Agenda for the Regular Meeting of the Council of the Village of Gold River to be held February 3, 2020 in Council Chambers, Municipal Hall, 499 Muchalat Drive, Gold River B.C. commencing at 7:00 p.m.
CALL TO ORDER
APPROVAL OF AGENDA
ADOPTION OF MINUTES
Minutes of the Regular Council Meeting held January 20, 2020.
REPORTS
M. McLean – Transport Canada Wharf Project Contribution Agreement Extension
COUNCIL INFORMATION ITEMS
REPORTS OF COMMITTEES
BYLAWS
M. Roy – Village of Gold River Building Bylaw No. 651, 2005, Amendment Bylaw No. 651.2, 2020, for second and third readings.
M. Roy – Officer Appointment Bylaw No. 720, 2020, for second and third readings
CORRESPONDENCE
Honourable Claire Trevena, M.L.A. Minister of Transportation and Infrastructure – Highway 28 camera
Village of Canal Flats – Support for Postal Banking
S. Bradley – Disability Access Pass Program
BDO Canada LLP – Audit Planning Letter
M. Coulter – NI ORV Route
K. Soder, Destination Campbell River – Destination Campbell River & Gold River partnership for 2020
Captain D. Kyle, Places of Refuge Initiative Lead, Transport Canada – Places of Refuge (POR) Initiative
Vancouver Island Regional Library – Library Budget and Levy to Members
Regular Council Meeting February 3, 2020 1 QUESTION PERIOD
NEW BUSINESS
MOTION TO ADJOURN IN CAMERA
RISE AND REPORT
TERMINATION
Regular Council Meeting February 3, 2020 2 Minutes of the Regular Meeting of the Council of the Village of Gold River held January 20, 2020 in Council Chambers, Municipal Hall, 499 Muchalat Drive, Gold River B.C. commencing at 7:00pm.
PRESENT: Councillor K. Begon, Acting Mayor Councillor R. Stratton Councillor B. Patrick Councillor J. Sinclair
STAFF: M. McLean, Director of Finance
Regrets: Mayor B. Unger B. McRae, Chief Administrative Officer
CALL TO ORDER
The meeting was called to order at 7:00 p.m.
INTRODUCTION OF LATE ITEMS B. Patrick – VIRL Executive Board
APPROVAL OF AGENDA MOVED THAT the agenda be approved as amended.
SECONDED
CARRIED
ADOPTION OF MINUTES Minutes of the Regular Council Meeting held January 6, 2020
MOVED THAT the minutes be adopted as circulated.
SECONDED
CARRIED
DELEGATION R. Blackwell – Community Forest Presentation
An update was provided regarding forest lands with recommendations for Council to move forward with on next licence renewal.
Council received the delegation’s presentation.
Regular Council Meeting February 3, 2020 3 REPORTS M. Mann – Gold River Wall of Fame
THAT Village Council move that Geoff Unger be inducted into The Village of Gold River Wall of Fame under the athlete category.
SECONDED
CARRIED
THAT Village Council Move that Preston Lightle be inducted into The Village of Gold River Wall of Fame under the athlete category.
SECONDED
CARRIED
COUNCIL/INFORMATION ITEMS Council received the following information item:
B. Patrick – VIRL appointment to the Executive Board as a Director.
REPORTS OF COMMITTEES Economic Development Committee
MOVED THAT, Council receive the Gold River Economic Development Committee report.
SECONDED
CARRIED
BYLAWS M. Roy – Village of Gold River Building Bylaw No. 651, 2005, Amendment Bylaw No. 651.2, 2020.
MOVED THAT, Council give first reading to Village of Gold River Building Bylaw No. 651, 2005, Amendment Bylaw No. 651.2, 2020.
SECONDED
CARRIED
M. Roy – Officer Appointment Bylaw No. 720, 2020.
MOVED THAT, Council give first reading to Officer Appointment Bylaw No. 720, 2020.
SECONDED
CARRIED
Regular Council Meeting February 3, 2020 4 CORRESPONDENCE Gold River Skating Club – Fundraising Kraft Hockeyville
MOVED THAT, Council accept the correspondence for information.
SECONDED
CARRIED
MOVED THAT, Council proved a one-month child swim pass to the Gold River Skating Club’s fundraising event.
SECONDED
CARRIED
TERMINATION MOVED THAT, the meeting terminate
SECONDED
CARRIED
Time: 7:36 p.m.
______
K. Begon, Acting Mayor M. McLean Director of Finance
Certified by the Deputy CAO: ______
M. McLean Director of Finance
Regular Council Meeting February 3, 2020 5 Staff Report
To: Mayor & Council From: Maxine McLean Date: 29-Jan-2020 Re: Transport Canada – Request for Extension of Dredging Agreement
Purpose
Staff is seeking a resolution of Council authorizing staff to request an extension to our Wharf Project Contribution Agreement with Transport Canada.
Background
In 2004 Transport Canada divested the wharf to the Village of Gold River. During the process The Village was provided with two funding agreements under the Federal Governments Wharves Divestiture Program to support the ongoing maintenance of the Dock ($500,000) and for a Dredging Program ($529,925).
Throughout this time, staff has been fiscally responsible with the funding; managing to extend the use of the operating funds out through to the end of 2018. The only unspent funds remaining at this time are the Dredging funds. A planned dredge was completed in February 2009 and we were able to complete the project for $353,000. The Village requested and were granted an extension to the Dredging Funding Agreements with Transport Canada also adding in “repair of breakwater and the pilings” to the agreement. In 2014 we replaced the pilings at a cost of $20,350. The remaining funds available are $140,785 in the Project Contribution Agreement.
The practical investment of the Dredging Funds since 2004 and have supplemented the original $529,935 with $170,149 in interest. The interest amount has been set aside in a Village reserve account as a Provision for Future Wharf Expenditures and can be utilized for any future dredging project.
Analysis
The sediments have continued to build around the Dock from the river and woody debris appears to be moving from the WFP Dryland Sort and settling on the western side of the Dock where the
Regular Council Meeting February 3, 2020 6 Uchuck Ill and the Grieg Seafood Fish Transport Boat are located. Staff has been trying to coordinate a maintenance dredging project in conjunction with WFP and the Mowachaht/Muchalat First Nations as it remains a cost effective option in utilizing the balance of our dredging funds. The previous CAO communicated with a Dredging Contractor from Port Alberni who has performed dredging for WFP at the Dryland Sort and the intent is to share mobe/demobe costs when the decision is made to proceed. Unfortunately, the 2019 on-going WFP labour dispute has put the possibility of this project on hold for the time being. Staff anticipates that the Village will need to undertake a Dredging Program in the next 3-5 years and extending the Transport Canada Funds beyond 2020 will be economically beneficial to the Village.
Recommendation
In order to proceed with an extension of the Project Contribution Fund Agreement a Council resolution is required authorizing the extension and specifying how long of an extension is required. In the past Transport Canada has been receptive to requests for extensions and Staff is hopeful that Transport Canada will once again view our request favourably to ensure the use of the funds in a cost-effective manner with dredging at the opportune time.
Staff recommends that; Council authorize the extension of the Project Contribution Agreement, and requests a three (3) year extension until March 31, 2023 to expend the remaining funds ($140,485, as of December 31, 2019) in accordance with the Project Contribution Agreement.
Respectfully Submitted,
Maxine McLean, Director of Finance
Regular Council Meeting February 3, 2020 7
Village of Gold River REPORT TO COUNCIL
Regular Council Meeting February 3, 2020 Author: Michael Roy, Deputy Corporate Officer
Subject: Building Bylaw Amendment
RECOMMENDATION(S):
THAT, Council give second and third readings to Village of Gold River Building Bylaw No. 651, 2005, Amendment Bylaw No. 651.2, 2020.
ALTERNATIVE(S):
THAT, Council amend Village of Gold River Building Bylaw No. 651, 2005, Amendment Bylaw No. 651.2, 2020 to set the maximum age to x years from manufacture and to give second and third reading to the amended Village of Gold River Building Bylaw No. 651, 2005, Amendment Bylaw No. 651.2, 2020.
THAT, Council accept the report for information.
PURPOSE
To bring forward an amendment to the Building Bylaw no. 651, 2007 for Council consideration. The amendment is to limit the age of mobile homes being moved in the Village.
ATTACHMENT(S):
Building Bylaw No. 651, 2005, Amendment Bylaw No. 651.2, 2020.
DISCUSSION
The Village of Gold River has recently had an issue of an old mobile home being relocated into the Village.
In order to minimize the risk and liability associated with older mobile homes it is being recommended that the Building Bylaw be amendment to set a maximum age of fifteen (15) years for mobile homes being moved within or relocated to the Village.
Regular Council Meeting February 3, 2020 8
FINANCIAL IMPLICATIONS
N/A
POLICY IMPLICATIONS
NONE
LEGAL IMPLICATIONS
NONE
CAO Concurrence: ______
Respectfully submitted,
Michael Roy Deputy Corporate Officer Village of Gold River
Regular Council Meeting February 3, 2020 9 VILLAGE OF GOLD RIVER
Bylaw No. 651.2, 2020
Amendment Number 2 to Building Bylaw No. 651, 2007
The Council of the Village of Gold River in open meeting assembled, enacts as follows:
The Village of Gold River Building Bylaw No. 651, 2005 is amended as follows:
1. Building Bylaw No. 651, 2005 section 22 is amended by adding:
22.1 (c) All mobile homes and their components that are moved to a parcel within the municipality shall have a manufacture date within fifteen (15) years of date of move.
2. This Bylaw shall be cited for all purposes as the “Village of Gold River Building Bylaw No. 651, 2005, Amendment Bylaw No. 651.2, 2020”.
READ A FIRST, SECOND AND THIRD TIME THIS DAY OF 2020.
ADOPTED THIS DAY OF 2020.
B. Unger MAYOR B. McRae CORPORATE ADMINISTRATOR
Regular Council Meeting February 3, 2020 10
Village of Gold River REPORT TO COUNCIL
Regular Council Meeting February 3, 2020 Author: Michael Roy, Deputy Corporate Officer
Subject: Officer Appointment Bylaw No. 720, 2020
RECOMMENDATION(S):
THAT, Council give second and third readings to Officer Appointment Bylaw No. 720, 2020.
ALTERNATIVE(S):
THAT, Council accept the report for information.
PURPOSE
To bring forward an updated Officer Appointment Bylaw for Council consideration.
ATTACHMENT(S):
Officer Appointment Bylaw No. 720, 2020. Village of Gold River Officer and Employees Bylaw No. 600, 1999
DISCUSSION
The previous bylaw was adopted in 2000 which predates the Community Charter. Best practices for bylaws are that they should be reviewed on a regular basis, with five years being the common review period. The existing bylaw for the officer positions is twenty years old. The updated bylaw references the correct sections of the Community Charter for the establishment of officer positions.
The updated bylaw is simpler than the existing Officer Appointment Bylaw and meets the requirements of the Community Charter without limiting Council’s flexibility around job descriptions for the officer positions.
Regular Council Meeting February 3, 2020 11 FINANCIAL IMPLICATIONS
N/A
POLICY IMPLICATIONS
NONE
LEGAL IMPLICATIONS
NONE
CAO Concurrence: ______
Respectfully submitted,
Michael Roy Deputy Corporate Officer Village of Gold River
Regular Council Meeting February 3, 2020 12 VILLAGE OF GOLD RIVER
BYLAW NO. 720, 2020
A BYLAW TO PROVIDE FOR THE APPOINTMENT OF OFFICERS
WHEREAS under Section 146 of the Community Charter, the Council must, by bylaw, establish officer positions in relation to the powers, duties and functions under Section 148 and 149.
NOW THEREFORE, Council for the Village of Gold River, in open meeting assembled, enacts as follows;
1. TITLE
This Bylaw may be cited as “Officer Appointment Bylaw No. 720, 2020”.
2. OFFICERS OF THE VILLAGE OF GOLD RIVER
a. The persons holding the following positions are Officers of the Village of Gold River:
i. Chief Administrative Officer; ii. Corporate Officer; and iii. Director of Finance.
b. In addition to any other powers, duties and functions assigned by Council, or required or permitted by the Community Charter or any other enactment, the Chief Administrative Officer shall be responsible for the chief administrative functions of the Village of Gold River as outlined in Section 147 of the Community Charter.
c. In addition to any other powers duties and functions assigned by Council, or required or permitted by the Community Charter or any other enactment, the Corporate Officer shall be responsible for the corporate administration functions of the Village of Gold River as outlined in Section 148 of the Community Charter.
d. In addition to any other powers, duties and functions assigned by Council, or required or permitted by the Community Charter or any other enactment, the Director of Finance shall be responsible for the financial administration functions of the Village of Gold River as outlined in Section 149 of the Community Charter.
e. For clarity, any reference to an officer in this Bylaw applies to the officer’s deputy.
3. ENACTMENTS
Any enactment referred to herein is a reference to an enactment of British Columbia and regulations thereto, as amended, revised, consolidated or replaced from time to time.
Regular Council Meeting February 3, 2020 13 4. APPOINTMENT
a. Nothing is this bylaw shall prevent the appointment of the same person to two or more positions;
b. The powers, duties and responsibilities of those persons appointed to the positions of officers, which are not prescribed by statute or by bylaw, shall be as determined from time to time by the Council as recommended by the Chief Administrative Officer.
5. NO DELEGATION BY A DELEGATE
For clarity, a person to whom a power, duty or function has been delegated under this Bylaw has no authority to further delegate to another person any power, duty or function that has been delegated by this Bylaw.
6. REPEAL
Village of Gold River Officer and Employees Bylaw No. 600, 1999 and its associated amendments are hereby repealed.
READ A FIRST TIME THIS DAY OF , 2020.
READ A SECOND TIME THIS DAY OF , 2020.
READ A THIRD TIME THIS DAY OF , 2020.
FINALLY ADOPTED THIS DAY OF , 2020.
_
B. Unger Mayor B. McRae Corporate Administrator
Regular Council Meeting February 3, 2020 14 VILLAGE OF GOLD RIVER
Bylaw No. 600
A bylaw to establish officer positions for the Village of Gold River.
WHEREAS Section 196 of the Municipal Act RSBC Chapter 323 empowers Council, by bylaw, to establish officer positions and to establish the powers, duties and responsibilities of officers and employees of the Village of Gold River;
NOW THEREFORE the Council of the Village of Gold River in open meeting assembled, enacts as follows:
CITATION
1. This Bylaw may be cited for all purposes as the Village of Gold River Officer and Employees Bylaw No. 600, 1999.
OFFICER POSITIONS
2. The following positions are hereby established as officer positions of the Village of Gold River:
(a) Chief Administrative Officer
(b) Director of Financial Services
(c) Deputy Director of Financial Services
( d) Director of Corporate Administration Services
(e) Deputy Director of Corporate Administration Services
POWERS DUTIES AND RESPONSIBILITIES
3. The powers, duties and responsibilities of the Chief Administrative Officer are as set out in Schedule "A".
4. The powers, duties and responsibilities of the Director and Deputy Director of Financial Services are as set out in Schedule "B".
5. The powers, duties and responsibilities of the Director and Deputy Director of Corporate Administration Services are as set out in Schedule "C".
Regular Council Meeting February 3, 2020 15 OATH OF OFFICE
7. The Oath of Office as set out in Schedule "D" to this Bylaw is hereby adopted as the Oath of Office for Officers of the Village of Gold River.
READ a first time this 6 day of December , 1999.
READ a second time this 6 day of December , 1999.
READ a third time this JO day of , 1999.
RECONSIDERED, PASSED AND FINALLY ADOPTED 1by the Council, signed by t.11.e Mayor and tbe Clerk and Sealed with the Corporate Seal all on the Lj-....J-,"- day of ~M-4 ,~.LOJ10,
2 Regular Council Meeting February 3, 2020 16 VILLAGE OF GOLD RNER
Bylaw No. 600
SCHEDULE "A"
Power, Duties and Functions of Chief Administrative Officer
Human Resources
(a) appoint, promote, discipline and dismiss all employees of the Municipality;
(b) recommend to · Council the appointment, promotion, demotion, suspension or termination of officers of the Municipality, being those employees who are designated officers by bylaw;
( c) supervise all officers and employees of the Municipality;
( d) appoint acting department heads to administer departments in case of illness or absence;
(e) supervise contract negotiations with employee unions of the Municipality and recommend contract settlements with the unions to Council;
(f) act as arbitrator between an employee and that employee's director subject to the terms of any applicable collective agreement with an employee union~
General Administration
(g) supervise the operation of the departments of the Municipality;
(h) supervise implementation of Council directives;
(i) act as the principal intermediary between the Municipality and the administration of other governments and all other entities dealing with the Municipality;
G) from time to time re-organize the administrative structure to improve the efficient and effective operation of the Municipality;
Legal Advice and Proceedings
(k) obtain legal advice;
(i) authorize lawyers to defend, or conduct any action or proceeding in any court of law or before any tribunal, arbitrator, board or any person, for or on behalf of the Municipality;
Regular Council Meeting February 3, 2020 317 (m) authorize settlements of claims against the Municipality;
Council
(n) supervise preparation of Council agendas;
( o) have the right to participate in all meetings of Council, Committees of Council and other entities created by Council;
(p) provide advice and recommendations to Council on any matter within Council's jurisdiction;
( q) report to Council on any matter of importance to the Municipality;
Contracts
(r) authorize the use or budgeted purchase or sale of Municipal facilities; equipment and services and authorize the awarding of contracts for budgeted items;
(s) supervise the calling and awarding of tenders for the supply of materials, equipment, services or construction approved by Council; and
Additional Powers, Duties and Responsibilities
(t) exercise whatever additional powers and discharge whatever additional duties and responsibilities Council from time to time may assign.
4 Regular Council Meeting February 3, 2020 18 VILLAGE OF GOLD RIVER
Bylaw No. 600
SCHEDULE "B"
Powers, Duties and Functions of Director of Corporate Administration Services
Statutory
(a) ensuring that the accurate minutes of the meetings of the Municipality and its committees are prepared and the minutes, bylaws and other records of the business of the Municipality and its committees are maintained and kept safe;
(b) ensuring that access is provided to records of the Municipality and its committees, as required by law or authorized by Council;
(c) certifying copies of bylaws and other documents, as required or requested;
(d) administering oaths and taking affidavits, declarations and affidavits required to be taken under the Municipal Act in relation to municipal matters;
(e) accepting, on behalf of the municipality, notices and documents that are required or permitted to be given, served on, filed with or otherwise provided to the Municipality;
(f) keeping the corporate seal and having it affixed to documents as required;
Human Resources
(g) recommend to the Chief Administrative Officer, appointment, promotion, discipline and dismissal of all employees within the Corporate Administration Services Department;
(h) supervise all employees in the Corporate Administration Department;
General Administration
(i) supervise the operation of the Corporate Administration Department of the Municipality;
G) supervise implementation of Council directives and directives of the Chief Administrative Officer;
(k) act as a contact between the Corporate Administration Department and other departments, under the supervision of the Chief Administrative Officer;
5 Regular Council Meeting February 3, 2020 19 Council
(1) attend or ensure a Deputy attends, all meetings of the Council and its committees for the purposes of minute taking, except where otherwise directed by the Chief Administrative Officer;
(m) organize efficient and effective record-keeping for all corporate documents; and
(n) provide copies of any documents served on the Municipality to the Chief Administrative Officer and to any insurers, as appropriate.
Additional Powers, Duties and Responsibilities
(o) instructs, directs and/or assigns specific statutory and other duties to the Deputy Director of Corporate Adminsitration Services as deemed necessary or approprirate.
6 Regular Council Meeting February 3, 2020 20 VILLAGE OF GOLD RIVER
Bylaw No. 600
SCHEDULE "C"
Powers, Duties and Functions of Director of Financial Services
Statutory
(a) receiving all money paid to the Municipality;
(b) ensuring the keeping of all funds and securities of the Municipality;
( c) expending and disbursing money in the manner authorized by Council;
(d) investing revenue funds, untiJ required, in investments as permitted under the Municipal Act;
( e) ensuring that accurate records and full accounts of the financial affairs of the Municipality are prepared, maintained and kept safe;
(f) compiling and supplying information on the financial affairs of the Municipality required by the Inspector;
Human Resources
(g) recommend to the Chief Administrative Officer, appointment, promotion, discipline and dismissal of all employees within the Financial Services Department;
(h) supervise all employees in the Financial Services Department;
General Administration
(i) supervise the operation of the Financial Services Department of the Municipality;
G) supervise implementation of Council directives and directives of the Chief Administrative Officer;
(k) act as a contact between the Financial Services Department and other departments, under the supervision of the Chief Administrative Officer;
7 Regular Council Meeting February 3, 2020 21 Legal Advice and Proceedings
(1) supervise the obtaining of insurance as deemed necessary;
(m) supervise the provision of or management of insurance matters;
(n) prepare and arrange for filing of any documentation necessary under the Financial Disclosure Act or otherwise;
Council
(o) attend meetings of Council and the Finance Committee, as required by the Chief Administrative Officer or Council;
(p) provide advice to the Chief Administrative Officer and Council regarding any matter of a financial nature;
(q) prepare budgets, as required under the Municipal Act and as requested by Council and the Chief Administrative Officer; and
(r) liase with the Municipality's auditor in connection with the financial audit.
Additional Powers, Duties and Responsibilities
(s) instructs, directs and/or assigns specific statutory and other duties to the Deputy Director of Financial Services as deemed necessary or approprirate.
8 Regular Council Meeting February 3, 2020 22 VILLAGE OF GOLD RIVER
Bylaw No. 600
SCHEDULE "C"
Oath of Office
I, [ insert name] having been appointed to the Office of [ insert name of Office ] for the Village of Gold River do hereby promise and swear:
(a) I will faithfully, honestly and impartially, to the best of my knowledge and ability, execute the powers, duties and functions of my Office;
(b) I will treat all matters and information that comes to my attention, as a result of my Office, in confidence;
(c) I have not received, nor will I receive or accept any payment or reward, or promise of either, in return for the exercise of my powers, duties and functions, other than as permitted by the Municipality;
(d) I will not allow my personal interests to conflict with the duties of my Office; and
(e) I will comply with all policies and directives of the Municipality and comply with all laws.
Signatme of Officer Declared before me at Gold River this _ __ dayof ____~ 1999.
Commissioner fof Taking Oaths and Affidavits for British Columbia
Regular Council Meeting February 3, 2020 239 ~... BRITISH COLUMBIA JAN 2 3 2020 His Worship Reference: 291241 Mayor Brad Unger Village of Gold River PO Box 610 499 Muchalat Drive Gold River BC V0P 1GO
Dear Mayor.kfrtger, ~ ~ c... ~
Re: Highway 28 Camera
Thank you for your email of January 12, 2020, regarding the camera at Crest Lake on Highway 28.
I recognize the value of the Highway 28 camera to the community of Gold River. I appreciate the outages are inconvenient for local travellers, and I thank you for your patience as the ministry works to improve the system.
The ministry continues to search for long-term solutions to improve the camera's reliability. As you know, the camera depends on solar power to charge the batteries and satellite communications to transfer the images to DriveBC. Both systems are less effective during periods of heavy precipitation. During the winter, the batteries also have less time to charge because of shorter daylight hours.
Electrical contractors recently identified and are working to correct several issues with the solar and satellite systems. Additionally, the ministry has ordered new batteries that are expected to improve how the camera functions. The batteries will arrive in approximately seven weeks. In the meantime, an electrical contractor will conduct interim repairs to improve the camera' s reliability.
If you have any questions or would like an update on repair work, please do not hesitate to contact Peter Taylor, the ministry's Camera Program Manager. He can be reached at 778 974-5350 or at [email protected].
. . ./2
Ministry of Transportation Office of the Minister Mailing Address: and Infrastructure Parliament Buildings Victoria BC V8V 1X4
Regular Council Meeting February 3, 2020 24 -2-
Thank you again for taking the time to write.
Yours sincerely,
Claire Trevena Minister
Copy to: Peter Taylor, Camera Program Manager Transportation Services Branch
Michael Pearson, District Manager Vancouver Island District
Regular Council Meeting February 3, 2020 25
January 22, 2020
Canadian Union of Postal Workers 377 Bank Street, Ottawa, ON K2P 1Y3
To whom it may concern:
At the Regular Council Meeting held January 13, 2020, Council for the Village of Canal Flats adopted the following resolution:
2020-9161 Moved by Councillor Lake seconded by Councillor Swerdferger
WHEREAS there is an urgent need for this service because thousands of rural towns and villages do not have a bank and nearly two million Canadians desperately need alternatives to payday lenders;
WHEREAS postal banking has the support of over 900 municipalities and close to two- thirds of Canadians (Stratcom poll, 2013); WHEREAS the federal government is mandating Canada Post to invest in innovation and service initiatives;
BE IT RESOLVED that the Village of Canal Flats support the addition of postal banking at Canada Post, with a mandate for financial inclusion.
BE IT ALSO RESOLVED that Council direct staff to forward this motion to other local governments in Canada for whom contact information is readily available.
CARRIED.
If you have any questions or concerns, please contact our office.
Yours truly,
Sylvie Hoobanoff Corporate Officer
Regular Council Meeting February 3, 2020 26 Regular Council Meeting February 3, 2020 27 Regular Council Meeting February 3, 2020 28 Regular Council Meeting February 3, 2020 29 Regular Council Meeting February 3, 2020 30 Regular Council Meeting February 3, 2020 31 Regular Council Meeting February 3, 2020 32 Tel: 604 688 5421 BDO Canada LLP Fax: 604 688 5132 600 Cathedral Place IBDO www.bdo.ca 925 West Georgia Street Vancouver, BC, V6C 3L2
January 24, 2020
Mayor and Council Village of Gold River 449 Muchalat Drive PO Box 610 Gold River, BC, V0P 1G0
Dear Mayor and Council Members:
We have been engaged to audit the financial statements of Village of Gold River (the " Village") for the year ended December 31, 2019.
This letter is designed to highlight and explain key issues which we believe to be relevant to the audit including audit risk areas, the nature, extent, timing and results of our audit work, the terms of our engagement, and our independence. This report forms a significant part of our overall communication strategy with the Mayor and Council and is designed to promote effective two-way communication throughout the audit process. It is important that we maintain effective two-way communication with the throughout the entire audit process so that we may both share timely information.
ENGAGEMENT LETTER
The terms and conditions of our engagement are included in the most recent engagement letter, which is dated January 24, 2020.
ENGAGEMENT OBJECTIVES
We have been engaged to express an opinion as to whether the financial statements present fairly, in all material respects, the financial position, results of operations, changes in net financial assets and cash flows of the Village in accordance with Canadian public sector accounting standards. We will also: • Express an opinion as to whether the financial statements present fairly, in all material respects, the financial position, and results of operations, changes in its net financial assets and cash flows of the Village in accordance with Canadian public sector accounting standards ("PSAS") . • Present significant findings to the Mayor and Council including key audit and accounting issues, and any other significant matters arising from our work. • Provide timely and constructive management letters. This will include any deficiencies in internal control identified during our audit. • Consult regarding accounting, indirect taxes and reporting matters as requested throughout the year.
BDO Canada LLP, a Canadian limited liability partnership, is a member of BDO International Limited, a UK company limited by guarantee, and forms part of the international BDO network of independent member firms.
Regular Council Meeting February 3, 2020 33 Village of Gold River January 24, 2020 IBDO Page 2
RESPONSIBILITIES
It is important for the Mayor and Council to understand the responsibilities that rest with the external auditor and the responsibilities of those charged with governance. The audit of the financial statements does not relieve management or those charged with governance of their responsibilities. The oversight and financial reporting responsibilities of the Mayor and Council as they pertain to the annual audit are summarized below: • Oversee the work of the external auditor engaged for the purpose of issuing an independent auditor's report . • Receive report on any significant non-audit services provided to the Village by the external auditor. • Facilitate the resolution of disagreements between management and the external auditor regarding financial reporting matters, if any. • Oversee management's prepara tion of the financial statements, monitoring of the Village's internal controls, and perform a final review of the financial statements and other annual reporting.
Management is responsible for the following elements of the financial reporting process: • Maintain adequate accounting records and maintain an appropriate system of internal control for the Village. • Select and consistently apply appropriate accounting policies. • Prepare the annual financial statements in accordance with Canadian public sector accounting standards. • Safeguard the Village's assets and take reasonable steps for the prevention and detection of fraud and other irregularities. • Make available to us, as and when required, all of the Village's accounting records and related financial information.
INDEPENDENCE □ DDll Canadian generally accepted auditing standards (GAAS) require that we communicate at least annually with you regarding all relationships between the Village and our firm that, in our professional judgment, may reasonably be thought to bear on our independence.
As elaborated upon in Appendix A, we are not aware of any relationships between the Village and our firm that, in our professional judgment, may reasonably be thought to bear on our independence.
Regular Council Meeting February 3, 2020 34 Village of Gold River January 24, 2020 IBDO Page 3
FRAUD DISCUSSION
Through our planning process and prior years' audits we have developed an understanding of your oversight processes. We are responsible for planning and performing the audit to obtain reasonable assurance that the financial statements are free of material misstatement, whether caused by error or fraud. We are not currently aware of any fraud affecting the Village.
Canadian generally accepted auditing standards require us to discuss fraud risk with the Mayor and Council on an annual basis. The likelihood of not detecting a material misstatement resulting from fraud is higher than the likelihood of not detecting a material misstatement resulting from error because fraud may involve collusion as well as sophisticated and carefully organized schemes designed to conceal it. If you are aware of any instances of actual or suspected fraud affecting the Village, we request that you provide us with this information. Please advise us at [email protected].
PLANNED SCOPE AND TIMING
We will perform a risk-based audit which allows us to focus our audit effort on higher risk areas and other areas of concern for management and the Mayor and Council. In order to facilitate the design and execution of our audit plan, we will gain an understanding of the Village 's control environment, as well as the IT systems utilized within the control environment.
Our overall audit strategy involves extensive partner and manager involvement in all aspects of the planning and execution of the audit and is based on our overall understanding of the Village. Our planned audit strategy focuses on audit procedures involving direct examination of source documents, substantive analytical procedures, and other tests of detailed transactions.
Materiality
Misstatements, including omitted financial statement disclosures, are considered to be material if they, individually or in aggregate, could reasonably be expected to influence the economic decisions of users taken on the basis of the financial statements.
Judgments about materiality are made in light of surrounding circumstances and include an assessment of both quantitative and qualitative factors and can be affected by the size or nature of a misstatement, or a combination of both.
Preliminary materiality of the Village's annual operations was determined to be $100,000 and a preliminary performance materiality (level used for testing) at $75,000 based on approximately 3% of the prior year financial results.
For audit work over tangible capital assets (TCA's) and other assets and liabilities related to TCA, we have set a higher materiality of $440,000 based on approximately 3% of prior year TCA balance.
Regular Council Meeting February 3, 2020 35 Village of Gold River January 24, 2020 IBDO Page 4
Audit Risk Areas and Planned Responses
Based on our knowledge of the Village's business, our past experience, and knowledge gained from management and the Mayor and Council, we have identified the following key audit areas that, in our judgment, require special audit consideration. We request your input on the following audit risk areas and whether there are any other areas of concern that the Mayor and Council have identified.
Audit Risk Area Comments Proposed Audit Approach
Revenue Accounting standards relating Grant funding will be verified through a Recognition to grant revenue recognition review of the agreements, which are complex and open to ensures that the amounts recorded (Mandatory audit interpretation. There is a risk exist, are complete and are recorded consideration) that grants or revenue derived accurately. from other government Grant expenditures will also be transfers may be incorrectly reviewed to ensure that they meet the deferred into future periods. requirements per the grant agreement. Review other revenue streams to ensure they are recorded in accordance with the latest revenue recognition standards.
Management Management is in a unique Review of significant transactions for Override of position to perpetrate fraud by unusual, non-recurring adjustments not Internal Controls directly or indirectly addressed by other audit procedures. manipulating accounting (Mandatory audit Testing the appropriateness of journal records, and prepare consideration) entries recorded in the general ledger, fraudulent financial statements review key estimates and other by overriding controls that adjustments made in the preparation of otherwise appear to be the financial statements. operating effectively.
Timing The following schedule has been agreed to with management: • Early February, 2020 Interim audit work (remote) • March 23 27, 2020 Year end audit fieldwork • Early May, 2020 (TBD) Present audit results to Mayor and Council • Shortly after approval of the financial statements by the Mayor and Council Finalization of Independent Auditor's Report by BDO
Regular Council Meeting February 3, 2020 36 Village of Gold River January 24, 2020 IBDO Page 5
FINAL ENGAGEMENT REPORTING
As part of our final reporting to the Mayor and Council, we will provide a communications package to support the Mayor and Council in discharging their responsibilities. This communication will include our audit findings.
This letter has been prepared solely for the use of the Mayor and Council and should not be distributed without our prior consent. Consequently, we accept no responsibility to a third party that uses this communication.
The Mayor and Council plays an important part in the audit planning process and we look forward to meeting with you to discuss our audit plan as well as any other matters that you consider appropriate.
Yours truly,
Kristine Simpson, CPA, CA Partner through a corporation BDO Canada LLP Chartered Professional Accountants
Regular Council Meeting February 3, 2020 37 Village of Gold River January 24, 2020 IBDO Page 6
APPENDIX A: INDEPENDENCE LETTER
January 24, 2020
Mayor and Council The Village of Gold River
Dear Mayor and Council Members:
We have been engaged to audit the financial statements of the Village of Gold River (the "Village") for the year ended December 31, 2019 .
Canadian generally accepted auditing standards (GAAS) require that we communicate at least annually with you regarding all relationships between the Village and our Firm that, in our professional judgment, may reasonably be thought to bear on our independence.
In determining which relationships to report, we have considered the applicable legislation and relevant rules and related interpretations prescribed by the appropriate provincial institute/order, covering such matters as:
• Holding a financial interest, either directly or indirectly in a client; • Holding a position, either directly or indirectly, that gives the right or responsibility to exert significant influence over the financial or accounting policies of a client; • Personal or business relationships of immediate family, close relatives, partners or retired partners, either directly or indirectly, with a client; • Economic dependence on a client; and • Provision of services in addition to the audit engagement.
We have prepared the following comments to facilitate our discussion with you regarding independence matters arising since May 2, 2019, the date of our last letter.
We are aware of the following relationships between the Village and our firm that, in our professional judgment, may reasonably be thought to bear on our independence. The following relationships represent matters that have occurred to the date of this letter.
We provide assistance in the preparation of the financial statements, including adjusting journal entries. These services may create a self-review threat to our independence. We, therefore, required that the following safeguards be put in place:
• that management created the source data for all the accounting entries; • that management developed any underlying assumptions required with respect to the accounting treatment and measurement of the entries; and • that management review and approve all journal entries prepared by us, as well as the financial statements.
As an additional safeguard, our file review policies require that someone other than the preparer review the proposed journal entries and financial statements.
Regular Council Meeting February 3, 2020 38 Village of Gold River January 24, 2020 IBDO Page 7
Other than as described above, we are not aware of any relationships between the Village and our Firm that, in our professional judgment, may reasonably be thought to bear on independence.
We hereby confirm that we are independent with respect to the Village within the meaning of the Code of Professional Conduct of the Chartered Professional Accountants of British Columbia as of the date of this letter.
This letter is intended solely for the use of the Mayor and Council and others within the Village and should not be used for any other purposes.
Yours truly,
BDO~LLP Chartered Professional Accountants
Regular Council Meeting February 3, 2020 39 Michael Roy
From: Maxine McLean
Cheers,
Maxine McLean Director of Finance Village of Gold River 250-283-2202, ext 223
From: MayorUnger [mailto:[email protected]] Sent: January-29-20 8:03 AM To: Maxine McLean Cc: [email protected] Subject: Fwd: NI ORV .Routes mapping
Hi Max Can you please put this on Mondays Agenda for discussion. Thanks’ Brad
Sent from my iPad
Begin forwarded message:
From: Mike Coulter
Jan 28, 2020 This email is from Mike Coulter CR ATV CLUB NI ORV ROUTE Director. I am sending this to Representatives from all of the NI ORV Route, Communities and Regional Districts. Thank you for taking a few minutes to consider the following information. I use the acronym ORV often. As most of you know an ORV is an Off Road Vehicle such as an ATV (All Terrain Vehicle), Side by Side (sxs Utility Vehicle) , or possibly a “Dirt Bike” Motorcycle. I have attached a map of the most commonly used NI ORV Routes. Please take note that this map is my own “homemade” map. It is meant to be used to show people the numerous routes which are currently available and beginning to be used by ORVs to travel between Campbell River and Cape Scott Park . The Tahsis – Zeballos Trail is not complete as yet. Most of the paper obstacles have been completed and it now appears that the “CUT” will likely be built in 2020.
1 Regular Council Meeting February 3, 2020 40 Looking at the map. You will notice that there are numerous possible ORV Routes. Alternate Routes are very important as these are wilderness FSR routes make up a 1000km plus ORV trip. Any single route may for many different reasons not be open, passable, or ridable at any given time. Having alternate ORV Routes is a key feature to attracting ORV tourists. There is little chance that a visiting ORV Tourist would not be able to complete the ride on one route or another. Back Road Maps has proposed to produce and publish a sophisticated, professional North Island Route set of maps. Part of their proposal is to possibly include an advertising section in the Map book where NI Communities could advertise their local adventures and the tourism services they have to offer North Island Route ORV Tourists. As well as the hikers, bikers, and back country horse riders who will also be attracted to utilize these Routes. Kim Smith from ATV BC is working with me to get the NI Routes included in BR Maps. Kim has been asked if North Island Communities would be interested in the Back Road Maps advertising proposal. The cost for this advertising is expected to be $250 to $300 for each of the 10 communities. I am a 68 year old volunteer ORV enthusiast. I have no stake in this except for representing CR ATV Club to expand my ORV riding hobby and the personal satisfaction I get from believing I am contributing in some small way to expand the growth and diversity of the North Island economy. Please email me [email protected] and let me know if your Community wishes to participate in this advertising opportunity. BRM is hoping to publish this spring. The quicker I can get back to Kim with your reply the better. I will continue to encourage BR Maps to include the NI ORV routes in the next publishing of Back Road Maps regardless of your advertising decision. Thanks. Some of the reasons why my Tourism Route focus has been so exclusive to ORVs is that: 1. I conceived of the NI ORV Tourism Concept and began working to enable this concept to accommodate ORV Tourism nearly 6 years ago. The Route is currently enabled with access to as many as 10 NI communities now available with the appropriate Operation Permits. 2. I am a volunteer who is an avid ORV enthusiast. Myself and many of my ORV friends throughout the Province are motivated by a strong desire to be able to ride the NI ORV Route. 3. ORV Tourists are the only genre of back country travelling tourists who must have special designated Operation Permit authorization to access food, fuel, and accommodation services in Communities. All other tourists are not so regulated and restricted. They do not require any special access authorization to access services in a community. I believe that other Tourist genres will be encouraged to visit the NI through the success of this ORV concept. Thank -you Happy Trails To You -- Mike Coulter - CRATV CLUB - NI ORV ROUTE DIR [email protected]
Happy Trails To You -- Mike Coulter
2 Regular Council Meeting February 3, 2020 41 ' r \
! I I
3 Regular Council Meeting February 3, 2020 42 Michael Roy
From: Maxine McLean
Mayor Unger wants this on the agenda for discussion....read below. (sorry for the ..., lol)
Cheers,
Maxine McLean Director of Finance Village of Gold River 250-283-2202, ext 223
From: MayorUnger [mailto:[email protected]] Sent: January-29-20 8:08 AM To: Maxine McLean Cc: [email protected] Subject: Fwd: Destination Campbell River & Gold River partnership for 2020
Hi Max, I don’t recall this hitting an Agenda. Think Brad and I missed discussing this. I’ll talk with him later today, unless you do before me. Would like on Agenda for discussion. Thanks Brad
Sent from my iPad
Begin forwarded message:
From: Kirsten Soder
Hello Mr. Mayor, and best greetings of the season to you!
You'll recall when I came to present the 2019/20 CoOp Marketing plan to the Municipal Services Committee of the SRD this spring, I made a presentation about the Destination BC CoOp Marketing Program, and the #MeetOurNeighbours initiative. I described how the regional initiatives undertaken by Destination Campbell River would benefit all communities in the SRD, leveraged with a significant investment from the City of Campbell River, the local hotel tax
1 Regular Council Meeting February 3, 2020 43 collected in Campbell River, and through the contributions of the Municipalities of Tahsis, Zeballos, Gold River, and Sayward.
I'm pleased to share a mid-year report with you based on our successes and learnings to date, as we look ahead to another year of this regional partnership. I want to thank you for your support and contribution to this - it shows leadership and pride in our region.
You will also find the invoice attached for the 2019 commitment, and I have sent this by mail as well.
If you have any questions or would like to provide any further information or feedback on the content we've produced for and about Gold River, I would welcome a call, email or meeting early in the new year. I would also like to discuss the formal investment agreement to continue on with this effort in 2020/21 and will attend a committee meeting once the application is reviewed in early February. I have submitted a grant application to Destination BC asking for $75,000, with a specific contribution for a $1000 investment from Gold River, the same as last year when you boldly stepped up to help Zeballos participate. I trust you will find exceptional value in the continued partnership we've established through the Municipal Services Committee and our ability to leverage these funds to grow awareness of the tourism opportunities available in our region.
Thank you kindly, and have a wonderful holiday break!
Kirsten Soder Executive Director Destination Campbell River [email protected] 44
To help protect your privacy, Microsoft Office prevented automatic download of this picture from the Internet. w
Tel. 250.914.7891 Toll Free. 1.877.286.5705 campbellriver.travel
2020 3, February Meeting Council Regular
2 1
Destination Campbell River 2019 Gold River Spring Campaign Summary #MeetOurNeighbours
Regular Council Meeting February 3, 2020 45 Executive Summary - Regional
KPISummary Total In total, 22,095 ad clicks were Total ad clicks 28,324 generated, surpassing our goal of Total impressions 7,282,751 12,848 ad clicks. 18,023 landing 0.34% Landing page click through rate page visitors were driven to the Video views 44,590 website. Landing page visitors 18,023
We achieved 44,590 video views, exceeding our goal of 10,000 video views.
We grew our YouTube channel to 102 subscribers which was above our goal of 100 subscribers.
#MeetOurNeighbours tag used 361 times to date
Regular Council Meeting February 3, 2020 46 Gold River - Spring Campaign
Channel and Flight dates Ad CTR Impressions Landing Time Bounce Audience Clicks Page on Rate Visitors Site
Native - Couples June 6 - 20 439 0.27% 160,879 443 225.30 87.58%
Facebook - Couples June 5 - 11 323 0.99% 32,493 244 81.51 92.21%
Campbell River
Highlights:
● 762 Ad clicks were generated and 193,372 impressions were attracted, beating the goal of 543 Ad clicks and 131,860 impressions. ● Native yielded more Ad clicks than Facebook at 439 vs 323, whereas Facebook had a higher CTR at 0.99%, above the industry avg. of 0.90%. ● Ad sample to the left is a screenshot of a scrolling carousel ad on Facebook
Grab a paper map, your camera, and gear fo r every season, then head west to Gold River.
Learn More Regular Council Meeting February 3, 2020 47 Gold River - Always On
Blog Link Pageviews Unique Time on Blog Bounce Rate Pageviews
www.campbellriver.travel/2019 815(2.43%) 88.13% 745(2.47%) 0:02:54 85.89% /05/01/exploring-gold-river/
Gold River is two hours northwest of Campbell Rive r and is home to the Mowachaht/Muchalaht, Nuchatlaht, and Ehattesaht First Nations who have been in the region in excess of 4,200 years, these traditional territories include all of the area known today as Nootka Sound. If you've been thinking about exploring the Village of Gold River then checking out the road trip itinerary below is the best way to prepare, set expectations high and get excited about this trip! #HappyAdventuring In addition to the linked blog above, we have also created a formatted version as a downloadable and printable itinerary.
Please consider linking from your website, or sharing on social media to extend reach of this evergreen content.
Regular Council Meeting February 3, 2020 48 Learnings & Recommendations
● Budget was reallocated to the Girls Weekend audience from Native to Facebook because of its promising CTR. Instagram and Video Ads were pause. After that optimization, we noticed that both Ad clicks and CTR increased week over week. ● Girls Weekend audience was the top performer for ad clicks at 8,824. However, Couples Weekend Audience yielded the highest CTR at 0.33% among all three audiences. ● Native contributed to the majority of Ad clicks and landing page visitors at 12,001 and 12,253 respectively, whereas Facebook achieved the highest CTR across all the channels at 0.53%. Therefore, we recommend orienting towards Native and Facebook as the primary channels for future campaigns focusing on Ad clicks. ● Demographically, elder age groups (45 - 64) had stronger performance than younger age groups (25 - 44) in terms of Ad clicks and CTR. Thus, we suggest optimizing towards elder demographics for future campaigns to further enhance Ad clicks and CTR. ● Content for couples and girls did exceptionally well. These are two audiences to continue to test and drive content towards. ● Continue testing targeted audiences for blog content. We saw the value in targeting based on the content and the audience that would resonate i.e. female vs. male. ● Gold River residents and businesses should continue to be encouraged to engage more on Social Media channels to grow awareness and feature businesses and services. ● #MeetOurNeighbours hashtag now being used by a community in Australia - we will monitor and evaluate if we need to add another tag in 2020/21
Regular Council Meeting February 3, 2020 49 THANK YOU
Andrea Moreton Aman Grewal Account Lead Marketing Project Coordinator Destination Marketing Destination Marketing Destination Think! Destination Think! [email protected] [email protected]
Regular Council Meeting February 3, 2020 50 1235 Shoppers Row, Campbell River, BC V9W 2C7 CAMPBELL PH: 250.286.6901 RIVER~ E: [email protected] #DISCOVERCAMPBELLRIVER
INVOICE # SPC2019 - 03 DATE: 12-06-2019
COMPANY: Village of Gold River Pay Via: Cheques Payable to PRIMARY CONTACT: Mayor Brad Unger Destination Think! CREDIT/DEBIT ADDRESS: 499 Muchalat Drive Gold River, BC V0P1G0
DESCRIPTION AMOUNT Regional Stakeholder Support for CoOp Marketing Program - FY 2019/20
Dedicated Facebook Advertising I ($ 500.00) Content Inclusion (Blogs, Landing page, Itineraries) ($ 500.00)
Thank you for your support!
Payment Options: Please make cheques payable to Destination Think! Payment by creditcard can be made by calling 250-286-6901 or visiting the Visitor Centre
SUB TOTAL ($ 1,000.00) GST 5% ($ 50.00) TOTAL ($ 1,050.00) THANK YOU for your partnership with Destination Campbell River, the Official Destination Marketing Organization for the City of Campbell River #MeetOurNeighbours #DiscoverCampbellRiver
GST# 80081 5292 RT0001
Regular Council Meeting February 3, 2020 51 Transport Transports l+I Canada Canada
Village of Gold River Votre reference 499 Muchalat Drive P.O. Box 610 Notre reference RDIMS #16151911 Gold River, BC V0P 1GO
Attention: Mayor Brad Unger
January 23, 2020
Dear Mayor Unger;
As you are aware, Transport Canada is the lead agency for several important initiatives under the Government of Canada's Oceans Protection Plan, the largest investment the Government of Canada has ever made to protect our coasts and waterways. I write today about the Places of Refuge (POR) initiative, which seeks to establish marine locations where a ship in need of assistance can take action to stabilize its condition while protecting human life and the environment, and reducing hazards to navigation. At this time, Transport Canada has identified a need to identify suitable POR on the west coast of Vancouver Island (WCVI).
Work in the WCVI area will build on POR planning work undertaken in the Haida Gwaii region (2015-2017) and the Queen Charlotte Strait (2019-2020).
We would like to invite the Village of Gold River to collaborate in identifying potential POR. Your organization possess local knowledge that would be essential to consider in an incident that might require a POR. Your input will contribute to the development of a regional Annex to the Pacific Region POR Contingency Plan.
Please find enclosed chart extracts indicating draft PORs in Nootka Sound. It is important to note that each of these POR sites will be subjected to detailed review during engagement with First Nations and local communities before being considered for inclusion in the Pacific Region POR Contingency Plan, and may be removed from consideration for environmental, cultural or safety reasons.
The Government of Canada intends to engage with communities and groups, including regional and local governments, First Nations and others in a manner that best reflects their interests. We are reaching out to you, to hear how we can best conduct this engagement.
Proposed Draft Engagement Approach
Transport Canada and our consultant, Nuka Research, are proposing to invite all interested parties to attend one or more workshops in the WCVI area in early 2020 to: 1. Review the Place of Refuge planning and decision-making framework 2. Gather input on potential locations where a ship could be safely anchored 3. Just as importantly, gather input on locations where a ship should not be directed
RegularCanad Council Meeting Februarya 3, 2020 52 -2-
4. Gather input on area logistical resources and services 5. Gather input on area cultural and environmental areas of concern
After the infonnation gathering workshops, it is proposed that Transport Canada prepare and circulate a draft POR Contingency Plan for review and comment before finalizing the Plan.
We would be interested in your thoughts on this proposed engagement approach, and we are open to revising the approach if necessary to accommodate any concerns.
Next Steps
We ask that you indicate: 1) whether your organization intends to participate in the POR planning process, and 2) who will be the point of contact on behalf of your organization. Once we have identified all interested parties, we will begin discussion of engagement approach and scheduling meetings and workshops.
I look forward to hearing from you, and working with your community on this important initiative. If you have any questions or concerns, please feel free to reach out to Sinead Deery by e-mail ([email protected]) or phone (604-340-9532). We hope to hear from you by February 28, 2020 in order to schedule our workshop in the spring.
Regards,
Captain David Kyle, Places of Refuge Initiative Lead, Oceans Protection Plan
cc: Cecilia Lei, Director of Engagement, Transport Canada
Enclosure (2)
Regular Council Meeting February 3, 2020 53 DRAFT FOR DISCUSSION
Nootka Sound Potential Places of Refuge
LA l'i n Coo Chann ~ .1y, 't •9: <,r I,
13 ~• .. ---·.J] .. ~) G M I l NOOTKA . 28 27 SOUND s 2 (2~
l'"
" "Mooy~b Bay PROR, L 373m, Swing 8,7m, "'1.;o 1 ,_, $S 2vr."' _. - ■ "
-"" " n Jacklah !fay PPOR 050m, t,.;!03m, Wing 51 8m, L0'10 141 11 ' - 122 lM 4l l'f , ~11 19J-, ~. " ... ."1 Jc,W,...,so.., ., • • tji/"fl'
Regular Council Meeting February 3, 2020 54 Government Gouvernement l ♦ I of Canada du Canada ~ [email protected]
Oceans Protection Plan Places of Refuge Initiative Background A place of refuge is a site where a ship in need of assistance can take action to stabilize her condition to protect human life and the environment.
Place of refuge requests may be complex and urgent, requiring close coordination and communications between the vessel and Marine Safety authorities. Transport Canada is the lead agency for decisions related to ships requesting a place of refuge in Canadian waters.
Places of refuge are not designated in advance because the most suitable shelter can be determined only after the details of the incident are known.
To be best prepared for such incidents, the Government of Canada has created a National Places of Refuge Contingency Plan and is updating five regional plans.
Pre-identifying coastal locations Through the Places of Refuge Initiative, Transport Canada is pre-identifying coastal locations for suitable places that ships Decision makers will be able to use these can take shelter. The department is working with partners pre-identified coastal locations in the through this process so that Places of Refuge decision making event of an incident. can be efficient, evidence-based, and inclusive.
This proactive approach to planning will set in place the following considerations before an incident: ✓ Logistics, environmental sensitivities, human use and navigation ✓ Potential conflicts of use ✓ Local and traditional knowledge
Working with partners The involvement of Indigenous peoples, coastal communities, government organizations and industry is helping to: ✓ Evaluate potential places of refuge using site-specific data to inform decisions ✓ Improve the contingency plan's environmental, socio-economic and cultural sensitivities content ✓ Improve communications and broaden coordination in decision making
The Places of Refuge Init iative is another action t hat the Government of Ca nada is taking to protect our ts an waterways. The Government is investing $1.S billion in the Ocea ns Protection Plan, a national y t create a world-lea ding marine safety system t hat provides economic opport unit ies for nadians today, while protecting ou r coastlines for future generations.
Regular Council Meeting February 3, 2020 55 Administration Box 3333 I 6250 Hammond Bay Road Nanaimo, BC Canada V9R 5N3 t: 250.758.4697 f: 250.758.2482 e: [email protected] w: www.virl.bc.ca
January 28, 2020
Brad McRae CAO Village of Gold River Box 610 Gold River, B.C. V0P lG0
Dear Brad McRae, Re: Library Budget and Levy to Members
Vancouver Island Regional Library (VIRL) Board adopted the 2020 budget at its September 21, 2019 Board meeting.
The 2020 - 2024 Adopted Financial Plan is available at http://virl.bc.ca/about/reports-and-plans
Below is the detail on the first payment due before March 1, 2020. A formal invoice will follow.
Quarterly Installment Annual Amount
2020 Levy $ 11,639.75 $ 46,559
The 2020 - 2024 Financial Plan represents VIRL's continued transformation into a 21st century library, while remaining rooted in the fundamental priorities and values of the organization. In order to tell our stories to our communities at large and to our individual library customers, the 2020 - 2024 Financial Plan will focus on:
• Developing and promoting programming that draws library customers in, regardless of age or other factors.
• Promoting our catalogue, resources and services.
• Telling our story through public information and promotional materials.
• Focusing on our facilities, as the physical spaces are one of the primary ways to tell our story. This includes investing in our buildings through the Consolidated Facilities Master Plan to ensure they offer robust technology, comfortable gathering spaces, and are flexible in design.
Strong Libraries ■ Strong Communities
Bella Coola Bowser Campbell River Chemainus Comox Cortes Island Courtenay Cowichan Cowichan Lake Cumberland Gabriola Island Gold River Hornby Island Ladysmith Masset Nanaimo Harbourfront Nanaimo North Nanaimo Wellington Parksville Port Alberni Port Alice Port Clements Port Hardy Port McNeil! Port Renfrew Quadra Island Qualicum Beach Queen Charlotte Sandspit Sayward Sidney/North Saanich Sointula Sooke South Cowichan Tahsis Totino Ucluelet Union Bay Woss
Regular Council Meeting February 3, 2020 56 Page 2
• Continuing investment in technology, to remain relevant in an increasingly electronic world and allow customers to access products and services they might not have otherwise.
• Investing in staff through professional development and other opportunities, recognizing that staff deliver our story directly to customers.
For 2020 this entails a 3. 94% increase in the total levy, consisting of:
• A 2.23% increase to meet our core service needs and inflationary pressures; • A 1.27% increase for levies related to the Facilities Master Plan; and • A 0.44% increase for staff-driven business cases to improve our services to the public.
The 2020 - 2024 Financial Plan plays an integral part in meeting the objectives of the 2016 - 2020 Strategic Plan:
1. Community: VIRL will continue to expand engagement and partnership opportunities, as well as increase advertising and promotion to show that the library is a vibrant, welcoming place for people of all socioeconomic groups, cultures and literacy levels.
2. Collect. Connect. Collaborate. Create: VIRL seeks to identify and address the educational and recreational needs of our customers. As well, we seek new ways to reach those who are not aware of the resources we have to offer.
The library is a place of lifelong learning and inspiration. We strive to provide our communities with access to the information they need - whenever or wherever that may be.
3. Places & Spaces: Since 2011, we have renovated or built thirteen branches across the VIRL service area. Assessing the needs of each unique community when renovating and building facilities is a crucial component of our ongoing success.
In addition, our online presence and information technology (IT) infrastructure needs continuous and consistent stewardship and development to ensure that we meet the current and future technological needs of our customers.
4. Life at Work: To succeed as an organization, VIRL recognizes that it needs to support staff (and ultimately library customers) by respecting the multiple perspectives our employees represent. To do this, we must continually promote positive employer/union relations and improve our methods of communication, decision making and project management to create an effective and productive workplace culture.
Please do not hesitate to contact us if you have any questions.
Thank you, , i\ /1 , l
C j, e,.u ,,,--.. ( Joel Adams, CPA, CA Director of Finance
Regular Council Meeting February 3, 2020 57 Strong libraries • Strong Communities uVER1 ::s. 0. BUDGE BREAKDOWN ~
l'VAL \.~
(!J YOUR ~ HOW YOUR $1.00 ISSPENT Computer costs ($0.03) Wages & benefits Debt principal & interest ($0.04) PER CAPITA ($0.45) •• · · Administrative costs ($0.06) DECREASE - - Library materials ($0.09) Projects funded by reserve ($0.13)
Appropriations ($0.11)
--- Branch facility costs ($0.09)
~ Th is Year's Q 560/ '-ii DECREASE: - • /0 TOTAL VISITS TO YOUR BRANCH (2018) ... CORE SERVICES 1 thousand
-0.56%
UNDIN COf'JSOUDATED LEVY DECl~E/\SE FACILITIES MASTER PLAN
NEW BUDGET REQUESTS *totals may be off by nominal amounts, due to rounding *in-branch & online
Regular Council Meeting FebruarySTRONG 3, 2020 LIBRARIES. STRONG58 COMMUNITIES. 2020 BUDGET I r
2020 BUDGET: "TELLING OUR STORY" HOW IS MY LEVY CALCULATED? The 2020 Budget tells the stories of our libraries. VIRL's story is one Each member's levy is calculated in accordance with the of literacy, programming, electronic resources, access to informa Library Act. The allocation is 50% based on population, tion, and places to gather in the community.In order to tell our and 50% based on assessed value. Both of these figures stories to our communities at large and to our individual library are provided to VIRL by an external source. customers, the 2020 - 2024 Proposed Financial Plan will focus on: Each individual member's levy is based on their Embracing new technologies and ensuring our spaces exceed proportion of these figures compared to VIRL as a the expectations of cu stomers; whole. Developing programs that draw library cu stomers into our Therefore, the amount you pay is impacted by changes libraries; in your local population and assessed value. Where Ensuring our libraries offer the spaces, resources, and expertise to these figures have changed by an amount that is customers now and into the future; different than the VIRL overall average change, each Investing in staff through professional development. member levy will adjust accordingly.
The complete 2020 - 2024 Financial Plan is available at virl.bc.ca
WHAT CHANGED IN 2020? Population Across all of VIRL, population increased by an average of 5.29%. For 2020, your population changed by 9 which represents a change of 0.72%. When factored into VIRL as a whole, this change leads to an impact of $(190) on your levy, a change of-0.41%. Assessed Value Across all ofVIRL, assessed value increased by an average of 12.11%. CORE SERVICES For 2020, your assessed value changed by $962,350 which represents a change of 7.30%. When factored into VIRL as a whole, this change leads to an impact of -$72 in your levy, a change of-0.15% over 2019.
Total Levy FACILITIES For 2020, your total levy has increased by $(262) to $46,559. This represents a change of -0.56% over 2019.
Per Capita NEW BUDGET REQUESTS On a per capita basis, your levy has changed by -$0.48. Per capita changes will vary by community, depending on their respective changes to population. An increased population may decrease the per capita cost, since the cost is spread over a larger total. TOTAL AVERAGE INCREASE
*totals may be off by nominal amounts, due to rounding
• • • • • •_._ • ., r . . . . ' virl.bc.ca Regular Council Meeting February 3, 2020 59