District of Lantzville Incorporated June 2003 Agenda for the Regular Meeting of Council of the District of Lantzville to be held on Wednesday, May 25,2016, at 7:00 pm at the District of Lantzville Office, 2°*^ Floor, 7192 Lantzville Road, Lantzville, BC

Page No. (Xliis meeting may be recorded) 1. AGENDA ADDITIGNS AND/OR DELETIONS 1-2 2. ADOPTION OF THE AGENDA THAT Council adopts the May 25,2016 regular Council meeting agenda.

3-13 3. APPROVAL OF MINUTES THAT Council approves the May 9,2016 Committee of the Whole meeting minutes. THAT Council approves the May 9,2016 regular Council meeting minutes. THAT Council approves the May 16,2016 Committee of the Whole meeting minutes. THAT Council approves the May 16,2016 special Council meeting minutes.

4. PRESENTATIONS,DELEGATIONS & PETITIONS a) Heidi Hahn, Management Intem, University of Applied Science in Ludwigsburg, Germany—recognition March — May 2016 intemship term ending

5. CORRESPONDENCE - Nil

6. REPORTS a) Mayor & Councillors- Verbal Updates 14-29 b) May 16,2016 Committee of the Whole Meeting Recommendations THAT Council endorses issuing the 2016 Request for Proposals for the Lantzville Water Master Plan, as updated. TELAT Council approves Social Media Policy No.3000-10.

7. UNFINISHED BUSINESS 30-52 a) Water Connection Standards THAT no further changes are made to the water connection standards until the following conditions have been met as per the recommendations of the May 13,2016 Koers and Associates Engineering Ltd. report, specifically: • Additional supply has been connected to the system to augment or be placed on standby to augment the current District water system if needed; • Additional storage have been connected to the upper pressure zone; • Well Field upgrades have been completed; AND FURTHER THAT Council directs staff to utilize engineering best practices when determining the use for water connections other than residential.

P1 District of Lantzville May 25,2016 Regular Council Meeting Agenda Page 2 of2 8. BYLAWS-Nil

9. NEW BUSINESS, MOTIONS & NOTICES OF MOTIONS 53-60 a) Investment Policy THAT Council approves Investment Policy No.3009-1, as amended.

10. PUBLIC PARTICIPATION (For questions or comments regarding business discussed by Council at this meeting except public hearings topics -speakers mustfi rst state their name and street address)

11. SPECIAL BUSINESS(IN CAMERA)MOTION TO CLOSE - Nil

12. ADJOURNMENT THAT Council adjourns the meeting.

NEXT SCHEDULED COUNCIL MEETINGS: Town Hall Meeting (Water), Thursday, June 2,2016 @ 6:00 pm at Costin Hall Committee ofthe Whole Meeting, Monday, June 6,2016 @ 5:00 pm at District Office Regular Meeting, Monday, June 13,2016 @ 7:00 pm

P2 DRAFT Minutes ofthe Committee ofthe Whole Meeting ofthe District of Lantzville held on Monday, May 9, 2016, at 5:00 pm at the District of Lantzville Office, 2"^ Floor- 7192 Lantzville Road, Lantzville, BC

PRESENT: Council: Mayor Colin Haime Councillor Bob Colclough Councillor John Coulson Councillor Will Geselbracht(arrived 6:05 pm) Councillor Denise Haime Councillor Dot Neary Councillor Mark Swain

Staff: Brad McRae, Chief Administrative Officer Trudy Coates, Director of Corporate Administration Fred Spears, Director ofPublic Works Frank Limshue, Community Planner Heidi Hahn, Management Intern, University of Applied Science in Ludwigsburg, Germany Mayor Haime called the meeting to order at 5:00 pm.

AGENDA ADDITIONS AND/OR DELETIONS - ADOPTION OF THE AGENDA Councillor Colclough MOVED and Councillor Geselbracht SECONDED,THAT the Committee ofthe Whole adopts the May 9,2016 meeting agenda. CARRIED

WATER MASTER PLAN & CONSULTANT TERMS OF REFERENCE The Committee considered the staffreport and draft Request for Proposals District of Lantzville Water Master Plan 2016(RFP). Councillor Colclough distributed an overview ofthe draft RFP, with a proposed change to the emphasis and order. Mayor Haime left the meeting at 6:05 pm and Councillor Colclough assumed the Chair as Acting Mayor. Mayor Haime returned to the meeting at 6:15 pm and resumed the Chair.

Members discussed the draft RFP and proposed amendments.

Councillor Colclough MOVED and Councillor Haime SECONDED,THAT the Committee ofthe Whole instructs staffto make the changes, as discussed, to the 2016 Request for Proposals for the District of Lantzville Water Master Plan 2016 and bring the amended document to the next Council meeting; and further recommends THAT Council endorses issuing the 2016 Request for Proposal for the Lantzville Water Master Plan, as updated. CARRIED

PUBLIC PARTICIPATION Joan Moody,7313 Millard Drive, commented on the Water Master Plan 2016 Terms of Reference, the timeline for completion by March 31,2017, and steps to follow.

ADJOURNMENT Councillor Colclough MOVED and Councillor Neary SECONDED,THAT the Committee ofthe Whole adjoums the meeting. CARRIED

P3 District of Lantzville May 9,2016 Conunittee of the Whole Meeting Minutes - DRAFT Page 2 of2

MEETING ADJOURNED: 6:20 pm

Certified Correct:

Trudy Coates, Director of Coiporate Administration

Confirmed this ^ day of ,2016.

Colin Haime, Mayor

P4 DRAFT Minutes of the Regular Meeting of Council ofthe District of Lantzville held on Monday, May 9,2016, at 7:00 pm at the District Office, 2"^ Floor- 7192 Lantzville Road, Lantzville, BC PRESENT: Council: Mayor Colin Haime Councillor Bob Colclough Councillor John Coulson Councillor Will Geselbracht Councillor Denise Haime Councillor Dot Neary Councillor Mark Swain Staff: Brad McRae, Chief Administrative Officer Trudy Coates, Director of Corporate Administration Fred Spears, Director of Public Works Frank Limshue, Community Planner Rob Chatton, Fire Chief Heidi Hahn, Management Intern, University of Applied Science in Ludwigsburg, Germany Mayor Haime called the meeting to order at 7:00 pm.

AGENDA ADDITIONS AND/OR DELETIONS - ADOPTION OF THE AGENDA Councillor Colclough MOVED and Councillor Geselbracht SECONDED,THAT Council adopts the May 9,2016 regular Council meeting agenda, as presented. CARRIED

APPROVAL OF MINUTES Councillor Colclough MOVED and Councillor Neary SECONDED,THAT Council approves the April 25,2016 regular Council meeting minutes, as presented. CARRIED

PRESENTATIONS,DELEGATIONS & PETITIONS 1. Mark Fisher, Superintendent, Officer In Charge, Nanaimo RCMP,gave a presentation, for information, reviewing the RCMP Activity Report that compares January to March 2014,2015 and 2016 crime statistics and clearance rates.

CORRESPONDENCE 1. Director Bill Veenhof, Chair, Regional District of Nanaimo Board (28 Apr 2016)re: Regional Growth Strategy Bylaw No. 1615.01,2016 - Formal Referral C16-94 Councillor Colclou^ MOVED and Councillor Neary SECONDED,THAT Council accepts the "Regional District of Nanaimo Regional Gro\vth Strategy Bylaw No. 1615.01,2016", as presented with the April 27,2016 correspondence fi-om Director Bill Veenhof, Chair, RDN Board. CARRIED

2. Jacquie Hill, Manager of Administrative Services (1 Apr 2016) re: Regional Parks and Trails Service Area Amendment Bylaw No. 1231.05,2016 - For Consent C16-95 Councillor Colclough MOVED and Councillor Neary SECONDED,THAT the Coimcil ofthe District of Lantzville consents to the adoption, by the Regional District of Nanaimo Board, of "Regional Parks and Trails Service Area Amendment Bylaw No. 1231.05,2016" as amended; AND FURTHER,instructs staff to notify the Regional District of Nanaimo accordingly. CARRIED

P5 District of Lantzville May 9,2016 Regular Council Meeting Minutes - DRAFT Page 2 of3

REPORTS 1. Mayor & Councillors - Verbal Updates • Coundllor Colclou^ commented on the opportunity to register for the Lantzville 2016 Gardening Workshop Series, noting a flyer will be dstributed to households • Councillor Swain commented on attending the BC Parks and Recreation Symposium in Whistler, and the importance of attracting new participants to recreation and increasing youth activity levels; and expressed appreciation for the families who wrote letters to School District 68 opposing bussing cuts • Mayor Haime commented on attending the regional Battle ofthe Atlantic ceremony at the Legion in Bowser for 2016; setting up a meeting with the Chair ofthe School District 68 Business Committee regarding communication protocols and information sharing, e.g. regarding school bussing, and concems about student pedestrian safety.

2. 2015 Climate Action Reporting Councillor Haime MOVED and Councillor Colclou^ SECONDED,THAT Council receives, for information, the 2015 Climate Action Report. CARRIED

3. Parks & Recreation Commission March 24 and April 28,2016 Meeting Minutes and Recommendation Councillor Haime MOVED and Councillor Colclou^ SECONDED,THAT Council receives, for information, the Parks & Recreation Commission March 24 and April 28,2016 meeting minutes. CARRIED C16-96 Councillor Neary MOVED and Councillor Colclough SECONDED,THAT Council approves the J. Hoots concept plan as presented for the Rotary Park Mountain Bike Circuit and authorizes staff to proceed with the contract with Hoots Bicycle Accessories Ltd. for construction as outlined in the Jay Hoots proposal, in die amount of$32,000; AND FURTHER THAT staffimplement a communication plan for the project. CARRIED

UNFINISHED BUSINESS 1. Lantzville/Nanaimo Water Agreement C16-97 Mayor Haime MOVED and Councillor Haime SECONDED,THAT Council authorizes Mayor Haime, accompanied by staff, to appear before the Nanaimo City Council to provide information concerning the requested amendments to the Lantzville/Nanaimo Water Agreement. CARRIED

BYLAWS 1. Bylaw No. 127 C16-98 Councillor Haime MOVED and Councillor Neary SECONDED,THAT Council adopts "District of Lantzville Regional Parks and Trails Parcel Tax and Assessment Roll Preparation Bylaw No. 56,2007, Amendment Bylaw No. 127,2016". CARRIED

NEW BUSINESS,MOTIONS & NOTICES OF MOTIONS - Nil

P6 District of Lantzville May 9,2016 Regular Council Meeting Minutes- DRAFT Page 3 of3

PUBLIC PARTICIPATION • Joan Moody,7313 Millard Drive, commented on the crosswalk approved at the last Council meeting and expressed appreciation for the tree-trimming; and on the proposed bike park at Rotary Park, pedestrian safety on Petersen Road and the intersection, and the need for tree trimming. SPECIAL BUSINESS(IN CAMERA)MOTION TO CLOSE Councillor Neary MOVED and Councillor Geselbracht SECONDED,THAT Council closes the meeting to the public, pursuant to section 90(1)(b) of the Community Charter, for the purpose of considering: • 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. CARRIED MEETING CLOSED TO THE PUBLIC: 7:35 pm MEETING ipOPENED TO THE PUBLIC: 7:45 pm with all of Council, B. McRae, CAO and T. Coates, Director of Corporate Administration, in attendance.

ANNOUNCEMENT OF COUNCIL MOTIONS Council announced the following motions passed by unanimous votes on April 11,2016: THAT,in the pursuance ofthe powers vested in the District Council by Statute, the Freedom ofthe District of Lantzville, be, and is hereby conferred on Kenneth W.Spence in recognition of his distingiiished service to the community and the Lantzville Volunteer Fire Dq)artment. THAT,in the pursuance ofthe powers vested in the in the District Council by Statute, the Freedom ofthe District of Lantzville, be, and is hereby conferred on Thomas G Whipps in recognition of his distinguished service to the community and the Lantzville Volunteer Fire Dq)artment.

ADJOURNMENT Councillor Haime MOVED and Councillor Neary SECONDED,THAT the Council adjourns the meeting. CARRIED MEETING ADJOURNED: 7:45 pm

Certified Correct:

Trudy Coates, Director of Corporate Administration Confirmed this ^ day of ,2016.

Colin Haime, Mayor

97 DRAFT Minutes of the Committee ofthe Whole Meeting of Lantzville held on Monday, May 16,2016 at 5:00 pm at the District of Lantzville Office, 2°*^ Floor- 7192 Lantzville Road, Lantzville, BC' PRESENT; Council; Mayor Colin Haime Councillor Bob Colclough Councillor Will Geselbracht(arrived 5:23 pm) Councillor Denise Haime Councillor Dot Neary Councillor Mark Swain

Absent: Councillor John Coulson

Staff; Brad McRae, Chief Administrative Officer Frank Limshue, Community Planner Heidi Hahn, Management Intem, University of Applied Science in Ludwigsburg, Germany Mayor Haime called the meeting to order at 5:05 pm.

AGENDA ADDITIGNS AND/OR DELETIONS ADOPTION OF THE AGENDA Councillor Colclou^ MOVED and Councillor Neary SECONDED,THAT the Committee ofthe Whole adopts the May 16,2016 meeting agenda, as presented. CARRIED

WATER IN^TER PLAN & CONSULTANT TERMS OF REFERENCE The Committee considered the staffreport previously considered May 9,2016 and the Draft Water Master Plan Terms ofReference updated since the May 9,2016 Committee ofthe Whole meeting. Councillor Geselbracht arrived at 5:23 pm. Councillor Neary MOVED and Councillor Haime SECONDED,THAT the Committee ofthe Whole recommends THAT Council endorses issuing the 2016 Request for Proposals for the Lantzville Water Master Plan, as i^dated. CARRIED

SOCIAL MEDIA POLICY The Committee considered the staffreport and the Draft Social Media Policy No. 3000-10. Councillor Neary MOVED and Councillor Geselbracht SECONDED,THAT the Committee ofthe Whole recommends THAT Council approves Social Media Policy No. 3000-10 CARRIED

PUBLIC PARTICIPATION • Brian Blood,7075 Caillet Road, commented on the Social Media Policy and recommended caution in the use of social media.

P8 District of Lantzville May 16,2016 Committee ofthe Whole Meeting Minutes - DRAFT Page 2 of2

ADJOURNMENT Councillor Swain MOVED and Councillor Neary SECONDED,THAT the Committee ofthe Whole adjoxims the meeting. CARRIED

MEETING ADJOURNED: 5:42 pm

Certified Correct:

Trudy Coates, Director of Corporate Administration Confirmed this ^ day of ,2016

Colin Haime, Mayor

P9 DRAFT Minutes ofthe Special Meeting of Council of the District of Lantzville held on Monday, May 16, 2016, at 7:00 pm at at Costin Hall, 7232 Lantzville Road, Lantzville, BC. PRESENT: Council: Mayor Colin Haime Councillor Bob Colclough Councillor Will Geselbracht Councillor Denise Haime Councillor Dot Neary Coimcillor Mark Swain

Absent: Councillor John Coulson Staff: Brad McRae, Chief Administrative Officer Trudy Coates, Director of Corporate Administration Frank Limshue, Community Planner Rob Chatton, Fire Chief Heidi Hahn, Management Intern, University of Applied Science in Ludwigsburg, Germany Mayor Haime called the meeting to order at 7:10 pm. Reserve Constable Bruce Wright, Nanaimo RCMP stood as honour guard. AGENDA ADDITIONS AND/OR DELETIONS - ADOPTION OF THE AGENDA Councillor Colclough MOVED and Councillor Neary SECONDED,THAT Council adopts the May 16,2016 special Coimcil meeting agenda, as presented. CARRIED Mayor Haime recognized that the meeting was taking place on the traditional territory ofthe Snaw-Naw-As First Nation, Coast Salish Nations, and welcomed the family, friends, guests and the Nanoose(Snaw-Naw-As) First Nation Coimcil who were all in attendance for this special meeting to honour Tom Whipps and Ken Spence.

WELCOMING REMARKS Snaw-Naw-As Chief Brent Edwards welcomed everyone to the Snaw-Naw-As First Nation traditional territoiy, and expressed appreciation for the opportunity to honour Tom Whipps and Ken Spence.

OPENING & TRADITIONAL SONG Snaw-Naw-As Coimcillor Lawrence Mitchell, spoke of First Nation teachings and the energy required to serve a community for decades, gave a blessing and sang a traditional song, assisted by Councillor Cheryl Jones.

Chief Brent Edwards thanked Joanne Whipps and Patricia Spence, the partners ofTom Whipps and Ken Spence, for sharing their husbands with the community. He spoke ofthe long relationship between the Nanoose First Nation and Lantzville Fire Rescue and, on a personal note, ofthe relationships between his family and both Ken Spence and Tom Whipps. He noted that his grandfather had served on the Lantzville Fire Rescue, and the reconciliation ofKen returning a First Nation canoe to the Snaw-Naw-As that someone had given him many years before. He spoke of having Tom as a softball coach and scout leader, and a role model of ChiefEdwards' brother who also served for a time with the Lantzville Fire Rescue, the armed forces and now in the RCMP.

Snaw-Naw-As Councillors Chris Bob and Gordon Edwards joined Chief Edwards to present gifts, beautiful blankets knit by Vivian (Sugar)Bob for Tom Whipps and Ken Spence, as well as Lantzville Fastball Club caps. Chief Edwards spoke ofthe history of presenting a blankets, and closed by thanking Tom Whipps and Ken Spence for their service.

P10 District of Lantzville May 16,2016 Special Council Meeting Minutes- DRAFT Page 2 of4

NATIONAL ANTHEM The Rendezvous Quartet ofthe Tidesmen Chorus, led those in attendance in singing O Canada.

MLA GREETINGS Constituency Assistant Tamie Nohr extended greetings on behalf ofthe Honourable Michelle Stilwell, MLA Parksville-Qualicum, who could not attend as the legislature was in session in Victoria. T. Nohr expressed appreciation for the opportunity, noted that she had previously worked vdth Tom Whipps at the District of Lantzville, and extended congratulations to Tom Whipps and Ken Spence on their receipt of this well-deserved recognition and for their dedication to Lantzville.

PRESENTATIONS 1. FIRE SERVICE RECOGNITION Tom Whipps- Recognition of Retirement as Fire Chief Fire Chief Rob Chatton retumed Tom Whipps' helmet to him, now signed by each ofthe Lantzville Volunteer Fire Department members; recognized T. Whipps' retirement from his role as Fire Chief in which he had served for 12 years ofhis 35 years of service; and expressed appreciation for T. Whipps continuing to serve the community in a support role in the Department.

Tom Whipps expressed surprise and appreciation for the gesture, and pride in the crew, current and past, with whom he has served.

Mayor Colin Haime extended appreciation and congratulations on behalfof Council and the community, and presented Tom Whipps with a Certificate of Appreciation from the District recognizing his retirement as Fire Chief after 12 years of dedicated service in the role and 35 years serving Lantzville Fire Rescue and the community. The Mayor also presented T. Whipps with a letter acknowledging District funding ofup to $2,000 in expenses for a trip to represent the District at the Canadian Firefighters memorial service in Ottawa on September 11,2016.

Tom Whipps thanked the community for their support during his service as Fire Chief and for helping him to go to the memorial service that he will attend on their behalf.

Ken Spence — Recognition of50 Years of Fire Service Fire Chief Chatton presented Ken Spence with the Lantzville Fire Rescue's service pin recognizing 50 years ofservice and expressed appreciation, noting that K. Spence's service is not ending.

Mayor Haime extended appreciation and congratulations on behalfof Council and the community, for Ken Spence's five decades of service and his continued service, and presented K. Spence with a Certificate of Appreciation from the District recognizing 50 years of dedicated service to the Lantzville Fire Rescue and the community. The Mayor also presented K. Spence with a gift from the District, a camera.

Provincial Fire Commissioner Gordon Anderson recognized the remarkable length of service by Ken Spence, noting very few in Canada have achieved this length of service. The Fire Commissioner presented K. Spence with: • a certificate signed by the Govemor General of Canada recognizing a Fourth Award ofthe Fire Services Exemplary Service Medal in recognition of50 years of service; • the Federal Fire Services Exemplary Service Medal 50-year Bar.

Ken Spence expressed appreciation for the 50-year service pin, gift, certificates, and service medal bar. P11 District of Lantzville May 16,2016 Special Council Meeting Minutes- DRAFT Page 3 of4

2. RECOGNITION OF FAMILY Mayor Colin Haime recognized the support ofTom Whipps' family for his community service and presented, with the assistance ofPathfinder Ella Page, a bouquet offlowers to T. Whipps' wife, Joanne Whipps. J. Whipps expressed appreciation.

Mayor Colin Haime recognized the Spence family's support of his community service and presented, with the assistance ofPathfinder Ella Page, a bouquet offlowers to K. Spence's wife, Patricia Spence. P. Spence expressed appreciation for the recognition, shared stories of being the wife of a firefighter, and gave kudoes to all firefighters' wives.

3. FREEDOM OF THE MUNICIPALITY Mayor Haime spoke ofthe municipality maturing since incorporation thirteen years prior, and the importance of recognizing distinguished service to the community. Mayor Haime noted that Council considered the opportunity under the provincial legislation for a Council to honour a distinguished person, and recently approved the District's Freedom of the Municipality Honour Policy defining the process to confer this honour that, by statute, requires a unanimous vote of Council. Mayor Haime acknowledged that Council passed the following motions by unanimous votes on April 11,2016: THAT,in the pursuance ofthe powers vested in the District Council by Statute, the Freedom ofthe District of Lantzville, be, and is hereby conferred on Kenneth W. Spence in recognition of his distinguished service to the community and the Lantzville Volimteer Fire Department, THAT,in the pursuance of the powers vested in the in the District Council by Statute, the Freedom of the District of Lantzville, be, and is hereby conferred on Thomas G Whipps in recognition of his distinguished service to the community and the Lantzville Volunteer Fire Department.

The Mayor noted that Freedom ofthe Municipality is the highest honour that a municipality may confer on an individual and,in addition to being known as a Freeman ofthe Municipality, it gives the recipients the right to vote in Lantzville elections regardless of property ownership or residency in Lantzville, being listed at the top of the voters' list, and,if the person is a Canadian citizen, being qualified to run for office as a member of Council. This honour is awarded on rare and exceptional occasions, at the discretion of Council, to individuals ofthe highest merit.

Mayor Haime spoke of each ofthe honorees, including: Ken Spence, a 67-year old Canadian citizen, resident of Lantzville since he was three years old, an explosives technician by trade, and a family man, who has served for over 50 years as a volunteer with the Lantzville Volunteer Fire Department - a truly remarkable achievement. Ken has served in every position within the Department, including as Fire Chief, Deputy Chief and several years as Training Officer. Some of his most significant contributions have been as the Department's historian and through his role in firefighter training and safety, mentoring over 330 firefighters who have come and gone during his service. In addition to his extensive service to community events through the Fire Department, particularly the Hallowe'en fireworks display. Ken was one of the original founders in 1976 of the annual Minetown Day and has been a fixture as the guy who drives the tractor that pulls the hayride! Ken Spence has been a tireless volunteer, role model, mentor and leader in our community.

P12 District of Lantzville May 16,2016 Special Council Meeting Minutes- DRAFT Page 4 of4 Tom Whipps, a 67-year old Canadian citizen, resident of Lantzville for over forty years, retired mechanic and a family man, who has been a great ambassador, leader and tireless volxmteer in our community. Tom has served the community across a wide spectrum of areas, including sports and recreation, civic duty, community volunteerism, social services and public safety. He is most recognized for his over 35 years of service as a volxmteer with the Lantzville Volxmteer Fire Department, where he has focused on fire prevention education and served in all officer positions, including 12 years as the Fire Chief, a role fi-om which he recently retired. In addition to his service with public safety, Tom has also served as a Scout leader for 19 years, Softball coach, commxmity hall supporter, Lantzville Commxmity Association executive member. Parks Commission member, playgroxmd builder and Christmas Food Hamper Drive, Breakfast with Santa, Children's Easter Egg Hxmt and family dance organizer. On behalfof Coxmcil, and with assistance fi*om Pathfinder Ella Page, Mayor Haime presented Thomas G. Whipps and Kenneth W.Spence, each with a name tag indicating Honorary Freeman of the District of Lantzville and a Certificate of Freeman fi-amed with their photo. The Mayor noted that a duplicate ofthe Certificates fi-amed with photos, will be displayed at the District Office with the Freedom ofthe Mxmidpality plaque on which their names have been engraved with the date of the Council motion conferring Freedom ofthe Mxmicipality. He noted that residents will be able to see, through this display at the District Office, who helped to build their commxmity, and that others recognized in the future may be added.

Ken Spence expressed appreciation for the honoxir, the presentations, and for those in attendance, noting that he never expected to serve 50 years. He thanked Snaw-Naw-As Chief Brent Edwards, and shared stories of working with the Nanoose First Nation and members of Chief Edwards' family over the years that he has served with Lantzville Fire Rescue.

Tom Whipps expressed appreciation for this recognition and noted that it had been an honoxir to work with Ken, the members of Lantzville Fire Rescue current and past, the District and the commxmity. Mayor Haime closed the meeting by inviting those in attendance to join Coxmcil for cutting a special cake and a reception in the loxmge area.

ADJOURNMENT Councillor Haime MOVED and Councillor Neary SECONDED,THAT the Council adjourns the meeting. CARRIED MEETING ADJOURNED: 8:05 pm

Certified Correct:

Trudy Coates, Director of Corporate Administration Confirmed this ^ day of ,2016.

Colin Haime, Mayor P13 Request for Proposals

Consultant for the District of Lantzville Water Master Plan 2016

Closing Date & Time for Receipt of Submissions: 4:00 pm (PST), Friday, June 10,2016

A copy of the RFP document is available on the District's website: www.lant2ville.ca

Submission requirement: Deliver four (4) copies of each proposal in print form and one(1) electronic file (i.e. PDF, USB Flash drive suitable for printing by the District) in a sealed envelope.

Labelled/RFP Name: RFP:District ofLantzville Water Master Plan 2016

Submitted to: Fred Spears, Director of Public Works District of Lantzville 7192 Lantzville Road,PO Box 100, Lantzville, BC VOR 2H0

P14 District of Lantzville - RPP Water Master Plan 2016 Page 2 of 13

Contents I.0 INTRODUCTION 1.1 Overview 1.2 Purpose and Objective 2.0 PROPOSAL ENQUIRIES 2.1 Request for Proposal Enquiries 2.2 Clarification of Terms 2.3 Proponent Responsibility 3.0 TIMELINE 3.1 Completion Date 4.0 SCOPE OF WORK 5.0 PROJECT PHASING 5.1 Phase 1 - Create a "Snap Shot" of Current Conditions 5 5.2 Phase 2- Creating a Communications Strategy 5 5.3 Phase 3- Understanding the Community "Needs and Wants" 5 5.4 Phase 4- Develop Conceptual Plan for Moving Forward 6 5.5 Phase 5 — Assess Options 6 5.6 Phase 6- Final Draft RecommendationsAVater Utility Master Plan 6 6.0 KEY DELIVERABLES 7.0 GENERAL REQUIREMENTS 7.1 Data Acquisition and Management 7.2 Drawings/Plans/Maps(GIS) 7.3 Documentation Formats 7.4 Project Schedule 7.5 Presentation Requirements g 8.0 WATER MODEL 9.0 REFERENCE INFORMATION g 10.0 PROPOSAL REQUIREMENTS 9 II.0 PROPOSAL SUBMISSION 9 12.0 ACCEPTANCE OF PROPOSALS 10 13.0 CONTRACT CONDITIONS 11 13.1 COMPLIANCE WITH LAWS 11 13.2 LAWS OF BRITISH COLUMBIA 11 13.3 INDEMNITY 13.4 INSURANCE 13.5 REGISTRATION WITH WORKSAFEBC 12 14.0 FREEDOM OF INFORMATION AND PROTECTION OF PRIVACY 12 Schedule A

P15 District of Lantzville- RFP Water Master Plan 2016 Page 3 of 13

1.0 INTRODUCTION 1.1 Overview The District of Lantzville (the "District"), with a population of approximately 3,600 people, is situated on the east coast of Vancouver Island, within the Regional District of Nanaimo and immediately north ofthe City of Nanaimo. The municipality is primarily a residential community with a small commercial node.

Community water service is currently provided to 892 properties located within a local service area. The water source is provided by four local wells.

Development within these service areas has been limited by the capacity of the existing wells. The District is working to address the source capacities in two ways: 1. The District is currently in the process of refurbishing a number ofthe existing wells. 2. The District is currently working to finalize an amended water agreement with the City of Nanaimo. As more certainty is provided with the water source(s) potential, the District is looking to create a Water Master Plan for the next 20 years for current and future supply, distribution and needs.

1.2 Purpose and Objective The development ofthe Water Master Plan has become a key objective for the District. It is expected that this work will form the guiding principles for an integrated water utility which will serve current and future needs. Accordingly, the District intends to proceed with this consulting services assignment to prepare a Water Master Plan.

2.0 PROPOSAL ENQUIRIES 2.1 Request for Proposal Enquiries All enquiries regarding this Request for Proposal(RFP) should be presented in writing to: Agency Contact Person: Fred Spears, Director of Public Works Address: District of Lantzville 7192 Lantzville Road,PO Box 100, Lantzville, BC VOR 2H0 Fax: 250.390.5188 Email: [email protected]

Information obtained from any other source is not official and should not be relied upon.

P16 District of Lantzville - RFP Water Master Plan 2016 Page 4 of 13

2.2 Clarification of Terms Any questions or clarification ofterms that are received and answered by the District contact and considered to affect the RFP process may be issued as addenda by the District.

2.3 Proponent Responsibility It is the sole responsibility of the proponent to check the District website at www.Iantzville.ca for addenda and to ensure all available information including any updates is received prior to submitting a proposal.

3,0 TIMELINE 3.1 Completion Date The project is to commence on July 5, 2016 and be completed by March 31,2017.

4.0 SCOPE OF WORK The intent of this study work is to develop a comprehensive Water Master Plan that will guide the upgrading, renewal and expansion of the water utility in a sustainable manner. Building upon the previous 2015 study "Water Supply and Distribution System Study" prepared by Koers & Associates Engineering Ltd.("Koers & Associates"), it is expected that this work will include the following: a. Review of past studies; b. Review ofthe existing distribution system (including an identification of infrastructure challenges); c. A needs and wants assessment; d. Assessment of future requirement to accommodate 20-year build out.

It is anticipated that the development of the Water Master Plan will require a phased planning approach that accurately assesses existing utility inhastructure (data collection), extensively consults with the community, builds the necessary decision support framework (models/mapping), identifies areas of concern (current condition assessment), and ultimately assists Council and staff in establishing a strategic approach to guide expansion ofthe current infrastructure for the District of Lantzville.

The proponent should anticipate working with staff, along with consulting with key stakeholder groups and the general public.

P17 District of Lantzville - RFP Water Master Plan 2016 Page 5 of 13

5.0 PROJECT PHASING It is anticipated that this study will progress using a structured approach that will provide information to guide subsequent components ofthe work program. These tasks represent a general structure for the completion ofthe study, and are not intended to be all encompassing.

5.1 Phase 1 - Create a "Snap Shot" of Current Conditions This will involve a review the existing studies previously prepared on the current water infrastructure. It is recognized that field data verification and /or utility locates may be required. Any required field work identified shall be coordinated with District Staff(wherever practical).

In addition, consideration shall be given to the following: a. It is expected that the proponent will be familiar with the various operating processes and practices to ensure all applicable regulatory requirements are being met; b. The proponent must review current District studies;(in particular the Koers & Associates 2015 Water Supply and Distribution System Study), standards, policies and bylaws; and c. The proponent will be required to take into account the local planning context when developing the Water Master Plan.

5.2 Phase 2- Creating a Communications Strategy Develop a communications strategy and plan for providing information on the project and soliciting community feedback in keeping with the District's Public Participation Policy.

5.3 Phase 3- Understanding the Community "Needs and Wants" A major component of the commxmications strategy will involve conducting a needs/wants survey. While this is expected to be a municipal wide survey, particular attention shall be given to existing unserviced neighbourhoods.

This phase will also include reviewing and assessing the existing water supply and distribution infirastructure network to determine initial areas ofimmediate concern/deficiency, and any other key findings for consideration and further analysis in subsequent study phases.

Consideration shall be given to the following: a. Utilizing information contained in the Koers & Associates 2015 Water Supply and Distribution System Study;

P18 District of Lantzville - RFP Water Master Plan 2016 Page 6 of 13

b. Review of current billing structure and service levels in consultation with staff to determine an appropriate funding model to support current and long-term capital and operating needs; c. Identifying the various neighbourhoods within the municipality; and d. Outline findings by neighbourhood.

5.4 Phase 4- Develop Conceptual Plan for Moving Forward For this phase, the proponent will review and assess water supply and distribution infrastructure necessary to accommodate infrastructure expansion, existing un- serviced properties, and new development over a 20 year time horizon.

This will include: a. Providing estimated costs and timelines for staging the improvements for a 20 year time horizon utilizing a low, medium, and high growth scenarios; b. Understanding the financial/costs implications for future works based on a low, medium, and hi^ growth scenario. This also includes a review of the cost implications for both existing users and future users, as well as, reviewing possible funding sources; and c. Consideration of infrastructure sustainability in making recommendations and developing strategic priorities - focusing on opportunities to develop sustainable practices and approaches.

5.5 Phase 5 — Assess Options This will involve developing and assessing options for addressing noted concerns/deficiencies, the expansion of water services to unserviced neighbourhoods, and new development. The proponent will develop a rating system that identifies and effectively prioritizes infrastructure upgrade and expansion options.

5.6 Phase 6- Final Draft RecommendationsAVater Utility Master Plan In this phase, the proponent will provide a staged "next steps" program for recommended improvements, including, the upgrading of existing facilities/infrastructure, new infrastructure (i.e. reservoir, pumps, etc.), and service expansion. In addition, the proponent shall also provide "next steps" represented in a graphic form.

The plan will also include recommended standards, specifications and policies for the District of Lantzville. The successful proponent shall be required to provide an updated final report to Council at the completion of this phase.

P19 District of Lantzville - RFP Water Master Plan 2016 Page 7 of 13

6.0 KEY DELIVERABLES Building upon the Koers & Associates 2015 Water Supply and Distribution System Study, the key deliverables to be provided by the proponent as part of this study shall include the following: 1. "Snap shot" summary of what we have; 2. Preparation and implementation of a communications strategy; 3. Completion of a needs and wants assessment(including community wide survey); 4. Creation of a conceptual plan; 5. An assessment of options; and 6. The preparation of an implementable Master Plan. The Master Plan shall: a. Provide an outline and summary ofthe process undertaken; b. Summarize comments from community feedback; c. Identify and prioritize deficiencies that require capital improvements, which include estimated costs and staging timelines; d. Identify and prioritize areas for service expansion, which includes costs estimates for required works; e. Provide conceptual plan; f. Discuss options including costs benefit; and g. Provide recommendations for next steps including graphic representation, guiding policies, and suggestion for extending lifecycle.

7.0 GENERAL REQUIREMENTS The following section outlines general project requirements related to completion ofthe various phases of the study.

7.1 Data Acquisition and Management The proponent shall provide a detailed inventory of existing water utility assets. This asset data shall be collected and processed in general conformance with acceptable industry standards.

7.2 Drawings/Plans/Maps(GIS) All study mapping shall be developed in a GIS format compatible with current District software systems. This spatial data shall include appropriate layering standards and be geo-referenced to NAD 83 Zone 10.

7.3 Documentation Formats The Proponent shall prepare all pertinent information and documentation in electronic formats compatible with the District's software system. All written correspondence and statistical information shall be in Microsoft Office format (Word/Excel).

P20 District of Lantzville - RFP Water Master Plan 2016 Page 8 of 13

7.4 Project Schedule The proponent shall submit a proposed work schedule outlining key milestones dates/timelines for the various work tasks identified in this RFP. The schedule shall also incorporate any related project interdependencies (i.e. client/agent supplied information/decisions that would potentially impact the proposed schedule). The proponent shall maintain and update the project schedule on a monthly basis. These updates shall include current activities and identification of actual completion/delivery dates for key activities/tasks.

7.5 Presentation Requirements The successful proponent shall be required to participate in various meetings/ presentations in the completion ofthe study work. The number of meetings is subject to review and discussion after award ofthe work. At such time, the proponent shall include a general cost (fees and disbursements) per meeting to participate in:

a. Meetings/Presentations to Committee/Coxmcil- the Proponent shall be required to attend minimum offour (4) committee/council meetings to present their findings; and b. Meetings/Presentations to Stakeholders - the Proponent shall be required to attend a minimum offour (4) stakeholder meetings to present their findings or facilitate resolution of identified issues as this project progresses towards completion.

The Proponent shall prepare and supply all presentation material, while the District will supply the venue.

8.0 WATER MODEL It is anticipated that all modelling work will be done using the District of Lantzville water model by Koers & Associates. This work shall be coordinated through District Staff.

9.0 REFERENCE INFORMATION The following information will provided to the successful Proponent for their exclusive use in the completion ofthe study work. This includes: a. Previous studies; and b. Copies ofthe Official Community Plan, Zoning Bylaw, Subdivision and Development Bylaw.

P21 District of Lantzville - RFP Water Master Plan 2016 Page 9 of 13

10.0 PROPOSAL REQUIREMENTS Proposals shall include the following: a. A schedule for completion of the project broken down by phase and task;

b. A description ofthe tasks to be undertaken and methodologies to be used by the proponent including how each consultation event will be advertised and programmed;

0. List of lead, team members and sub-consultants;

d. Project costing including: i. Proponent maximum fee; ii. A breakdown of project costs by tasks in a manner that allows for easy cross-referencing oftask, personnel, timing and costs; iii. Total hours and fees per individual, including sub-consultants, to be assigned for the entire project; and iv. The cost to the District should meetings in addition to those noted in the proposal be required;

e. The educational and professional qualifications of each individual to be assigned, including sub-consultants. Include a summary of each individual's work experience with related projects, highlighting comprehensive reviews of and/or creation of new Water Master Plans; f. A list ofreferences fi-om clients who have engaged the proponent and sub- consultants to complete similar projects; include the name, address and phone number ofreferences; and

g. Assurance that the proponent and sub-consultant are not in a position which may be perceived as a conflict of interest with respect to undertaking this project

h. The person(s) authorized to sign on behalf ofthe Proponent and to bind the Proponent to statements made in response to the RFP must sign the Proposal Form provided herein (Schedule A). Unsigned Proposals will be declared disqualified.

11.0 PROPOSAL SUBMISSION Proponents are subject to the following requirements when submitting proposals: a. Four(4) bound copies of the proposal and one(1) electronic file (i.e. PDF, USB flash drive suitable for printing by the District), must be received no later than 4:00 PM (PST)on Friday, June 10,2016(Closing) at the following location, to the attention of: Fred Spears, Director of Public Works

P22 District of Lantzville- RFP Water Master Plan 2016 Page 10 of 13

District of Lantzville 7192 Lantzville Road,PO Box 100, Lantzville, BC V0R2H0

b. Proposals must be submitted in a sealed package with the name and address of the proponent and the Request for Proposal title clearly marked on the outside as follows: RFP:District ofLantzville Water Master Plan 2016.

c. Facsimile and electronic submissions will not be considered.

d. Late proposals will not be considered and will be retumed to proponents imopened at the proponent's expense.

12.0 ACCEPTANCE OF PROPOSALS a. This RFP must not be construed as an agreement to purchase goods and services. The District is not boxmd to accept the lowest priced or any propos^ of those submitted. The District is under no obligation to receive further information, whether written or oral, from any proponent.

b. Neither acceptance of a proposal nor execution ofthe contract will constitute approval of any activity contemplated in any proposal that requires any approval, permit or licence pursuant to any federal, provincial, municipal statute, regulation or bylaw.

c. The District reserves the right to reject any proposal and to accept any proposal notwithstanding any non-compliance with this RFP. The District may select any proposal for acceptance or negotiation with the proponent by selecting the proposal which the District, in its sole unrestricted discretion and on the basis of such criteria as it considers appropriate, deems to be in the best interest of the District.

d. The proponent's submission will be evaluated for its suitability to fulfill the project objectives and requirements, by District staff, which may include a third party. All submissions will be evaluated in terms of overall best value to the District and weighted as follows:

Understanding/experience working in a small community context 15% Understanding of the project and its objectives 15% Experience completing projects of similar nature 25% Methodology and Work Plan in its description 25% References 10% Proposed overall fee 10%

P23 District of Lantzville - RFP Water Master Plan 2016 Page 11 of 13

e. If a proposal contains a defect or fails to comply with the requirements of the proposal documents, which in the sole discretion of the District is not material, the District may waive the defect and accept the proposal.

f. No proponent shall have any claim for any compensation of any kind whatsoever, as a result of participating in the RPP, whether in respect of proposal preparation costs, loss of anticipated profit or any other matter whatsoever, and by submitting a proposal each proponent shall be deemed to have irrevocably waived any such claim.

g. The District reserves the right to cancel this RPP at any time and for any reason, and in so doing to reject all proposals, and will not be responsible for any loss, damage, cost or expense incurred or suffered by any proponent as a result of such cancellation.

h. The District reserves the right to enter into negotiations with one or more proponents concerning the terms and conditions of services to be provided, and expressly reserves the right through such negotiations to request changes, alterations, additions or deletions fi*om the terms of any proposals received.

i. The acceptance of any proposal is subject to funding and requires approval by Council.

j. After acceptance by the District, the successful proponent(the "Consultant") will be issued a written Notice of Award.

13.0 CONTRACT CONDITIONS 13.1 COMPLIANCE WITH LAWS The consultant will comply with all laws applicable to the work or performance of the contract including provisions ofthe Local Government Act and the Community Charter.

13.2 LAWS OF BRITISH COLUMBIA Any contract resulting from this RFP will be governed by and will be construed and interpreted in accordance with all laws in effect of the province of British Columbia.

P24 District of Lantzville - RFP Water Master Plan 2016 Page 12 of 13

13.3 INDEMNITY Notwithstanding the providing ofinsurance coverage by the consultant, the consultant hereby agrees to indemnify and save harmless the District, its officers, agents and employees from and against all claims, demands, losses, costs, damages, actions, suits, or proceedings by whomever made, brought or prosecuted and in any manner based upon, arising out, related to, occasioned by attributable to the activities ofthe consultant, its servants, agents, sub-consultants and sub-operators, in providing the services and performing the work ofthe contract, excepting always liability arising solely out ofthe negligent act or omission ofthe District.

13.4 INSURANCE The consultant will be required to provide and maintain professional liability insurance in an amount not less than $1,000,000 insuring the consultant's liability resulting from errors and omissions in the performance of professional services under the contract. Proof ofinsurance must be provided to the satisfaction of the District.

13.5 REGISTRATION WITH WORKSAFEBC The consultant and any approved sub-consultants must be registered with the WorkSafeBC,in which case WorkSafeBC coverage must be maintained for the duration ofthe contract. Prior to receiving any payment, the consultant will be required to submit a WorkSafeBC Clearance Letter indicating that all assessments have been paid.

14.0 FREEDOM OF INFORMATION AND PROTECTION OF PRIVACY The District is subject to the provisions of British Columbia's Freedom ofInformation and Protection ofPrivacy Act and may be required to disclose all or part of a proposal. A Proponent may stipulate that trade secrets included in their proposal are supplied in confidence and the release of which could significantly harm their competitive position, however, the District's disclosure obligations will be governed by the Freedom of Information and Protection ofPrivacy Act and proponents are advised to review that Act for further information.

Attachments Schedule A Proposal Form

P25 District of Lantzville - RFP Water Master Plan 2016 Page 13 of 13

Schedule A

Proposal Form

Consultant for the District of LantzviUe Water Master Plan 2016

Closing: 4:00 pm (PST)on Friday, June 10,2016

This form must be completed, signed and included with the submission.

The undersigned confirms that their submission is in response to the Request for Proposal "Consultant for Preparation of the District of Lantzville Water Master Plan 2016", and the Proponent acknowledges receipt of addenda # through addenda # .

Name offirm: Address:

Phone: Fax: Email:

Contact Name: Position: Phone: Fax: Email:

Authorized Signature

Name and Title (Print)

Date

P26 Draft District of Lantzville Incorporated June 2003

Policy No.: 3000 -10 Date of Implementation: Council Resolution:

Social Media Policy

PURPOSE The District of Lantzville social media policy establishes and outlines the principles of use for the District when engaging and posting on tlie District's social media accounts.

POLICY The District uses online social media accounts(Twitter,YouTube) and website to communicate District initiatives, goals and objectives with the community and various stakeholder groups.

The goal of the District's social media accounts is to inform the community about District happenings and events and provide additional platforms for direct engagement. Tlie District's social media accounts are not intended to be used for political forums or information outside the District's intent.

PRIMARY GOALS • Increase awareness of municipal services and events such as public notices, upcoming Capital Projects, District sponsored events, and other municipally involved events. • Link the reader to ftirtlier infomiation on the District's website through simple, engaging messages. Disseminate time-sensitive infonnation quickly. Provide additional means to gather community comments and perceptions regarding the District and its initiatives. Develop trust and opportunities to build stronger relationships with community members. Correct misinformation, remedy mistakes, or alter services. Utilize social media as an additional way to collaborate with the public and other mumcipalities on mutually beneficial programs and initiatives. Provide support to Council's Strategic Priorities Item: Communication. Engagement, and Transparency.

P27 District of Lantzville PoUcy No. 3000-10: Social Media Policy - DRAFT Page 2 of3

SCOPE • This policy applies to social media use for official and authorized District purposes. • This policy shall apply to all District employees and others who have been authorized by the District's Chief Administrative Officer to post information on corporate social media sites in an official capacity on behalf ofthe District. It does not apply to personal use ofsocial media conducted on personal equipment. • Social media profiles and websites representing the Mayor and Members ofDistrict Council are exempt from this policy, as are sites representing individuals and Committees of Council that do not fall under District employee mandate or this policy. • Social media profiles and websites representing Members of Council will not act as official information media platforms on behalfof the District of Lantzville. Any information to be communicated to the District's followers via social media will be provided by the District's Chief Administrative Officer or designate(s). • District Council acknowledges that it is not their role to report directly on District-related business and will use their social media profiles and websites as a secondary information source once matters have been officially released by the District. Council will use the designated sharing tools on the various social media platforms based on this direction. Council will include an "in my opinion" disclaimer either within the banner oftheir individual social media site(s) or separately when making follow up posts to District social media postings and when creating original posts pertaining to District-related business.

RESPONSffiBLITY The Chief Administrative Officer(CAO) will be responsible for maintaining a list of all social networking application domain names in use, the names of all employee administrators ofthese accounts, as well as the associated user identifications and passwords.

The posting of content and engagement on behalf ofthe District will be the responsibility ofthe District's CAO or designate(s). All other employees must have permission by &e CAO prior to posting.

The District will authorize specific individuals to utilize social media in an official capacity to ensure that, as with all communications activities, communications through social media channels are accurate, consistent and professional.

When representing the District on social media, employees are expected to communicate in a respectful and professional manner and in accordance with all District policies. Employees are not permitted to discuss personal or confidential information on social media sites, whether throu^ public posts or private messages. Non-compliance by District employees may result in discipline.

P28 District of Lantzville Policy No. 3000-10: Social Media Policy - DRAFT Page 3 of3 GUIDING PRINCIPLES OF APPROPRIATE USE The District's social media followers and engagers must abide by the following principles of appropriate use or may be subject to removal. The District of Lantzville reserves the ri^t to remove posted online content, comments or links which contain any ofthe following from the District's social networking sites: • Comments not relevant to the particular posting by the Chief Administrative Officer or designate(s); • Slanderous or derogatory remarks, obscenities, profane language or sexual content; • Content that endorses, promotes, or perpetuates discrimination on the basis ofrace, creed, colour, age, religion, gender, marital status, status with regard to public assistance, national origin, physical or mental disability or sexual orientation; • Promotion ofcommercial services or products other than sponsors, affihations, or business partnerships; • Promotion of political candidates; • Promotion ofillegal activity, • Spam or irrelevant external links; • Information that may compromise the safety or security ofthe public or public systems; • Content that violates a legal ownership interest of any other party.

AVAILABILITY The District updates and monitors social media accounts during regular office hours. As customer service is a priority, every attempt will be made to respond to all inquiries via social media in a timely manner during office hours; however,the usual ways of contacting the District for official correspondence is encouraged. The District assumes no responsibility for delay in responding to comments and concerns, or lack ofservice due to site related downtime or issues.

RECORDS All District of Lantzville social networking sites shall adhere to applicable Provincial, Federal and local laws, regulations and policies including all Information Technology and Records Management policies and other applicable District of Lantzville policies. The Freedom ofInformation & Protection ofPrivacy Act applies to social media content and therefore content must be able to be managed,stored and retrieved to comply with the Act.

P29 District of Lantzville

REPORT TO CAO

Regular Meeting Agenda Item May 25,2016 File No. 5600-08 DISTRICT OF LANTZVILLE\Rqx>rts to CounciI\2016\DistrictWateiStandardsRqx}rt.doc AUTHOR: Brad McRae, Chief Administrative Officer

SUBJECT: Water Connection Standards Review

RECOMMENDATION THAT no further changes are made to the water cormection standards until the following conditions have been met as per the recommendations ofthe May 13,2016 Koers and Associates Engineering Ltd. report, specifically: • Additional supply has been connected to the system to augment or be placed on standby to augment the current District water system if needed; • Additional storage have been connected to the upper pressure zone; • Well Field upgrades have been completed; AND FURTHER THAT Council directs staff to utilize engineering best practices when determining the use for water connections other than residential.

ALTERNATIVES

1. THAT Council directs staff to change the current design standard from 3400 liters per day residential connection to 2900 liters per day residential connection for water services connected to the District of Lantzville water system.

ATTACHMENT

1. Koers & Associates Engineering Ltd.(Koers & Assoc.) May 13,2016 report.

PURPOSE

To provide Council with a recommendation for an alteration ofthe design standards for connections to the District of Lantzville Water System.

BACKGROUND Council, at its January 11,2016 regular Council meeting, passed the following motion: "WHEREAS Council has been advised by the District's consultants and staffthat the current per connection water volume requirement is outdated and exceptionally high, and that sufficient data is available to establish a rate based on current use plus a suitable safetyfactor; THEREFORE be it resolved, THAT Council directs staffto prepare a reportfor presentation to Council on or before the regular Council meeting scheduledfor May 25, 2016, outlining the rationale, options and a recommended per connection water volume requirementfor singlefamily dwellings; AND FURTHER THAT Council directs staffto undertake a more comprehensive review, covering all other types ofdwellings and connections,for presentation to Council on or before the May 25, 2016 regularly scheduled meeting. P30 District of Lantzville Report to Council - May 25,2016 - Water Connection Standards Page 2 of 23

DISCUSSION As identified in the attached report dated May 13, 2016 by the Districts consultant engineers, Koers & Assoc., modifying the current water connection standards at tliis time is not recommended widiout a backup water supply, an increase in storage, and completion of the wellfield rehabilitation project. In 2014, the District undertook a Wellfield Management Plan update which was carried out by Lowen Hydrogeology Consulting Ltd. This management plan update included an estimation of the wellfield capacity which was identified as 2,424 cubic meters per day. The update also identified that the wells were not operating at an acceptable level of efficiency and recommended rehabilitating Wells 4, 9, and 12 and replacing Well 6. It is believed that once tlie wellfield upgrades have been completed there may be an increase in wellfield capacity. In the attached report (Attachment #1)from Koers &Associates , 2,900 liters per day per connection is recommended as a standard rate for a residential water connection. This recommendation, as stated above, is subject to having an additional water supply in place to use to augment the existing water system or have on standby, an increase in reservoir storage, and the completion of the wellfield upgrades. It is also recommended to review each connection application that is not residential individually. As noted in the Koers and Associates 2015 Water Supply and Distribution System Study that over the past several years the maximum day demand has been in the range of 1,500 to 1,600 liters per day. Staffrealize that actual use and tire recommended standard are still 1,300- 1,400 liters per day apart; however, modifying the standard by 15% is significant and feel it is an acceptable level ofri sk.

FEVANCUL IMPLICATIONS N/A

COMMUNICATION STRATEGY N/A

STRATEGIC PLAN ALIGNMENT Connectivity with 2016-2018 Strategic Priorities; Water Agreement revision, Water Master Plan, Wellfield Rehabilitation Program and Well 6 Replacement.

SUMMARY Council directed staffto provide a report outlining the rationale, options and a recommended per connection water volume requirement for single family dwellings and undertake a more comprehensive review, covering all other types of dwellings and connections. Staff has provided the requested informatiqi^^nd has made the recommendation above.

Respect

Brad McRae, CA(

Reriewec

Dir. CA Dir. PW

in

P31 Serving Vancuuver Iskinci since 1987 KOERS P O- BOX 790 &^ ASlSUCA ccrk<-lIA A Tl? 1 ES C PARKSVILLE.MEMORIAL B.C. AVENUE V9P 2G8 ENGINEERING LTD. ItlHH Consulting Engineers [email protected] www.koers-eng.com May 13, 2016 1606-01

District of Lantzville PoL^r""' Attachment #1 Lantzville, BCV0R2H0

Attention; Mr. Fred Spears Director of Public Works

Re: District of Lantzville Water Demand Design Standard Review

We are pleased to submit our District of Lantzville, Water Demand Design Standard Review Study. The report compares current demand patterns, both within the District and in nearby water systems, and analyses design standards that are currently being applied in the Mid-Vancouver island

area.

Further to our July 2015 report. District of Lantzville Water Supply and Distribution System Study, a review of design standards for other mid-island municipalities revealed that the District's design demand Is in the middle range compared to the other municipalities, and Is similar to its closest neighbours,(Nanoose, Nanaimo and Parksville).

The report noted that, though a reduction in per connection demand may be warranted when assessing standards In neighbouring jurisdictions, the District would be well-serviced to improve system redundancy and capacity as a first step.

We have enjoyed working on this important study. We would be pleased to discuss implementation of the recommendations with staff and Council and look forward to assisting the District in the further development of its water system.

Yours truly, KOEf^Sv^SSbfel^IES ENGINEERING LTD.

Chris Rob Hoffman, PEng Project Engineer Project Manager

••J Member of Consulting Engineers ofBritish Columbia P32 and Association ofCanadian Engineering Companies District of Lantzville Report to Council - May 25,2016 - Water Connection Standards Page 4 of 23

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District of LantzviOe

WATER DEMAND DESIGN STANDARD REVIEW

Table of Contents PaEe

INTRODUCTION 1

LI Background - 1 1.2 Study Purpose 1 1.3 Scope of Work 2 1.4 Acknowledgements 2

WATER DEMANDS (HISTORIC) 3 2-1 Per Capita Demands 3 2.1.1 District of Lantzville 3 2.1.2 Other Vancouver Island Municipalities...... 4 2.2 Demands by Land-Use 5 2.2.1 District of Lantzville 5 2.2.2 Other Vancouver Island Municipalities 7

DESIGN DEMANDS 8

3.1 Existing Demand Standards 8 3-1-1 District of Lantzville 8 3.1.2 Other Vancouver Island Municipalities 8 3.2 Proposed Standards 9 3.2.1 Average Day and Maximum Day 9 3.2.2 Peak Hour 10 3.2.3 System Redundancy 10

3J Land-Use Based Demands 11 3.3.1 Residential 11 3.3.2 Non-Residential (Institutlonal/Commercial/lndustrial) 11 3.4 Climate Change 11

CONCLUSIONS 12

DRAFT Watrr Dcmn'tf Dewy" Std->d4rd RcnLW 13 *Aii 20U

P33 District of LantzviUe Report to Council - May 25,2016 - Water Connection Standards Page 5 of 23

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RECOMMENDATIONS 13

Tables Paee Table 1- Annual, Average Day and Maximum Day System Demand, 1996- 2014 3 Table 2•> Average and Maximum Day Demand Per Capita. Vancouver Island Communities 4

Table 3-Non-Revenue Water Volume, 2011 • 2014 5 Table 4- Annual Demand by Land-Use,2010 - 2014 6 Table 5- Annual Water Standards by Land Use. Vancouver Island Communities 7 Table 6- Per Capita Design Standards, Mid Vancouver Island Municipalities....^ 8 Table 7- Proposed Average 8t Maximum Day Design Demands 10

Figures After Page 1 Weilfieid Daily & 7 Day Average Production...... — 3

2 Annual, Average Day and Maximum Day Demand 4 3 Total Individual vs Upper & Lower Bulk Metered Quarterly Demand -...5

4 Non-Residential Metered Demands,2014 ... 12

ORAfT Wdtrr i>cm«r,d Design S!«r>dard Rcv)if« 13M

P34 District of Lantzville Report to Council - May 25,2016 - Water Connection Standards Page 6 of 23

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1 INTRODUCTION

1.1 Background The District's current per connection design water demand of 3,400 L/day has been the standard in Lantzville for a long time, reaching back to pre-incorporation days when the Lantzville water system was operated by the Lantzville Improvement District. It Is believed that the design demand was mainly based on the 0.5 Igpm per conneaion flow rate that the Regional District of Nanaimo(RON) had been using as a design standard for developer-built water systems in the rural areas of the RDN that relied upon groundwater wells as the source of water.

The concept was that, at a minimum, any new development had to supply a quantity of water that equalled or exceeded the amount of water that would be needed to supply the rtew development. Given the variability and potential for declining well yields over time, we understand that a high factor of safety was buih into the design rate.

With a larger centralized s^em containing updated storage and supply capability, havir^ new developments add wells on a case-by-c3se basis is not necessarily practical or deared, as supply and treatment regimes become more complex. Having water sources spread throi^out the District is not considered to be an economical approach in terms of managing infrastructure.

The 3.400 l/day per connection has also been used to determine the number of connectior^ that the District can supply, based upon the current rating of the District's well field. Before the Water Supply Update was published in July 2015, the capacity of the well field was assessed at 800 to i,000 rnVbay. which, wfien usir^ the 3,400 L/day per connection target, indicated a net deficiency of water w^hin the system. However, with several years of metering and consumption data available for review, and an updated assessment of the well field's aquifer capadty, the District would like an assessment of the current design standard, and recommendations on potential revisions.

1.2 Study Purpose To review existing design water demands for the District of Lantzville, compare against existing consumption data and other local jurisdictions, and recommend design demand standards for the following land-uses:

• Single Family, ai>d • AU other types of dwellings and connections, e.g., Multi-Famiiy - Commercial Industrial - Institutional

A review of target fire flow demands was not requested by the District in this study, but has been recommended to the District in prewous studies.

Pige i of 1' DRAFT Wdttr Ocm

P35 District of Lantzville Report to Coundl - May 25,2016 - Water Connection Standards Page 7 of 23

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1,3 Scope of Work To accomplish the study purpose,the following work plan was adopted:

Task 1- Obtain 2015 Water Demands • Obtain,from District of Lantzville, bulk metering(Upper 2one, Lower Zone and Weilfleld} and all individual water meter demand spreadsheets for the Jan 1 to Dec 31,2015 period. • Incorporate this data into previous work and update the results.

Task 2- Analyze Data • Process the data and update the following figures and tables in the District of Lantzville Water Supply & Distribution System Study, published in July 2015: - TaWes: 11,12.13,14.17 and 19. - Figures: 4, 5,and 6. • Cbntfare these results against the existing design standards. Task 3- NonTtesidential Design Water Demands • Remewthe District's actual demands forthe past six years(Table 13). • Compare lantzville demands against design standards for municipalities Ssted in Table 19. Tadt 4- Estabfid) Safety Factor

• Develop a safety factor for per connection residential demand. > Compare the calculated residential per connection demand usii^ the bulk meter total vs the sum of the residential metering totals. > Compare these demands against design demand for munidpallties listed in Table 19. - Coftstder the impact on demand with various suppfy options, including interconnection with the Qty of Nanalmo, and an updated rating of the District's weHfieid. Task 5- Report Finding • Present findings in a brief letter report along with updated Tables and Figures from the 2015 Water Study. • fockide an overview of the work completed, the findings and the recommendations fon > per capita average day, maximum day and peak hour demands, per connection design demand for Single Family Residential. • Indude a summary of review of water demands for all other types of dwellings and connections.

1.4 Acknowiedgements Koers & Associates Engineering Ltd. acknowledges, with thanks, the assistance provided by District staff during the preparaticm of this report.

r^c;2oll4 DRAFT Wdter Oemdni} Oeiqin SUncbnl Revte»

P36 District of Lantzville Report to Council - May 25,2016 - Water Connection Standards Page 8 of 23

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2 WATER DEMANDS (HISTORIC)

2.1 Per Capita Demands

2.1.1 District of Lantzville The District's total annual, average day, maximum day and maximum week demands for the years 1996 to 2015 are presented in Table 1 (an updated version of Table 11 in the District's Water Supply & Distribution System Study, July 2015). Daily demands for the past five years (2011 - 2015) are presented on Figure 1 (an updated version of Figure 4 in District's Water Supply & Distribution System Study, July 2015).

Table 1- Annual,Averse Day and Maximum Day System Demand,1996 - 2014

Annual AiKsa^ Masrimum Week 1 Maximum Day Max/Ave YeM- Demand Day rre') fm,Vdairt Ratio 1996 312,568 854 1.783 July 12 239 n/a 1997 292v4Zl 801 1.563 August 12 135 n/a 1998 329,371 902 1,551 July 28 1.72 n/a 1999 266.666 774 1330 June 11 138 n/a 2000 n/a n/a 1378 August 15 n/a n/a 2001-2002 n/a Afb nl9 n/a n/a 2003 287,983 789 n/a n/a 2004 277,804 759 n/a n/a 2005 269.840 739 n/a n/a 2006 278,737 764 n/a n/a 2007 275,844 756 n/a n/a 2008 279,628 764 n/a n/a 2009 283,078 776 n/a n/a 2010 256,568 703 n/a n/a 2011 243,380 667 1,263 S^nember 11 139 1.060 July 1-7 2012 243,025 664 1351 J(dvl4 2.03 1,095 July 10-16 2013 242,420 664 1332 July 28 1.85 1,114 July 24-30 2014 250,929 687 1321 July 14 2.07 1,227 July 12-18 2015 242,205 664 1373 June 15 132 1,136 June 9-IS Esdmated Demand Per C^ha Servfce AwajBft U»amu^' Y«r Popuiatton Day Day Week

. Estimate * -Udott .. -trpcjtt . . 0pcdl 2011 2.143 331 589 495 2012 2,143 310 631 511

2013 2,143 310 575 520 2014 2,143 321 663 573 201S 2,143 310 594 S30

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P37 District of Lantzville Report to Council - May 25,2016 - Water Connection Standards Page 9 of 23

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P38 District of LantzviUe Report to Council - May 25,2016 - Water Connection Standards Page 10 of 23

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Notes: * Based on 2011 Census population density of 2.46 capita per dweiling and an estimated 871 residential dwelling units {serviced from 840 individual water meters). n/a Data not provided in a format that was practical to determine the per day use.

The table shows that overati system demand has generally fallen within the last 20 years, and that maximum week demand has remained relatively stable for the last five years.

Figure 2 (an updated version of Figure 5 in the District's Water Supply & Distribution System Study,July 2015) graphically presents the total annual, average day, maximum day and maximum week demands from 1996 to 2015. The BCStats population estimate is included on Figure 2 for reference purposes.

2.1.2 CWter Vancouver Island Municipalities For comparison purposes, the average and maximum day per capita water demarKis experienced in other Vancouver Island communities is presented in Table 2 (forrr^rly Table 12 in District's Water Supply & Distribution System Study, July 2015).

T^le 2- Average and Maximum Day Demand Per Cai^a, VanoMnmr island Qmuminities

2011 ' ■'CaiwaBtfllty Study Tear Canada Average Day (Ipcd) 'Maxfmum Census Bay NbiV % ftesidmtial'*- Total 44 Total A«^' Poptdaiion ♦tocdl Gold River 2002 1,267 786 •• 866 2352 2.6 Uduelet 2012 1,627 996 •• 1370 2.129 1.7 ••• Tofino • 2000 1376 331 1,008 2.168 2.2 Cumberland * 2015 3398 202 426 598 1.4 lantzvllle * 20X5 3.643 22D i 321 m 663 «M 2.1 LadysRiith * 2013 8,691 430 729 1.7

Qualicum Beach 2003 8,687 _ 570 1.420 2.5

Parfcsville * 1995 11.977 — 540 1,180 2.2

Comox 2012 13,627 — 488 895 ••• 1.8 ••• PoftAlbernl • 2015 17.743 233 592 902 1.5 •••

Couitenay 2015 24,099 — 524 1,239 ••• 2.4 •••

Campbell River 2001 31.186 — 635 2,100 3.3

Nanaimo * 1998 83.810 — 540 1,050 1.9 Avera^

— — 703 2381 — (^duditie TofrnoAfcliKlet) Notes: 4 Residential average day per capita demands are calculated as the annual sum of all residential metered demands divided by the estimated service population, except where noted otherwise. Total Average Day per capita demands are calculated as the total demand of the entire water system divided by the estimated senrin population.

indicates municipalities whidt meter both residential and commerdal properties.

These are non-metered demand values calculated as the differerKe between syst^ demand and the commercial/industrial metered demands. As such, they are not

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P39 District: of LaiitzviUe Report to Council - May 25,2016 - Water Connectioj'i Standards Page 11 of 23

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P40 District of Lantzville Report to Council - May 25,2016 - Water Connection Standards Page 12 of 23

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solely residential demand but include all system water use exdudir^ commercial/industrial use. Calculated by taking the maximum month demand and dividing by the number of days in the month as the daily demand data was not available. Actual maximum day demand and the resulting peaking ratio would be higher.

Based on individual metering data for 2014. Value is sum of individuai residential meters {172^S7 m^ divided by an estimated service population of 2,143.

fflf Based on total system metering demand for 2014. Value is total system demand (250,929 m^)divided by estimated service population of 2,143. Based on total system maximum day demand of 1.421 (August 20, 2014} divided by an estimated sersnce population of 2,143.

It Is noted that Lantzville's per capita demands are the lowest of the 12 munidpafities reviewed. They are as much as 40% lower than tiie City of Nanaimo, with w4K>m they share a municipal boundary. It is believed the community awareness of the limited capacity of the wellfield, requirement for new developments to secure their own water supply sources artd the inclining block pricing (Bylaw No. 85) are factors contributing to the low per capita demands, ft is also noted that in other Island municipalities, residential water use tends to be higher when it is rxtt metered.

2.2 Demands by Land-Use

22.1 District of Lantzville Figure 3(an update of Kgure 6 in District's Water Sup^y & Drstribution System Study, July 2015) graphically presents quarterly difference In the bulk metered dematKls vs the sum of the individuai metered demands for 2011 to 2015. The differences, krwwn as 'non-revenue* water for each year are presented in Table 3.

Table 3-Non-Revenue Water Volume,2011 - 2014

Non-ftevenoe Water Portion of Systenfl Total Vofume Annual Decnaad 9 (mVyear)

2011 32,780 18%

2012 39,612 16%

2013 47.372 21%

2014 54.844 22%

The percentage of non-revenue water is generally consistent on a year by yev basis. The percentage of rton-revenue water, while a noticeable amount. Is not unexpected or unusual for a water s^em of this size, age and operating pressures. It should be noted that a large p<^'on of the losses experienced in 2014 were due to a watermain leak on Harwood Drive, wrhich was reported to be in the range of 10,000 cubic metres.

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P41 District of Lantzville Report to Council - May 25,2016 - Water Connection Standards Page 13 of 23

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Total Individual vs Upper & lower Zone Bulk Metered Quarterly Demand {2011-2015}

KOfioa sveracG 110.300 m')

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P42 District of Laiitz\'ille Report to Courid] - May 25,2016 - Water Connection Standards Page 14 of 23

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Even thougti non-revenue water is not metered or billed, this volume needs to be considered as part of the overall assessment, as the system will generally require this volume on a regular basis, arul it needs to be factored in to the annual system demand.

The annual demand, demand per connection and percent demand per land-use cat^ory for the past ftve years along with the 5 year average is presented in Table 4 (Table 13 In District's Water Supply Sl Distribution System Study,July 2015).

Table 4- Annual Demand by Land-Use, 2010 - 2014 (all values in cubic metres) land-Use Category DesorifAkm Other Total ffiiiill ^ftdicUse Industrial Re&kifniial ftes. Number of Meters 14 5 8 18 17 823 885

2010 7.81S • 13.007 3,375 3,103 6,834 181,840 215,977 2011 6495 2493 3,835 2,781 7,469 175,460 138,633 2012 7418 3,144 4,454 2,539 6,892 179,066 203,413 2013 7423 3,639 4,482 2,715 6,468 170424 195,048

2014 7,101 3,640 5,190 2,312 5,785 172457 196,085 SYear Avera^ 7430 •34S AJS7 2,690 6,690 175,789 201491 (2D10-2C24} [ ^ ^ Average Demand Per Service Connectiofi Other OuaimeroaD Ccofi/Res PublciLjDSe^ . . /: '.ties. .. 2010 558 *2401 422 172 402 221 244

2011 443 579 479 155 439 213 224 2012 523 629 557 141 405 218 230

2013 516 728 560 151 380 207 220 2014 507 728 649 128 340 209 222 SYearAverai^ 509 *€S3 533 149 334 214 226 (zmo- 2014) I Percentase of Total Demand Other Vear Cenuneccial Coffi/Res Public Use Industrial Res. : :

2010 4% 6% 2K 1% 3% 84% 100% 2011 3% 1% 2% 1% A% 88% 100% 2012 A% 2% 2% 1% i% 88% 100%

2013 A% 2% 2% 1% 3K 87% 100% 2014 A% 2% 3K 1% 3% 88% 100% 5 Year Average 4K 2% 2% 1% 3K 88% 100% (2010-2014) Notes: A review of the 2010 data revealed an excessively high demand (10,340 m^} occurred in the second quarts at a single connection (6690 Dickinson Road)compared to the 202 to 534 m' for the same period in other years. The cause of the high demand could not be deternrtjr>ed. The 5 year average demand per connection is based on the exclusion of 10,000 from the second quarter of 2010.

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P43 District of Lantzville Report to Council - May 25,2016 - Water Connection Standards Page 15 of 23

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The table stKiws that residential demands dominate system demand. Althou^ norvresidentiai use is tiigher on a per connection basis, these properties tuve less influence on the overall system demands since they are much fewer in number. Not included in this table is the water that is unbilled (non- revenue water), but stilt used In the system, as quantised In Table 3.

2.2.2 Other Vancouver Island Municipalities For comparison purposes, year 2012 per connection demands for three Land-uses from several mid-Vancouver Island munidpai vrater systems were reviewed. Data for the same year was used to standardize the comparison as much as possible. The following observations were made from the data which is presented in Table 5 (an updated version of Table 14 in District's Water Supply & Distribution System Study, July 2015);

Table 5- Annual Water Standards by Land Use, Vancouver bland Communities

Annual Metened Water Oermhid Tntfie Data MuRBcipaiitT Single Family Mcilfti-Fafntly COmmeFC^H Sysrem Year (mVdweiiincl.. IJm'/dweHtinirll .w Tofino 2012 182 130 590

Parksville 2012 199 n/a 2,130 -

Lantzvffe 2012 ZIB n/» 523 275 Port Albemi 2012 236" 236" 5,426" 444

Nanaimo 2012 251 165 - -

Nanoose Bay Water Service Area 2012 256 204 571 -

Comox 2012 290 150 4,(B2 -

Cornea Valley Water Local Senrice Area 2012 382 264 771 -

Union Bay Irrqirovement Distria 2012 - - - 361

Cumberfand 2015 174 145 - 337

Royston Water local Service Area 2015 - - - 364 Notes: 1 This per connection demand b calculated as the total anrwal bulk demand of the system divided by the number of metered connections. For the DoL it is calculated as 243,025 m3 « BBS connections. 2 AH symbob indicate demand could not be determined due to insufficient information. 3 Consists of an resid^tiaJ prc^rty types in Port Albemi (e.g., single family and muttMamilv). 4 Consists of all demands for Industrial/Commerdai/Institutlonal properties In Port Aibend.

The table shows that Lantzville's single family per dwelling annual demand is lower than its adjoining neighbcK', the City of Nanaimo, but higher than the City of Parksviiie's and ttte District of Tofino's. Lantzville's annual demand per commercial unit is lower than the others, but does not appear to be unusual. The hi^ commercial demand for other areas is influenced by the r>ature of tfte use in those areas, such as resort use or seafood processing.

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P44 District of Laiitzville Report to CoiindJ - May 25,2016 - Water Connection Standards Page 16 of23

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3 DESIGN DEMANDS

3.1 Existing Demand Standards

3.1.1 District of Lantzville The DoL Subdivision and Development Bylaw No. 55. 2005 governs the design of water supply and distribution systems. The Bylaw requires all new properties within the OCP water service area to connea to the municipal water system, and if they are not able, each lot must be provided 3.4 mVday (0.5 Igpm) of potable water from a well. The Bylaw does not provide a design standard for prt^erties conneaing to the municipal system.

3.1.2 Other Vancouver Island Municipalities Water demand design standards for several municipalities on the east coast of mid-Vancouver Island were compared to the DoL standards. The DoL ctemand design standard was found to be within the range of maximum day demand per capita, but h'^her than its three closest municipalities of Nanaimo, Pairwnds (Regional District of Nanaimo), and Parksvilie by 20%, 18% and 1%; re^ctively. The findings are presented in Table 6(formerfy Table 19 in District's Water Supply & Distribution System Study, July 2015).

Table 6 - Per Capita Des^ Standards, Mid Vancouver bland Municipalities

I" Per Capiia Design Stancfards r MumfcipaBetr Average Day MaximuiTt Day Max/Ave Peak Hour

1 V .V Moa£i. Ratio.. - II 1 ... MMCO'

- «wth meters 300 600 2 900 - without meters 450 900 2 1350 Nanaimo 455 1,135 Z5 1320

RON (tonoow / fainitinds) - 1,168 - - Parkswile 570 1,364 2.4 1,700

LamzvtBe - 3,380** - .

Quallcum Beadt ♦ 1.780 - 3,150 ••• Courtenay 635 2.100 33 3,000 Comox 635 2,100 3.3 3,000 C^pbeil River 635 2,100 33 3,000 Notes: Master Municipal Construction Document, Design GuiiMine ManuaL 2014. MMQ} recommends the use of these metered and rvorwneiered guideline values only if there are no reliable water consumption records and/or specific municipal requirements. It further states that because maximum day and peak hour demands increase signincantly in dry dimate areas due to irrigation, the criteria should be adjusted accordingly, based on local water consumption records.

Page 80'14 OnAFT W4l« Demand D«»i^ Standard RencMr

P45 District of Lantzville Report to Council - May 25,2016 - Water Connection Standards Page 17 of 23

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** Based on Lan!2vilte B^aw 55.1 requirement of 3.4 mVday potable water source for a lot not connected to ttie municipal water supply system. Per capita demand is t>ased on itie 2011 Census density of 2.46 capiia/dwelling units (3,400 lyday per dwelling-f 2.46 capita/dwelling). Based on Quaiicum Beach Engineering Standard & Specifications Bylaw No. S4S design of 6.DS mVday for single family dwelling, duplex. Per capita demand is based on 2011 Census density of 1.92 capita/dwelling unit(6,050 * 1.92). Table 6 stiows that compared to tt>e DoL, there are other areas with higher per capita demand standards, while others have lower per capita standards. In general, the larger the water system, the more levels of redundancy that are available to buffer variations in system demands. If the District is going to adopt standards used by larger municipalities, then the District should consider improving redundancy wrthin its water system.

3.2 Proposed Standards

3.2.1 Average Day and Maximum Day in order to assess a remsed standard, a comparison to other local municipalities was applied. When considering which other iuiisdictions to consider, features such as similarity in climatic coftdrtions and population behaviour were considered. Since Nanoose. Parksville and Nanaimo are the C^l's closest ne'^bours, and usa^ patterns and behaviours could be considered familiar (many people work, visit or shop in their neighbouring communities on a regular basis), a numericBl comparison between the various standards was undertaken. Further, since there is a potential to connect with the Nanaimo system in the future, a comparison against Nanaimo standards was deem^ prudent.

Table 7 presents the design standards for Nanoose, the Gty of Nanaimo (CoN) and Oty of Parksville (CoP), and provides an average of the three values. It is noted that City of Parksville Is generally supplied with ^ound water wells, with a river-intake source as backup while the water s^^tems in the Nanoose Peninsula are also ground water fed with a back-up connection to the Englishman Rhfer Water System.

Using an average value of the three closest neighbours provides a proposed maximum day demand standard of 2JSOO L per connection per day, or about 1,220 L per capita per day based on a population density of 2.4 people per connection. The 2,900 L per connection per day demand condition is approximately 15% less than the current applied condition of 3,400 L per connection per day. but still higher than tfw 1,421 Lmaximum day per connection value that was experienced in 2014.

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P46 District of Lantzville Report to Coimdl - May 25,2016 - Water Connection Standards Page 18 of 23

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Table 7- Proposed Average & Maximum Day Design Demands

Dematid{I/day) ' - ^ ' 'Description, {PerCaiiita} (PertonnBEeSsi^ Average Day RON -(Nanoose / Fsirwlnds area)

City of Parksville Average Day Demand'*' 570 1368

City of Nanaimo Average Day Demand'*' 455 1092

Proposed Average Day DesEgit Demand''' 510 1225

MaxtimmOay

RON -(Nanoose / Fairwinds area) 1,168 2,570 City of Parksville Maximum Day Demand'*' 1,364 3273 Gty of Nanaimo Maximum Day Demand'*' 1,135 2.725

Proposed Maxknum Day Elesk^ Oemmidl xzBa 2300 Max Day -t Ave Day 2A (Calculated Peaking Factor, rounded) 2.4

Notes: 1 Per capita demand based on a population density aJiowance of 2.4 cafrita per connection.

2 Rounded average of the current CoP and CoN des^ standards.

3 Per capita demand based on a poputation density allowance of 2.2 capita p& coruiection. Rounded average of the current CoP, RDM (Nanoose), and CoN design standards.

3.2.2 Peak Hour Ute District does not have a peak hour demarxi desi^ standard. Peak hour demand is used to assess the ability of the water distribution system to maintain an adequate(minimum 275 kPa {40 psi}) pressure to all custrxners during heavy demand conditiDns.

There are areas within die District that currently do not meet the minimum residual pressure during maximum day demands, and a more conservative value is warranted. Adopting a standard coctsistent with the City of Nanaimo standard of four times the average day flow is recommended.

3.2.3 System Redundancy It should be noted that both the City of Nanaimo and the Gty of Parksville have more storage, within their distribution systems, which tends to provide buffering during periods of heavy demands and potential fire flow scenarios. It is strongly recommended that the District improve storage capacity within their system, espedaliy within the upper zone as noted in the 2015 report, before considering revisions to the demand standards. The improved storage would help supply the system demands during a signiflcant fire event, and lessen the strain on the District's well system, which are limited by a set pumping rate. "Rie July 2015 report also recommended an

Pjgi: lOofK DRAFT V.'atci Dl!-ns^d DtsgTi S^a^dard Runcw

P47 District of Laritzville Report to Coundl- May 23,2016 - Water Connection Standards Page 19 of 23

I ^ K4II k\ , OQMl I'topram evaluation of fire flow demands within the system (also addressed in the recent FUS report}, which could influence potential reservoir sizing and system balancing criteria.

It Is also noted that other neighbouring systems have back up water sources that can be utilized during heavy demand periods, which helps mitigate system risk if issues arise with their groundwater wells. If the District is considering lowering its standard to be more in line with its neighbours, then strong consideration must be given to developing a secondary source of water to provide a suitable backup that can be utilized in emergency situations.

3.3 Land-Use Based Demands

3.3.1 Residential Following the development of a secondary water source and an Increase in reservoir storage capacity, the proposed design demands for residential development for the proposed average day and maximum day per capita demands are shown in Table 7.

3.3.2 Non-Residentiai (Institutional/Commerclalflndustrial) The District of Lantzwile does have metering data from the relatively small number of non- residential properties as shown in Table 4. The types of businesses and activities tiiat can take place within Institutional, Commercial, and Industrial (ICi) devetopment vary widely, as do the required water demands and resulting sewage flows. For example, water demarwls are stgniflcantly different between the following activities:

• Institutional - school, church, public works yard • Commercial- brew pub, restaurant, business office, retail store • Industrial -food processing business, ei^ine repair, mobile home manufacturing

The wide range of existing water demands for the properties within each of these categories wnthin the District Is graphically shown in Figure 4.

Because of the variability of potential water demands, each (O development should be assessed independently with a detailed assessment of the average arxi maximum day water demands based on the proposed development.

Establishing standard ICI design demands for the District does not seem practical for the potential small number of IQ developments and the broad range of activities associated for each zone. These areas should be evaluated m a case-by-case ba»s, as a one-size flts all approach may not be an effective approach for the District.

3.4 Climate Change The Koers report titled "Water Supply and Distribution Study" published in July 2015, provided commentary on climate change arrd its potential impact on the District's water system. As such, we recommend tfiat the District continue to monitor and assess system performance and note trends in both groundwater behaviour and s^em consumption, so that adjustments can be made if trends In supply availability or In average and maximum day usage start to shift.

11 14 MAFT Walui Dt-mand Duign SUnda'd Retnciv

P48 District of LairtzvUle Report to Council - May 25,2016 - Water Connection Standards Page 20 of 23

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4 CONCLUSIONS

Based on the analysis in this report, the following conclusions are made.

1. The existirg design standard per connection has been In use for a long time, and was likely more suited for a different set of conditiorts at a different time.

2. The District's water system has evolved over the last 20 years and has grown into a more sophisticated and centralized system, and an opportunity exists to revaluate standards.

3. Metering data shows that riie District uses less water than outlined in its standard.

4. Comparison to consumption data in other jurisdictions indicates that the DoL uses less on a per-capfta basts.

5. An artalysis of the system data shows that apptttximately 18 to 22% of the total system demand is for un-bitled, or non-revenue water. A lar^e portion of the loss in 2014 was due tothe watennain leak on Harwood Drive.

6. Residential use constitutes the largest percentage of water consumption within the District. 7. A comparison to standards in other local municipalities indicates that the DOL design standards are not the highest nor are they the lowest.

8. Using standards from neighbouring communities, like the Nanoose Peninsula (Fairwinds), ^ian3imo and Parksville as a comparison is considered prudent,as these areas share similar dimatic and resident behaviour patterns, especially K the District is considering a connection to the City of Nanaimo water system.

9. The system improvements to increase storage capacity that have been recommended in ^evious reports are considered necessary before any revision to the design standard is con»dered.

10. The development of a secondary, or redundant, water supply would be prudent as wreR as consistent with other neighbouring water supply systems that have adc^ed lower demand standards.

11. If the design standards are adjusted, then continued monitoring and assessment of s^em use will track otterall trends and help the District when assessing future charges.

12. Prevailing science on climate change indicates that the local Vancouver island region will experience drier summers and wetter winters in the near future, and It would be prudent for the District of Lantzville to take these factors into consideration when developing their long range plans for infrastruaure renewal and maintenance.

P«|c 12 o'14 ORATT WatL-r Demand Dtiign yttttdatd Revtev*

P49 District of Lantzville Report to Coiindl - May 25,2016 - Water Connection Standards Page 21 of 23

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P50 District of Lantzville Report to Council - May 25,2016 - Water Connection Standards Page 22 of 23

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5 RECOMMENDATIONS

Based on the findings in the report, it is recommended that the District of Lantzville:

1 Continue to implement Improvements to the District's wellfield and utilize the aquifer as recommended in the July 2015 report before undertaking any revisions to the District's deslpi demand standards.

2 Increase reservoir storage within the District as recommended In the July 2015 report before undertaking any revisions to the District's design demand standards.

3 Secure and integrate an additional water supply source prior to adjusting the design standards.

4 Consider establishing the following water demand design standards for new development serviced by the District's murwcipal water system as noted in Table 7,specifically:

Average Day Demand: 510 litres per capita per day, or 1,225 litres per connection per(by Maximum Day Demand: 1,220 litres per capita per day, or 2,900 litres per connection per day Peak Hour Demand: 2,000 litres per capita per day. or 4,800 litres per connection per day

5 Proceed with any changes to the design standards on an incremental basis, and only after improvements to the storage and supply system are made.

6 Continue to monitor system demand patterns and assess system performance on a yearly basis.

7 Continue to implement water conservation measures as they have shown to be effective in mana^ng system demands.

8 Review system performance on a regular bash and be prepared to make adjustments as conditions warrant

9 Assess water demands for non-residential development (ICI) at the time of development and base design conditions on the proposed business/land-use activity and general good engineering best practises.

10 Keep abreast of ongoing climate change research and Itt potential impact on aquifer recharge rates, especially when making infrastructure policy decisions.

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P51 District of Lantzville Report to Coimci]- Ma}'25,2016 - Water Connection Standards Page 23 of 23

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11 Maintain Bylaw No. 55. for properties that are outside the water service boundary noted in the OCP, and are not connected to the District's municipal water system, i.e., each new lot is provided with 3,400 L/day (0.5 igpm) of drinking water from a well (see Schedule C - Standards for Water Distribution Systems, Scope, Item 2).

Pdi,-i 1'. o' II DRAFT Watei Demand Ot-Mgn KandardRcvtew

P52 District of Lantzville

REPORT TO COUNCIL

Regular Council Agenda Item May 25,2016

File: 1860-01 Q:\DISTRICT OF LANTZVILLE\R^orts to Coiincil\2016\2016 05 25 Investment Policy.docx

AUTHOR: Jeannie Beauchamp, Director ofFinancial Services SUBJECT: Investment Policy No.3009-1

RECOMMENDATION

THAT Council approves Investment Policy No. 3009-1, as amended.

ALTERNATIVES

1. THAT Council amend and approve the draft Investment Policy; or 2. THAT Council rejects the draft Investment Policy.

ATTACHMENTtSl

1. Investment Policy No. 3009-1 (current) 2. Draft Investment Policy No. 3009-1 (proposed)

PURPOSE

The purpose ofthis report is to provide Council with an updated Investment Pohcy for consideration.

BACKGROUND

The District of Lantzville Investment Policy was adopted by Council on November 24,2003.

DISCUSSION

The District has followed the Local Government Act, Community Charter and investment policy 3009- 01 (Attachment 1)regarding investing surplus public funds. The District's investment policy was approved by Council in November 2003.

The Investment Policy is due for an update as it no longer reflects the current legislation and best practices.

The new Investment Policy will allow for greater flexibility and diversity in investments. Under the new Investment Policy interest revenue is expected to increase. This is due to increased flexibility to invest with funds which generally provide greater returns than what the District is currently receiving.

P53 District ofLaiitzvillc May 25,2016, Council Agenda- Investment Policy Page 2 of2 For example, MFA offers three flind options for pooled investments: Money Market, Intermediate and Bond. The legislation provides for investments in all of these funds whereas the District's current policy restricts investments to the Money Market Fund. The MFA Bond Fund has historically outperfomied the Money Market Fund and tlie Distjict's ability to invest in both would diversify risk and improve return.

FINANCIAL IMPLICATIONS

The new policy will allow for greater flexibility for the District's investments and will result in increased interest revenue. The increase in revenue was anticipated to occur in 2016 and has been included in the District's 2016-2020 Financial Plan.

COMMUNICATION STRATEGY

N/A

STRATEGIC PLAN ALIGNMENT

Review of the Investment Policy is consistent with the Finance Systems Review, included as part of the Operational Strategies in tlie 2016-2018 Strategic Priorities Chart.

SUMMARY

The District's Investment Policy was approved in November 2003 and is due for an update to reflect current best practices. The updated Investment Policy will provide for greater flexibility in investments, including the ability to invest in all three of MFA's pooled investment accounts.

Respectfully submitted,

Jeannie Beauchg^p Director of Financial Services District of Lantzville

Reviewed By:

Chief \/( 7/ Director of Director of Director of Admiiustrative Financial Corporate Public Works Officer lyf Services Admiiilstration

P54 Attachment #1

DISTRICT OF LANTZVILLE Investment Policy

1. Purpose

The purpose of the investrpent policy of the District of Lantzvllle (the District) Is to provide the framework for Investment portfolio management. It Is the policy of the District to Invest funds In a manner that will provide Investment security, meet the dally cash flow demands and comply with statutory requirements.

2. Authorization

2.1 Legislation Relating to Investment of Municipal Funds

The Community Charter (the Charter) will come Into effect In early 2004. Section 183 thereof relates to Investment of municipal funds and states

"Money held by a municipality that Is not Immediately required may only be Invested or reinvested in one or more of the following:

(a) securities of the Municipal Finance Authority; (b) pooled Investment funds under section 16 of the Municipal Finance Authority Act; (c) securities of Canada or of a province; (d)securities guaranteed for principal and Interest by Canada or by a province; (e)securities of a municipality, regional district or greater board; (f) Investments guaranteed by a charter bank; (g) deposits In a savings Institution, or non-equity or membership shares of a credit union; (h) other Investments specifically authorized under this or another Act."

The legislation currently In effect Is the Local Government Act(LGA). Section 336 thereof addresses Investment of municipal funds. It Is almost Identical to section 183 of the Community Charter. Differences between the section 336 of the LGA and section 183 of the Charter are as follows:

(e)only allows Investments In securities of a municipality or regional district, but not a greater board. (h) above Is new and not present In the Local Government Act.

Section 336 of the Local Government Act allows Investment In securities of the Greater Vancouver Water District If the municipality Is In or partly In the district

P55 2.2 Delegation of Authority

Section 149 of the Charter relating to the Financial Officer stipulates that: "One of the municipal officer positions must be assigned the responsibility of financial administration, which includes the following powers, duties and functions: ...(c) investing municipal funds, until required, in authorized investments;"

The wording of equivalent section of the LGA, section 199, is similar. Instead of "authorized investments," section 199 states that one of the financial administration officer's powers, duties and functions is "investing funds, until required, in investments referred to in section 336." (See above.)

Schedule "B", section 6, of District By-law No. 2003- 2 describes the duty of the Director of Financial Services to "Plan and administer the financial affairs of the District in accordance with Council policy, and attend to the investment and borrowing of funds as required, subject to the limitations established by the Local Government Act.

3. Scope

The investment policy applies to all cash assets of the District. The cash assets of the District are pooled as follows:

General Account: General Operating Fund Operations of the Water Fund Operations of the Sewer Fund

Reserve Account: General Reserve Fund Reserves of the Water Fund Reserves of the Sewer Fund (Note: none at present)

Capital Account: General Capital Fund Capital relating to the Water Fund Capital relating to the Sewer Fund Note: There are no funds in this account at present, but will come into effect once infrastructure projects commence.

P56 4. Objectives

The Investment of funds must reflect a conservative management philosophy based on three fundamental objectives, In the following order of priority:

Safetv of Principal Investments shall be made to ensure preservation of capital within the portfolio. Preservation of capital Is accomplished through placement of funds with creditworthy Institutions In accordance with legislative requirements.

Llauldltv The Investment portfolio shall remain sufficiently liquid to meet all reasonably anticipated operating requirements.

Return on Investment The Investment portfolio shall be designed with the objective of maximizing market rate of return subject to the Investment risk constraints and liquidity requirements of the District.

5. Investment Parameters

To comply with legislative requirements, maximize returns and minimize risk, excess District Funds will be Invested In accounts with the Coastal Community Credit Union or In the Money Market Fund of the Municipal Finance Authority. The Director of Finance will monitor the rates of return from these Investment programs and shift funds to earn the highest retum after management fees.

6. Policy Review

This policy shall be reviewed periodically by the Director of Finance to ensure congruence with changing activities of the District, market conditions, technology, evolving regulatory standards and Industry best practices.

7. Reporting

The Director of Finance must report to Council on a quarterly basis and when a deviation from this policy Is being considered.

8. Review and Adoption

Council has adopted the District's Investment policy as at

P57 Attachment #2 Draft District of Lantzville Incorporated June 2003

Policy No.; 3009-1 Date of Implementation: Council Resolution:

Investment Policy

PURPOSE The purpose of the investment policy of the District of Lantzville is to provide the framework for investment portfolio management. It is the policy of the District of Lantzville to invest District funds in a manner that will provide the optimal blend ofinvestment security and return while meeting the daily cash flow demands and comply with the statutory requirements of the Local Government Act and Community Charter.

SCOPE

Tlie investment policy applies to all cash operating funds, capital funds and reserve funds.

PRIMARY GOALS

The investment offunds must reflect a conservative management philosophy based on three fundamental objectives, in the following order of priority:

• Safety of Principal

Investments shall be made to ensure preservation of capital within tlie portfolio. Preservation of capital is accomplished through placement offunds with creditworthy institutions and through portfolio diversification. Diversification is required to minimize potential losses on individual securities and to maximize the yield from a blend of financial products.

• Liquidity

The investment portfolio shall remain sufficiently liquid to meet all reasonably anticipated operating requirements.

• Return of Investment

The investment portfolio shall be designed with the objective of maximizing market rate of return subject to the investment risk constraints and liquidity requirements of the District.

P58 District of Lantzville Policy No. 3009-1: Investment Policy- DRAFT Page 2 of3

STANDARD OF CARE

• Prudence

Investments shall be made with judgment and care, under circumstances then prevailing, which persons of prudence, discretion, and intelhgence exercise in the management oftheir own affairs. Investments will not be made for speculation. Foremost will be consideration for the safety of capital. The Director ofFinancial Services must be aware ofreasonably foreseeable risks, trends and fluctuations in the market, and be able to recognize unreasonable risks whilst ensuring the liquidity ofthe investment portfolio. Any deviations from expected must be reported immediately to Council and appropriate action taken to control or minimize adverse development.

• Ethics and Conflict of Interest

Staffresponsible for investing shall refrain from personal business activity that could conflict with proper execution ofthe investment program, or which could impair the ability to make impartial investment decisions.

• Delegation of Authority

Authority to manage the District's investment program is granted to the Director ofFinancial Services and is derived from Section 237 Local Government Act as follows:

Section 237: One ofthe officer positions established under Section 234 must be assigned the responsibility offinancial administration, which includes the following powers, duties and functions: investing fluids, until required, in investments referred to in Section 183 ofthe Community Charter(investment of municipal funds).

AUTHORITY AND SUITABLE INVESTMENTS The District is empowered by Section 183 ofthe Community Charter to invest in the following types of securities:

Section 183: Money held by a municipality that is not immediately required may only be invested or reinvested in one or more ofthefollowing:

(a)securities ofthe Municipal Finance Authority; (b)pooled investmentfunds under section 16 ofthe Municipal Finance Authority Act; (c)securities ofCanada or ofthe province; (d)securities guaranteedfor principal and interest by Canada or by a province; (e)securities ofa municipality, regional district or greater board; (f) investments guaranteed by a chartered bank; (g) deposits in a savings institution, or non-equity or membership shares ofa credit union; (h)other investments specifically authorized under this or another Act.

Further to Section 183 ofthe Community Charter^ all investments shall be through a chartered bank, CTedit union or the Municipal Finance Authority.

P59 District of Lantzville Policy No. 3009-1: Investment Policy- DRAFT Pages of3

INVESTMENT PARAMETERS

• Diversification

The District will diversify its cash reserve investments by security type and institution, taking into consideration the impact on return on investment.

• Maturity

To the extent possible the District shall attempt to match its investments with anticipated cash flow requirements. However, because ofinherent difficulties in accurately forecasting cash flow requirements, a portion ofthe portfolio shall be continuously invest^ in readily available funds to meet ongoing obligations. Long term investments may be acquired ifthe maturity is related to a specific program, and is made to coincide as nearly as practicable with the expected use ofthe funds attached to fliat program.

COMPETXTIVEBIDS

The District shall solicit competitive verbal quotations for the purchase and sale of securities when it is prudent to do so. This policy recognizes that, from time to time, offerings of value may require immediate action. Under such circumstances competitive bids may not be sought provided that value can be substantiated by market data information services.

POLICY REVIEW

This policy shall be reviewed periodically by the Director ofFinancial Services to ensure congruence with changing activities ofthe District, market conditions, technology, evolving regulatory standards and industry best practices. In addition, to ensure periodic Council review, this policy Avill be reconsidered each time flie District tenders its banking services.

REPORTING

The Director ofFinancial Services will report to the Committee ofthe Whole every six months. The report must identify investment holdings and any deviations from policy.

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