2. Approval of Agenda It was moved and seconded: That the Committee approve the agenda, as amended, to add item 5.1 Break and Enters in Chemainus. CARRIED 3. Adoption of Minutes It was moved and seconded: That the Committee adopt the minutes of the meeting held September 9, 2014. CARRIED 4. Business 4.1. Progress Report on Conceptual Design and Cost Estimate - New RCMP Detachment The Committee reviewed the Chief Administrative Officer's February 24, 2015 report providing information on the pre-design and cost analysis for the new RCMP detachment. Responding to a question from the Committee, Inspector Carfantan advised that some RCMP building standards are mandatory and cannot be changed. 1 66 March 10, 2015 - Protective Services Committee It was moved and seconded: That Council: 1. approve the direct award of a contract to Process Four for up to $35,000 for a pre- design and cost analysis of the new RCMP detachment; and 2. authorize staff to issue a request for proposals for a detailed design of the new RCMP Detachment. CARRIED 4.2. Vancouver Island Integrated Major Crime Unit (VIIMCU) The Committee listened to Inspector Carfantan's update on the Vancouver Island Integrated Major Crime Unit (VIIMCU) and North Cowichan's possible participation in the program, either through a financial contribution or the dedication of two RCMP officers. Inspector Carfantan provided examples of actual and extraordinary costs of major crime investigations. The Committee was advised that the 2015 budget currently does not include any funding for participation in VIIMCU, and the Committee questioned whether the Province might contribute the second member if North Cowichan takes part in the program. Inspector Carfantan noted that this was unlikely, but that he would consider providing an existing Provincial position immediately if North Cowichan is included in the VIIMCU model for homicide investigations. It was moved and seconded: That Council direct staff to prepare a report on the implications of North Cowichan's participation in the Vancouver Island Integrated Major Crime Unit. CARRIED It was moved and seconded: That the Committee receive and file the Attorney General / Minister of Justice's October 20, 2014 letter thanking North Cowichan for meeting with her during the 2014 Union of British Columbia Municipalities' Conference to discuss major crime investigations and other issues of importance to North Cowichan. CARRIED 4.3. North Cowichan/Duncan RCMP Auxiliary Program The Committee listened to an update from Inspector Carfantan on the delivery of RCMP programs in North Cowichan by auxiliary RCMP members. He noted that recent federal changes to the program do not allow the use of uniformed auxiliary staff without oversight by a uniformed and armed RCMP officer, and gave examples of how this change has impacted the delivery of community programs. 4.4. Proposed Fireworks Bylaw It was moved and seconded: That Council: 1. rescind third reading of proposed Fire Works Bylaw, No. 3550; and 2. direct staff to amend the draft bylaw after exploring 2 67 March 10, 2015 - Protective Services Committee a) options to regulate fireworks in dense urban areas; b) fireworks bylaws in neighbouring jurisdictions for regional consistency; and c) a requirement for liability insurance and fireworks safety training. CARRIED 4.5. Fire Chiefs' Reports It was moved and seconded: That the Committee receive and file the February 18, 2015 and March 3, 2015 reports from the Chemainus and South End Fire Chiefs. CARRIED 5. New Business 5.1. Break and Enters in Chemainus The Committee received a brief verbal update from Inspector Carfantan of the RCMP's response to six recent break and enters in Chemainus. Inspector Carfantan advised the Committee that police presence in Chemainus has been increased and police are educating local businesses on security. 6. Adjournment The meeting ended at 4:20 p.m. ______Signed by Certified by Chair or Member Presiding Recording Secretary 3 68 Municipality of North Cowichan Public Works Committee MINUTES March 11, 2015, 12:00 p.m. Municipal Hall - Committee Room Members Present Councillor Al Siebring, Chair Councillor Kate Marsh Councillor Joyce Behnsen Mayor Jon Lefebure (ex-officio) (after 1:25 p.m.) Staff Present John MacKay, Director of Engineering and Operations Iain Bell, Manager of Operations Mary Beth MacKenzie, Deputy Municipal Clerk 1. Call to Order There being a quorum present, the Chair called the meeting to order at 12:02 p.m. 2. Approval of Agenda It was moved and seconded: That the Committee approve the agenda as circulated. CARRIED 3. Adoption of Minutes It was moved and seconded: That the Committee adopt the minutes of the meeting held February 11, 2015. CARRIED 4. Delegations & Presentations 4.1. Island Timberlands The Committee received a presentation from Christopher Dawes, Director of Real Estate for Island Timerlands, on a recent legal action by an adjacent property owner against Island Timberlands and the Province. This action may result in Island Timberlands securing access to its private haul road at the Trans-Canada Highway in Chemainus, from a four-way junction with left-turn movements to a simple crossing point to prevent unauthorized public access. The system will include automated gates, and a closed- circuit TV system with intercom and floodlights. 5. Business 1 69 March 11, 2015 - Public Works Committee Minutes 5.1. Boydel Wastewater Technologies Inc. The Committee reviewed the Director of Engineering and Operations' March 4, 2015 report recommending that Boydel Wastewater Technologies not be permitted to locate a 20-foot shipping container on the Chemainus Wastewater Treatment Plant site. Councillor Siebring provided an email he received on March 9, 2015 from Randy Boyle of Boydel Wastewater Technologies asking instead, to borrow wastewater to test its equipment at its current location on Smiley Road. The Committee asked the Director of Engineering and Operations to prepare a report on this proposal. 5.2. Arbutus Avenue Mailbox Pull-off – Paving Request The Committee reviewed the Director of Engineering and Operations' March 3, 2015 report in response to a request that the mailbox pull-offs on Arbutus Avenue be paved, and that a rail be installed at the top of the Maple Bay Beach pathway at Beaumont Avenue. The Committee did not support paving the mailbox pull-offs noting the rural character of the area, extensive costs, and the number of other pull-offs in the Municipality that are not paved. It was moved and seconded: That the Committee recommend that Council direct staff to install a short section of fence at the Beaumont Avenue entrance to the pathway to Maple Bay Beach next to the public washrooms for public safety. CARRIED 5.3. Residential Parking at 9899 Maple Street The Committee reviewed the Director of Engineering and Operations' March 4, 2015 report reviewing a request for "residential parking only" sign on Maple Street at Pine Street. The Committee did not support the request. 5.4. Drinking Water Week and National Public Works Week The Committee reviewed and received the Director of Engineering and Operations' March 3, 2015 report discussing North Cowichan's planned activities for "Public Works Week" and "Drinking Water Week," and participation in the Cowichan Water Conservation Challenge. 5.5. Crofton Sewer Area Inclusion The Committee reviewed the Director of Engineering and Operations' March 3, 2015 report providing information on a signed petition from the owner of a 32-acre property on Chaplin Street to enlarge the boundary of the Crofton sewer local area service to allow connection to the municipal sewer system for a proposed residence. 2 70 March 11, 2015 - Public Works Committee Minutes It was moved and seconded: That the Committee recommend that Council direct staff to draft a bylaw to include 1721 Chaplin Street, within the Crofton sewer local area service, subject to the owner agreeing to: 1. pay the sewer connection fee $3,400, 2. pay the capital cost contribution for a single family home of $1,246, and 3. obtain a plumbing permit for the sewer service installation as part of the building permit for the proposed residence. CARRIED 5.6. Oil Tank Replacement Program The Committee reviewed the Director of Engineering and Operations' March 4, 2015 report regarding 18 oil tanks in Silver Park mobile home park that have the potential to rupture and contaminate North Cowichan's water supply. He noted that $100,000 has been included in the 2015 budget to replace these oil tanks or subsidize an alternative safe heating system. He also advised that discussions are also underway with Cowichan Tribes regarding old oil tanks on properties within the adjacent Reserve lands on Boys Road. It was moved and seconded: That the Committee recommend that Council authorize a $2,000 rebate to 18 property owners of the Silver Park Mobile Home complex on Boys Road to upgrade their old, unprotected oil tanks (or convert their furnaces to an electric or propane furnace or heat pump) in order to protect the lower Cowichan River aquifer. CARRIED 5.7. Street Light Request The Committee reviewed the Director of Engineering and Operations' March 4, 2015 report providing information regarding a request from an Abbey Road resident for a new street light on the pole adjacent to 6425 Abbey Road. The Committee did not support the request for an additional street light noting that the existence street lights on every second hydro pole in rural residential areas is consistent with current practice. 6. Adjournment The meeting ended at 1:38 p.m. ______Signed by Certified by Chair or Member Presiding Recording Secretary 3 71 Community Charter Division 3 — Open Meetings General rule that meetings must be open to the public 89 (1) A meeting of a council must be open to the public, except as provided in this Division. (2) A council must not vote on the reading or adoption of a bylaw when its meeting is closed to the public. Meetings that may or must be closed to the public 90 (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: (a) personal information about an identifiable individual who holds or is being considered for a position as an officer, employee or agent of the municipality or another position appointed by the municipality; (b) personal information about an identifiable individual who is being considered for a municipal award or honour, or who has offered to provide a gift to the municipality on condition of anonymity; (c) labour relations or other employee relations; (d) the security of the property of the municipality; (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; (f) law enforcement, if the council considers that disclosure could reasonably be expected to harm the conduct of an investigation under or enforcement of an enactment; (g) litigation or potential litigation affecting the municipality; (h) an administrative tribunal hearing or potential administrative tribunal hearing affecting the municipality, other than a hearing to be conducted by the council or a delegate of council; (i) the receipt of advice that is subject to solicitor-client privilege, including communications necessary for that purpose; (j) information that is prohibited, or information that if it were presented in a document would be prohibited, from disclosure under section 21 of the Freedom of Information and Protection of Privacy Act; (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; (l) discussions with municipal officers and employees respecting municipal objectives, measures and progress reports for the purposes of preparing an annual report under section 98 [annual municipal report]; (m) a matter that, under another enactment, is such that the public may be excluded from the meeting; (n) the consideration of whether a council meeting should be closed under a provision of this subsection or subsection (2); (o) the consideration of whether the authority under section 91 [other persons attending closed meetings] should be exercised in relation to a council meeting. (2) A part of a council meeting must be closed to the public if the subject matter being considered relates to one or more of the following: (a) a request under the Freedom of Information and Protection of Privacy Act, if the council is designated as head of the local public body for the purposes of that Act in relation to the matter; 72 (b) the consideration of information received and held in confidence relating to negotiations between the municipality and a provincial government or the federal government or both, or between a provincial government or the federal government or both and a third party; (c) a matter that is being investigated under the Ombudsperson Act of which the municipality has been notified under section 14 [Ombudsperson to notify authority] of that Act; (d) a matter that, under another enactment, is such that the public must be excluded from the meeting. (e) a review of a proposed final performance audit report for the purpose of providing comments to the auditor general on the proposed report under section 23 (2) of the Auditor General for Local Government Act. (3) If the only subject matter being considered at a council meeting is one or more matters referred to in subsection (1) or (2), the applicable subsection applies to the entire meeting. Other persons attending closed meetings 91 (1) If all or part of a meeting is closed to the public, the council may allow one or more municipal officers and employees to attend or exclude them from attending, as it considers appropriate. (2) If all or part of a meeting is closed to the public, the council may allow a person other than municipal officers and employees to attend, (a) in the case of a meeting that must be closed under section 90 (2), if the council considers this necessary and the person (i) already has knowledge of the confidential information, or (ii) is a lawyer attending to provide legal advice in relation to the matter, and (b) in other cases, if the council considers this necessary. (3) The minutes of a meeting or part of a meeting that is closed to the public must record the names of all persons in attendance. Requirements before meeting is closed 92 Before holding a meeting or part of a meeting that is to be closed to the public, a council must state, by resolution passed in a public meeting, (a) the fact that the meeting or part is to be closed, and (b) the basis under the applicable subsection of section 90 on which the meeting or part is to be closed. Application of rules to other bodies 93 In addition to its application to council meetings, this Division and section 133 [expulsion from meetings] also applies to meetings of the following: (a) council committees; (b) a municipal commission established under section 143; (c) a parcel tax roll review panel established under section 204; (d) a board of variance established under section 899 of the Local Government Act; (e) an advisory body established by a council; (f) a body that under this or another Act may exercise the powers of a municipality or council; (g) a body prescribed by regulation. 73