REGULAR MEETING OF CITY COUNCIL
CITY HALL, 10105 12A STREET, DAWSON CREEK
MONDAY, FEBRUARY 20, 2012 AT 8:30 A.M.
AGENDA Page
1. CALL MEETING TO ORDER
2. NEW/COUNCILLOR BUSINESS
5-15 2.1 Councillor Malkinson re: Proposed School District 59 Calendar.
3. MINUTES
16-26 3.1 Minutes of the Regular Meeting of Council (February 6, 2012) for adoption.
4. BUSINESS ARISING
5. CORRESPONDENCE
27-51 5.1 Letter from the Lake View Learning Centre (February 14, 2012) re: "Request for Community Partners" Project.
52-54 5.2 Letter from the 2012 MVPA Alaska Highway Convoy (February 15, 2012) re: Official Launch Ceremony for the MVPA Alaska Highway Convoy.
● Memo from Tourism Dawson Creek (February 14, 2012) re: Convoy to Dawson Creek.
6. DELEGATIONS (9:00 A.M.)
55 6.1 Kathleen Connolly, Executive Director and Kimeal Shearing-Cooke, President from the Dawson Creek Chamber of Commerce, in attendance re: Chamber of
Page 1 of 92 REGULAR MEETING OF CITY COUNCIL MONDAY, FEBRUARY 20, 2012
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6. DELEGATIONS (9:00 A.M.)
Commerce Week Proclamation.
56 6.2 Roy Scafe from the British Columbia Government and Service Employees' Union, in attendance re: Community Social Services Awareness Month Proclamation.
57-58 6.3 Marge Monlezun and Marcheta Leoppky from the Peace Country Roots Group (Historical Society), in attendance re: Heritage Week Proclamation.
● Letter from Heritage BC (January 16, 2012) re: Heritage Week 2012.
6.4 Paul Jeakins and Roger St. Jean, BC Oil & Gas Commission in attendance re: Oil & Gas Commission activities in the area.
7. REPORTS
59-62 7.1 Report No. ADM 12-027 from the Director of Infrastructure & Sustainable Development re: Bulk Water Fill Station/Truck Wash Request.
63-65 7.2 Report No. ADM 12-028 from the Chief Financial Officer re: Receivables Report - December 31, 2011.
66-71 7.3 Report No. ADM 12-026 from the Fire Chief re: Policy Change for Management Staff.
8. BYLAWS
8.1 Latecomer Charge Interest Rate Establishment Bylaw No. 4129, 2012 for consideration of adoption.
9. MAYOR'S BUSINESS
10. DIARY
10.1 Calvin Kruk Centre for the Arts Update.
10.2 Reclaimed Water Plant Update.
Page 2 of 92 REGULAR MEETING OF CITY COUNCIL MONDAY, FEBRUARY 20, 2012
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11. CONSENT CALENDAR
72 11.1 Consent Calendar items to be received:
1. Report No. ADM 12-017 from the Director of Corporate Administration re: Items to be released from previous In-Camera minutes.
12. STRATEGIC PRIORITIES CHART
73 12.1 Strategic Priorities Chart.
13. QUESTION AND ANSWER PERIOD
14. MEDIA QUESTION PERIOD
15. COMMITTEE OF THE WHOLE REPORTS (11:00 A.M.)
15.1 Report from the Staff Sergeant.
74-76 15.2 Report from the Fire Chief.
77-79 15.3 Report from the Director of Corporate Administration.
80-81 15.4 Report from the Chief Financial Officer.
82-89 15.5 Report from the Director of Infrastructure & Sustainable Development.
90-92 15.6 Report from the Director of Community Services.
16. RECESS TO CLOSED MEETING
16.1 Resolution to move into the Meeting of Council Closed to the Public.
Agenda Items 3.1 & 5.1 - Section 97 (1) (b) ‘Minutes’ - as previously noted. Agenda Item 6.1 - Section 90 (1) (j) information that is prohibited, or information that if it were presented in a document would be prohibited from disclosure under section 21 of the Freedom of Information and Protection of Privacy Act.
Page 3 of 92 REGULAR MEETING OF CITY COUNCIL MONDAY, FEBRUARY 20, 2012
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16. RECESS TO CLOSED MEETING
Agenda Item 7.1 Section 90 (1) (e) the acquistion, disposition or expropriation of land or imporvements.
Further, that Council authorize the following municipal staff to attend for all agenda items: Chief Administrative Officer, Jim Chute Deputy Chief Administrative Officer, Greg Dobrowolski Chief Financial Officer, Shelly Woolf Director of Corporate Administration, Brenda Ginter Recording Secretary, Tyra Henderson
17. RECONVENE OPEN PORTION OF THE MEETING TO ADJOURN
Page 4 of 92 Item 2.1
MEMO
TO: Mayor and Council DATE: February 16, 2012
FROM: Councillor Malkinson
SUBJECT: Proposed School District 59 Calendar
Background
The Board of School District 59 is asking for input regarding the proposed calendar for the upcoming 2012/13 school year. From January 25th to March 6th the Board is seeking input from individuals and groups by survey (which is available on their website www.sd59.bc.ca), by email, or in writing; all feedback must be submitted by March 6th and will be reviewed by the Board at their meeting March 7th.
The Board is proposing 4 different calendars: the standard Ministry of Education calendar with a one week spring break; two alternate calendars with a two week spring break (which has been the format used in this District for the past few years) with different options for non-instructional days; and a Balanced School Calendar that proposes school begins August 7th along with a two week break in October, a three week break in December, and a three week break in March.
The background information from the School District website and the proposed calendars are attached for your information.
Recommendation
That the memo from Councillor Malkinson re: Proposed School District 59 Calendar be received for discussion.
Respectfully submitted, Councillor Duncan Malkinson
Regular Council with Committee of the Whole 20 Feb 2012 Page 5 of 92 Item 2.1
School District 59 (Peace River South) - 2012-2013_Calendar.html Page 1 of 2
School Directory District Info Programs Departments Staff Employment Links Search
Proposed 2012-2013 Calendar
The Board of School District 59 is asking for input regarding the Local Proposed Calendar for 2012/2013. This input will be used as part of the Board’s decision-making process in the development of a Proposed Local Calendar.
The timeline for this process is as follows:
January 25 to March 6 – Input from staff members, SPCs, PACs, DPAC, employee groups, etc. This information will be gathered through school principals and location managers. March 7 – Board reviews feedback from all groups. March 7 – The Board adopts the 2012/2013 Local Calendar.
In order to help people with calendar decisions and proposals, The Ministry of Education’s Standard Calendar for 2012/2013 has been included. In addition, three alternate calendars are being circulated for consultation.
Proposed Calendars
Ministry of Education’s Standard Calendar Alternate Calendar (1)
Standard Calendar has a one-week Spring Break along with the following Alternate Calendar (1) has a two-week Spring Break along with the features: following features:
The number of days in session is 194. The number of days in session is 190. The number of days of instruction is 187. The number of days of instruction is 183. The number of non-instructional days is 7. This includes 6 The number of non-instructional days is 7. This includes 6 Professional Development Days and 1 Administration Day on June Professional Development Days and 1 Administration Day on June 28th. 28th. The 6 Professional Development Days have been placed in the The 6 Professional Development Days have been placed in the calendar with question marks. They may move around based on calendar with question marks. They may move around based on input from various groups. input from various groups. There are 4 Not In Session Days to create a two-week Spring Break.
Alternate Calendar (2) Balanced School Calendar
Alternate Calendar (2) has a two-week Spring Break along with the Balanced School Calendar with the following features: following features:
The number of days in session is 194 The number of days in session is 190. The number of days of instruction is 187. The number of days of instruction is 187. The number of non-instructional days is 7. This includes 6 The number of non-instructional days is 7. This includes 6 Professional Development Days and 1 Administration Day on June Professional Development Days and 1 Administration Day on June 28th. 28th. Four of these days are scheduled to occur in August. The 6 Professional Development Days have been placed in the The 2 Professional Development Days have been placed in the calendar with calendar to allow for a two-day teacher conference. question marks. They may move around based on input from various groups. There are four breaks in this calendar. The first is attached to Thanksgiving creating a break of nine days plus two non- instructional days. The second is attached to the traditional winter break changing this break from two to three weeks. The third is attached to spring break creating a three-week break with three of these days being non-instructional days.
Note: The additional breaks occur as a result of school beginning one month earlier than the standard calendar. Instead of having a lengthy summer vacation, breaks are scheduled throughout the year.
http://www.sd59.bc.ca/vpage.php?p=content+districtinfo+2012-2013_Calendar.html 15/02/2012
Regular Council with Committee of the Whole 20 Feb 2012 Page 6 of 92 Item 2.1
School District 59 (Peace River South) - 2012-2013_Calendar.html Page 2 of 2
Graphical Representation of Proposed Calendars
Feedback
Individuals and groups are welcome to communicate comments by survey, email or in writing to school principals or to Kathy Sawchuk. All feedback must be submitted by March 6, 2012.
11600 - 7th Street Dawson Creek, British Columbia, V1G 4R8, Canada Phone: 250.782.8571 Fax: 250.782.3204
'DHTML Menu by TwinHelix Designs' Copyright © 2009 School District 59
http://www.sd59.bc.ca/vpage.php?p=content+districtinfo+2012-2013_Calendar.html 15/02/2012
Regular Council with Committee of the Whole 20 Feb 2012 Page 7 of 92 Item 2.1
SD59 STANDARD CALENDAR FOR 2012/2013
August-12 September-12 Sunday Monday Tuesday Wednesday Thursday Friday Saturday Sunday Monday Tuesday Wednesday Thursday Friday Saturday 1 2 3 4 1
5 6 7 8 9 10 11 2 3 4 5 6 7 8 Labour Day First Day for BC Day students start 2h late Stat Stat ends 1h early 12 13 14 15 16 17 18 9 10 11 12 13 14 15
19 20 21 22 23 24 25 16 17 18 19 20 21 22
26 27 28 29 30 31 23 24 25 26 27 28 29
30
October-12 November-12 Sunday Monday Tuesday Wednesday Thursday Friday Saturday Sunday Monday Tuesday Wednesday Thursday Friday Saturday 1 2 3 4 5 6 1 2 3
7 8 9 10 11 12 13 4 5 6 7 8 9 10 Thanks- giving Day
Stat 14 15 16 17 18 19 20 11 12 13 14 15 16 17 Rememb. Day
Stat 21 22 23 24 25 26 27 18 19 20 21 22 23 24 NID NID
District Conference
28 30 31 25 26 27 28 29 30 Early Early School based Dismissal Dismissal
NID
December-12 January-13 Sunday Monday Tuesday Wednesday Thursday Friday Saturday Sunday Monday Tuesday Wednesday Thursday Friday Saturday 1 1 2 3 4 5 New Year's Winter Vacation ------> Day
Stat Break Break Break 2 3 4 5 6 7 8 6 7 8 9 10 11 12 End Term 1
64 days
9 10 11 12 13 14 15 13 14 15 16 17 18 19
16 17 18 19 20 21 22 20 21 22 23 24 25 26
23 24 25 26 27 28 29 27 28 29 30 31 <------Winter Vacation ------> Prov Exams Prov Exams Prov Exams End Sem 1 Christmas Boxing Day 93 days Break Stat Stat Break Break 30 31
Break
LEGEND
11 Statutory or General Holidays 0 Not-In-Session Day (No School Activities)
Stat NIS
56 Break Days (Winter,Spring or Summer) 187 Instructional Days
Break
Note: Standard Calendar 7 Non-Instructional Days (Prof Dev or Admin)
NID
Regular Council with Committee of the Whole 20 Feb 2012 Page 8 of 92 Item 2.1
SD59 STANDARD CALENDAR FOR 2012/2013
February-13 March-13 Sunday Monday Tuesday Wednesday Thursday Friday Saturday Sunday Monday Tuesday Wednesday Thursday Friday Saturday 1 2 1 2 School based
NID 3 4 5 6 7 8 9 3 4 5 6 7 8 9
10 11 12 13 14 15 16 10 11 12 13 14 15 16 End Term 2
60 days
17 18 19 20 21 22 23 17 18 19 20 21 22 23
Spring Vacaation
Break Break Break Break Break 24 25 26 27 28 24 25 26 27 28 29 30 Early Early Good Friday Dismissal Dismissal
Stat 31
April-13 May-13 Sunday Monday Tuesday Wednesday Thursday Friday Saturday Sunday Monday Tuesday Wednesday Thursday Friday Saturday 1 2 3 4 5 6 1 2 3 4 Easter Mon.
Stat 7 8 9 10 11 12 13 5 6 7 8 9 10 11
14 15 16 17 18 19 20 12 13 14 15 16 17 18 School based
NID 21 22 23 24 25 26 27 19 20 21 22 23 24 25 District based Victoria Day
NID Stat 28 29 30 26 27 28 29 30 31
June-13 July-13
Sunday Monday Tuesday Wednesday Thursday Friday Saturday Sunday Monday Tuesday Wednesday Thursday Friday Saturday 1 1 2 3 4 5 6 Canada Day
STAT 2 3 4 5 6 7 8 7 8 9 10 11 12 13
Break Break Break Break Break 9 10 11 12 13 14 15 14 15 16 17 18 19 20
Break Break Break Break Break 16 17 18 19 20 21 22 21 22 23 24 25 26 27 Prov Exams Prov Exams Prov Exams Prov Exams Prov Exams
Break Break Break Break Break 23 24 25 26 27 28 29 28 29 30 31 Prov Exams Prov Exams End Sem 2 Admin 94 days Day and Term 3 64 days NID Break Break Break 30
LEGEND
11 Statutory or General Holidays 0 Not-In-Session Day (No School Activities)
Stat NIS
56 Break Days (Winter,Spring or Summer) 187 Instructional Days
Break
Note: Standard Calendar 7 Non-Instructional Days (Prof Dev or Admin)
NID
Regular Council with Committee of the Whole 20 Feb 2012 Page 9 of 92 Item 2.1
SD59 ALTERNATE (1) CALENDAR FOR 2012/2013
August-12 September-12 Sunday Monday Tuesday Wednesday Thursday Friday Saturday Sunday Monday Tuesday Wednesday Thursday Friday Saturday 1 2 3 4 1
5 6 7 8 9 10 11 2 3 4 5 6 7 8 Labour Day Curriculum First Day for BC Day Implem students start 2h late Stat Stat NID ends 1h early 12 13 14 15 16 17 18 9 10 11 12 13 14 15
19 20 21 22 23 24 25 16 17 18 19 20 21 22
26 27 28 29 30 31 23 24 25 26 27 28 29
30
October-12 November-12 Sunday Monday Tuesday Wednesday Thursday Friday Saturday Sunday Monday Tuesday Wednesday Thursday Friday Saturday 1 2 3 4 5 6 1 2 3
7 8 9 10 11 12 13 4 5 6 7 8 9 10 Thanks- giving Day
Stat 14 15 16 17 18 19 20 11 12 13 14 15 16 17 Rememb. Day
Stat 21 22 23 24 25 26 27 18 19 20 21 22 23 24 NID NID
District Conference
28 30 31 25 26 27 28 29 30 Early Early End Term 2 Dismissal Dismissal 59 days
December-12 January-13 Sunday Monday Tuesday Wednesday Thursday Friday Saturday Sunday Monday Tuesday Wednesday Thursday Friday Saturday 1 1 2 3 4 5 New Year's Winter Vacation ------> Day
Stat Break Break Break 2 3 4 5 6 7 8 6 7 8 9 10 11 12
9 10 11 12 13 14 15 13 14 15 16 17 18 19
16 17 18 19 20 21 22 20 21 22 23 24 25 26
23 24 25 26 27 28 29 27 28 29 30 31 <------Winter Vacation ------> Prov Exams Prov Exams Prov Exams Christmas Boxing Day
Break Stat Stat Break Break 30 31
Break
LEGEND
11 Statutory or General Holidays 4 Not-In-Session Day (No School Activities)
Stat NIS
56 Break Days (Winter,Spring or Summer) 183 Instructional Days
Break
Note: This is a local calendar that includes a two week spring break 7 Non-Instructional Days (Prof Dev or Admin)
NID
Regular Council with Committee of the Whole 20 Feb 2012 Page 10 of 92 Item 2.1
SD59 ALTERNATE CALENDAR (1) FOR 2012/2013
February-13 March-13 Sunday Monday Tuesday Wednesday Thursday Friday Saturday Sunday Monday Tuesday Wednesday Thursday Friday Saturday 1 2 1 2 NID
School based
3 4 5 6 7 8 9 3 4 5 6 7 8 9
10 11 12 13 14 15 16 10 11 12 13 14 15 16 End Term 2
64 days
17 18 19 20 21 22 23 17 18 19 20 21 22 23
Spring Vacaation
Break Break Break Break Break 24 25 26 27 28 24 25 26 27 28 29 30 Early Early Good Friday Dismissal Dismissal <------Spring Spring Vacation------Vacation ------>
NIS NIS NIS NIS Stat 31
April-13 May-13 Sunday Monday Tuesday Wednesday Thursday Friday Saturday Sunday Monday Tuesday Wednesday Thursday Friday Saturday 1 2 3 4 5 6 1 2 3 4 Easter Mon.
Stat 7 8 9 10 11 12 13 5 6 7 8 9 10 11
14 15 16 17 18 19 20 12 13 14 15 16 17 18 NID School Based
21 22 23 24 25 26 27 19 20 21 22 23 24 25 Victoria Day
Stat 28 29 30 26 27 28 29 30 31 NID School Based
June-13 July-13
Sunday Monday Tuesday Wednesday Thursday Friday Saturday Sunday Monday Tuesday Wednesday Thursday Friday Saturday 1 1 2 3 4 5 6 Canada Day
STAT 2 3 4 5 6 7 8 7 8 9 10 11 12 13
Break Break Break Break Break 9 10 11 12 13 14 15 14 15 16 17 18 19 20
Break Break Break Break Break 16 17 18 19 20 21 22 21 22 23 24 25 26 27 Prov Exams Prov Exams Prov Exams Prov Exams Prov Exams
Break Break Break Break Break 23 24 25 26 27 28 29 28 29 30 31 Prov Exams Prov Exams Admin Day
NID Break Break Break 30
LEGEND
11 Statutory or General Holidays 4 Not-In-Session Day (No School Activities)
Stat NIS
56 Break Days (Winter,Spring or Summer) 183 Instructional Days
Break
Note: This is a local calendar that includes a two week spring break 7 Non-Instructional Days (Prof Dev or Admin)
NID
Regular Council with Committee of the Whole 20 Feb 2012 Page 11 of 92 Item 2.1
SD59 ALTERNATE CALENDAR (2) FOR 2012/2013
August-12 September-12 Sunday Monday Tuesday Wednesday Thursday Friday Saturday Sunday Monday Tuesday Wednesday Thursday Friday Saturday 1 2 3 4 1
5 6 7 8 9 10 11 2 3 4 5 6 7 8 Labour Day First Day for BC Day students start 2h late Stat Stat ends 1h early 12 13 14 15 16 17 18 9 10 11 12 13 14 15
19 20 21 22 23 24 25 16 17 18 19 20 21 22
26 27 28 29 30 31 23 24 25 26 27 28 29 Curriculum School based Implem
NID NID NID NID 30
October-12 November-12 Sunday Monday Tuesday Wednesday Thursday Friday Saturday Sunday Monday Tuesday Wednesday Thursday Friday Saturday 1 2 3 4 5 6 1 2 3
7 8 9 10 11 12 13 4 5 6 7 8 9 10 Thanks- giving Day
Stat 14 15 16 17 18 19 20 11 12 13 14 15 16 17 Rememb. Day
Stat 21 22 23 24 25 26 27 18 19 20 21 22 23 24 NID NID
District Conference
28 30 31 25 26 27 28 29 30 Early Early Dismissal Dismissal
December-12 January-13 Sunday Monday Tuesday Wednesday Thursday Friday Saturday Sunday Monday Tuesday Wednesday Thursday Friday Saturday 1 1 2 3 4 5 New Year's Winter Vacation ------> Day
Stat Break Break Break 2 3 4 5 6 7 8 6 7 8 9 10 11 12 End Term 1
65 days
9 10 11 12 13 14 15 13 14 15 16 17 18 19
16 17 18 19 20 21 22 20 21 22 23 24 25 26
23 24 25 26 27 28 29 27 28 29 30 31 <------Winter Vacation ------> Prov Exams Prov Exams Prov Exams End Sem 1 Christmas Boxing Day 94 days Break Stat Stat Break Break 30 31
Break
LEGEND
11 Statutory or General Holidays 0 Not-In-Session Day (No School Activities)
Stat NIS
56 Break Days (Winter,Spring or Summer) 187 Instructional Days
Break
Note: This is a local calendar that includes a two week spring break 7 Non-Instructional Days (Prof Dev or Admin)
NID
Regular Council with Committee of the Whole 20 Feb 2012 Page 12 of 92 Item 2.1
SD59 ALTERNATE CALENDAR (2) FOR 2012/2013
February-13 March-13 Sunday Monday Tuesday Wednesday Thursday Friday Saturday Sunday Monday Tuesday Wednesday Thursday Friday Saturday 1 2 1 2
3 4 5 6 7 8 9 3 4 5 6 7 8 9
10 11 12 13 14 15 16 10 11 12 13 14 15 16 End Term 2
60 days
17 18 19 20 21 22 23 17 18 19 20 21 22 23
Spring Vacaation
Break Break Break Break Break 24 25 26 27 28 24 25 26 27 28 29 30 Early Early Good Friday Dismissal Dismissal <------Spring Spring Vacation------Vacation ------>
Break Break Break Break Stat 31
April-13 May-13 Sunday Monday Tuesday Wednesday Thursday Friday Saturday Sunday Monday Tuesday Wednesday Thursday Friday Saturday 1 2 3 4 5 6 1 2 3 4 Easter Mon.
Stat 7 8 9 10 11 12 13 5 6 7 8 9 10 11
14 15 16 17 18 19 20 12 13 14 15 16 17 18
21 22 23 24 25 26 27 19 20 21 22 23 24 25 Victoria Day
Stat 28 29 30 26 27 28 29 30 31
June-13 July-13
Sunday Monday Tuesday Wednesday Thursday Friday Saturday Sunday Monday Tuesday Wednesday Thursday Friday Saturday 1 1 2 3 4 5 6 Canada Day
STAT 2 3 4 5 6 7 8 7 8 9 10 11 12 13
Break Break Break Break Break 9 10 11 12 13 14 15 14 15 16 17 18 19 20
Break Break Break Break Break 16 17 18 19 20 21 22 21 22 23 24 25 26 27 Prov Exams Prov Exams Prov Exams Prov Exams Prov Exams
Break Break Break Break Break 23 24 25 26 27 28 29 28 29 30 31 Prov Exams Prov Exams End Sem 2 Admin and Term 3 Day
NID Break Break Break 30
LEGEND
11 Statutory or General Holidays 0 Not-In-Session Day (No School Activities)
Stat NIS
56 Break Days (Winter,Spring or Summer) 187 Instructional Days
Break
Note: This is a local calendar that includes a two week spring break 7 Non-Instructional Days (Prof Dev or Admin)
NID
Regular Council with Committee of the Whole 20 Feb 2012 Page 13 of 92 Item 2.1
SD59 BALANCED CALENDAR FOR 2012/2013
August-12 September-12 Sunday Monday Tuesday Wednesday Thursday Friday Saturday Sunday Monday Tuesday Wednesday Thursday Friday Saturday 1 2 3 4 1
Break Break Break 5 6 7 8 9 10 11 2 3 4 5 6 7 8 First Day for Labour Day BC Day Students 2 hrs late Stat 1 hr early Stat 12 13 14 15 16 17 18 9 10 11 12 13 14 15
19 20 21 22 23 24 25 16 17 18 19 20 21 22
26 27 28 29 30 31 23 24 25 26 27 28 29
30
October-12 November-12 Sunday Monday Tuesday Wednesday Thursday Friday Saturday Sunday Monday Tuesday Wednesday Thursday Friday Saturday 1 2 3 4 5 6 1 2 3
7 8 9 10 11 12 13 4 5 6 7 8 9 10 Thanks- giving Day
Stat Break Break Break Break 14 15 16 17 18 19 20 11 12 13 14 15 16 17 Rememb. Day
Break Break Break Break Break Stat 21 22 23 24 25 26 27 18 19 20 21 22 23 24
District Conference
NID NID 28 30 31 25 26 27 28 29 30
December-12 January-13 Sunday Monday Tuesday Wednesday Thursday Friday Saturday Sunday Monday Tuesday Wednesday Thursday Friday Saturday 1 1 2 3 4 5 New Year's Winter Vacation ------> Day
Stat Break Break Break 2 3 4 5 6 7 8 6 7 8 9 10 11 12
Break Break Break Break Break 9 10 11 12 13 14 15 13 14 15 16 17 18 19
16 17 18 19 20 21 22 20 21 22 23 24 25 26
23 24 25 26 27 28 29 27 28 29 30 31 <------Winter Vacation ------> Christmas Boxing Day
Break Stat Stat Break Break 30 31
Break
LEGEND
11 Statutory or General Holidays 0 Not-In-Session Day (No School Activities)
Stat NIS
56 Break Days (Winter,Spring or Summer) 187 Instructional Days
Break
Note: This is a local calendar that includes a two week spring break 7 Non-Instructional Days (Prof Dev or Admin)
NID
Regular Council with Committee of the Whole 20 Feb 2012 Page 14 of 92 Item 2.1
SD59 BALANCED CALENDAR FOR 2012/2013
February-13 March-13 Sunday Monday Tuesday Wednesday Thursday Friday Saturday Sunday Monday Tuesday Wednesday Thursday Friday Saturday 1 2 1 2
3 4 5 6 7 8 9 3 4 5 6 7 8 9
10 11 12 13 14 15 16 10 11 12 13 14 15 16
17 18 19 20 21 22 23 17 18 19 20 21 22 23
Spring Vacaation
Break Break Break Break Break 24 25 26 27 28 24 25 26 27 28 29 30 Good Friday
Break Break Break Break Stat 31
April-13 May-13 Sunday Monday Tuesday Wednesday Thursday Friday Saturday Sunday Monday Tuesday Wednesday Thursday Friday Saturday 1 2 3 4 5 6 1 2 3 4 Easter Mon.
Stat Break NID NID NID 7 8 9 10 11 12 13 5 6 7 8 9 10 11
14 15 16 17 18 19 20 12 13 14 15 16 17 18
NID 21 22 23 24 25 26 27 19 20 21 22 23 24 25 Victoria Day
Stat 28 29 30 26 27 28 29 30 31
June-13 July-13
Sunday Monday Tuesday Wednesday Thursday Friday Saturday Sunday Monday Tuesday Wednesday Thursday Friday Saturday 1 1 2 3 4 5 6 Canada Day
STAT 2 3 4 5 6 7 8 7 8 9 10 11 12 13
Break Break Break Break Break 9 10 11 12 13 14 15 14 15 16 17 18 19 20
Break Break Break Break Break 16 17 18 19 20 21 22 21 22 23 24 25 26 27
Break Break Break Break Break 23 24 25 26 27 28 29 28 29 30 31 Admin Day
NID Break Break Break 30
LEGEND
11 Statutory or General Holidays 0 Not-In-Session Day (No School Activities)
Stat NIS
56 Break Days (Winter,Spring or Summer) 187 Instructional Days
Break
Note: This is a local calendar that includes a two week spring break 7 Non-Instructional Days (Prof Dev or Admin)
NID
Regular Council with Committee of the Whole 20 Feb 2012 Page 15 of 92 Item 3.1
MINUTES OF THE REGULAR MEETING OF CITY COUNCIL City Hall, 10105 – 12A Street, Dawson Creek, BC on MONDAY, FEBRUARY 6, 2012
COUNCIL PRESENT STAFF PRESENT Mayor Mike Bernier - Chair Jim Chute, Chief Administrative Officer Councillor Sue Kenny Greg Dobrowolski, Deputy Chief Administrative Officer Councillor Duncan Malkinson Shelly Woolf, Chief Financial Officer Councillor Terry McFadyen Brenda Ginter, Director of Corporate Administration Councillor Charlie Parslow Kevin Henderson, Director of Infrastructure & Sustainable Development Councillor Cheryl Shuman Tyra Henderson, Recording Secretary Councillor Shaely Wilbur
ALSO IN ATTENDANCE Bert Goulet, Shaw Cable Matthew Bains, Dawson Creek Daily News Kate Hutchinson, CJDC News Jill Earl, Northeast News April Moi, Northern BC Tourism, & Dustin Bodnaryk, Tourism Dawson Creek Coordinator, Item 6.5
1. CALL TO ORDER Call to order The Chair called the meeting to order at 8:30 am.
2. NEW AND COUNCILLOR BUSINESS 2.1 Notice of Motion re: Councillor Parslow provided the following Notice of Motion for the March 5th Regular Policy Review & Meeting of Council: Public Engagement “That Policy 3.25 be amended to read “During the first year of each Council’s term, the complete policy manual is to be reaffirmed by Council”; further, that as this will entail some work and time, that the 2012 Strategic Priorities Chart be amended to replace the public engagement training item under “next” for Corporate Administration with Review of City Policy.”
2.2 Community Clean Councillor Wilbur advised Council that May 5th has been chosen as Community Clean Up Up Day in Dawson Creek, with May 12th as the alternate day should a conflict arise.
2.3 Community Events Councillor Malkinson advised that the Art Gallery will be hosting a performance Tuesday, February 7th, and further advised that the Interact Group is holding a fundraising event at the George Dawson Inn on Friday February 10, 2012.
3. MINUTES 3.1 1. January 23/12 KENNY/SHUMAN, Minutes That the Minutes of the Regular Meeting of Council (January 23, 2012) be adopted. CARRIED 4. BUSINESS ARISING
Regular Council with Committee of the Whole 20 Feb 2012 Page 16 of 92 Item 3.1
Minutes of the Regular Meeting of City Council – February 6, 2012 Page 2 of 11
5. CORRESPONDENCE 5.1 2. NCLGA AGM & SHUMAN/KENNY, Convention 2013 That the memo from the North Central Local Government Association (January 23, 2012) re: NCLGA AGM & Convention 2013 be received for information. CARRIED 5.2 3. NCLGA Annual SHUMAN/MCFADYEN, Membership Dues That the letter from the North Central Local Government Association (January 17, 2012) re: NCLGA Annual Membership Dues - City of Dawson Creek be received; further, that staff be authorized to pay the invoice in the amount of $5,536.67. CARRIED 5.3 4. Call for KENNY/MCFADYEN, Nominations 2012- That the letter from the North Central Local Government Association (January 26, 2012) re: 2013 NCLGA Call for Nominations for 2012 - 2013 NCLGA Executive be received; further, that the City Executive of Dawson Creek forward to the Peace River Regional District its nomination of Councillor Cheryl Shuman for the position of Regional Director to the NCLGA. CARRIED 5.4 5. BC Hydro Smart SHUMAN/WILBUR, Meters That the letter from the Canadian Office and Professional Employees Union (January 12, 2012) re: BC Hydro Smart Meters be received for information. CARRIED 5.5 6. Proposed Canada KENNY/SHUMAN, European Union That the letter from the Canadian Union of Public Employees (January 24, 2012) re: Trade Agmt Proposed Canada European Union Trade Agreement be received for information. CARRIED 7. REPORTS 7.1 7. Fire Dept Master KENNY/MCFADYEN, Plan That Report No. ADM 12-011 from the Chief Administrative Officer re: Dawson Creek Fire
Department Master Fire Plan (2012) be received; further, that Council direct staff to take
action to implement the five key recommendations as follows:
1. Training (Site development);
2. Training (Officer development, using training site and priority of training modules);
3. Staffing (Addition of 2 firefighter positions);
4. Communications (Dispatch abilities, environment, contracts, and back up);
5. Replacement of Apparatus (Acquisition of Fire Truck);
over the next three years, including preparation of budget allocation requests where
necessary in the annual budgets of 2012, 2013 and 2014.
In response to Councillor Parslow, the Chief Administrative Officer advised that the new
fire truck appears in the 2012 budget, that the training items with the exception of the
training site development, can be achieved absent additional budget allocations, and that
addition of staffing will be proposed in subsequent budget years, for approval by Council
through budget discussions.
CARRIED
8. Fire Dept Master PARSLOW/KENNY, Plan for Closed That New Item 7.2 ‘Dawson Creek Fire Department Master Plan’ be added to the February Agenda 6th In-Camera agenda. CARRIED
Regular Council with Committee of the Whole 20 Feb 2012 Page 17 of 92 Item 3.1
Minutes of the Regular Meeting of City Council – February 6, 2012 Page 3 of 11
7.2 9. Walter Wright PARSLOW/MALKINSON, Pioneer Village/Mile That Report No. ADM 12-012 from the Chief Administrative Officer re: Walter Wright 0 Park Pioneer Village/Mile 0 Park be received; further, that Council confirm its intention to proceed with reconfiguration of Mile 0 Park/Walter Wright Pioneer Village to a Public Park/RV Park mix with Rotary Lake decommissioned or converted to a surface splash park; further, that Council direct staff to meet with the Mile 0 Park Society, Dawson Creek Historical Society and Tourism Dawson Creek to explain the new direction, canvas for interest in future participation in the park and begin negotiation of the detailed transition to the new concept for the facility.
In response to Councillor McFadyen, the Chief Administrative Officer advised that amended agreements will hopefully be negotiated with existing groups operating in and through the Village, and in the alternative; the existing agreements expire in 2013 at which time new operational arrangements can be negotiated with interested parties. CARRIED 7.3 10. Exploring Art SHUMAN/PARSLOW, Group That Report No. ADM 12-022 from the Chief Administrative Officer re: Exploring Art Group be deferred to follow the presentation scheduled under Item 6.4. CARRIED 7.4 11. Athletic SHUMAN/WILBUR, Commission That Report No. ADM 12-018 from the Deputy Chief Administrative Officer re: Athletic Commission Appointment be received; further, that Council appoint Clyde House for a three year term on the Dawson Creek Athletic Commission; and further, that Councillor Terry McFadyen be appointed as the Council liaison to the Commission. CARRIED 7.5 12. Budget Timeline PARSLOW/KENNY, revision #2 That Report No. 12-014 from the Director of Corporate Administration regarding 2012 Budget Timeline Revision No. 2 be received; further that the Second Budget Public Consultation scheduled for April 24th at 7:00 pm be rescheduled to April 23rd at 7:00 pm. CARRIED 7.6 13. Fixx Urban Grill PARSLOW/MALKINSON, liquor licence That Report No. ADM 12-016 from the Deputy Director of Corporate Administration re: Food Primary Liquor License Application – Schindler & Gamble Restaurant Corporation (dba Fixx Urban Grill) at 512 Highway 2 be received; further,
1. That Council recommends the issuance of the food primary licence for Schindler & Gamble Restaurant Corporation as no comments were received from the community regarding the proposed liquor licence;
Further, that Council provides the following comments on the prescribed considerations: 2. (a) The potential for noise will not negatively impact the area as the licensed establishment will be located on one of two arterial highways intersecting the City and proximate to a range of nearby social, recreational and public buildings which are considered compatible with a late night commercial venue and where noise and traffic are the norm and to be expected.
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Fixx Urban Grill (b) The licensed establishment is not anticipated to have a major effect on the community, liquor licence outside of offering an additional choice to residents wishing to enjoy a social outing (cont’d) including food and beverage.
(c) The issuance of the food primary licence including the extension of hours of service past midnight and patron participation is not anticipated to result in the establishment being operated in a manner that is contrary to the primary purpose. Particularly in the summer months, the City of Dawson Creek has daylight well into the evening and late night social outings are not unusual. In addition, the applicant, Mr. Schindler, is known to have been in the restaurant industry in the community for some years and is expected to be familiar and compliant with liquor licensing regulations. Finally, the location was previously home to a similarly licenced restaurant and associated banquet facilities so the proposed restaurant will not trigger a change to the area or community in regards to liquor.
And finally, Council provides the following comment regarding the views of the residents:
3. The views of the residents were sought via posting of a notice on the City of Dawson Creek website, in the local newspaper, and direct mail drop to neighbouring properties within a 30m radius, requesting comments no later than February 3, 2012. No comments were received, either in support or against the proposed food primary liquor licence. Council does not wish to place road blocks before community entrepreneurs and as the prescribed regulatory process has been followed with no objections raised, recommends issuance of the licence. CARRIED Recess RECESS: Mayor Bernier declared a recess at 8:55 am.
RECONVENE: Reconvene Mayor Bernier reconvened the meeting to hear scheduled delegations at 9:03 am.
6. DELEGATIONS (9:00AM) 6.1 Women’s Institute Patsy Nagel, Joan Holthe, and Jane Parsons, Peace River Women's Institute attended to Week Proclamation assist Mayor Bernier to proclaim February 19 – 25 as Women’s Institute Week in Dawson Creek.
6.2 Toastmasters Month Bea Rutledge, Heather Porrill, Heidi Kux-Kardos, Monica Russell, Linda Fontaine, and Proclamation Anne Clayton, Toastmasters Dawson Creek, attended to assist Mayor Bernier to proclaim February as Toastmasters Month in Dawson Creek.
6.3 Canadian Bible Victoria Manson, representing the Canadian Bible Society, attended to request Sponsorship Society Sponsorship of Swimming Passes to the Kenn Borek Aquatic Centre for up to 50 Cyclists in the Request maximum amount of $325.00.
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6.4 Exploring Art Group Sharon Miller and delegation from the Exploring Art Group attended to discuss alternate – Accessible Space Handicap Accessible Space for their group.
Councillor Parslow noted the salient points that the Exploring Art Group is a program of the Art Gallery, not a stand alone group, and that there would be no request for furniture or additional equipment as the School District can provide tables & chairs and the artists have their own easels.
Ms. Miller stated that the group is very motivated to relocate the program, that they do not wish to detract from the Art Gallery nor its programs, and that increases in membership fees and other ideas would be explored to facilitate a new location, prior to concluding her presentation.
6.5 Quarterly Tourism Dustin Bodnaryk, Tourism Development Coordinator, and April Moi, Northern BC Tourism Report attended to provide a quarterly report on Tourism activities in the community.
In response to Councillor Parslow, Mr. Bodnaryk noted that the statistics regarding the visitor information centre visits and economic impact study are completely different statistics which means that local visitors to the Tourism office are not used to calculate economic impact figures. The Chief Administrative Officer noted that staff at the Visitor Centre is trained to entice visitors to stay in the community longer, supported by many programs and packages showcasing area attractions, as part of the Alaska Highway experience.
Mayor Bernier presented Mr. Bodnaryk with a parting gift from the City on the occasion of his last presentation to Council. Council and staff wished Dustin well in his new adventure in Australia.
Recess RECESS: Mayor Bernier declared a recess following delegations at 9:58 am.
Reconvene RECONVENE: Mayor Bernier resumed the regular agenda at 10:10 am.
7.3 14. Exploring Art SHUMAN/MCFADYEN, Group That Report No. ADM 12-022 from the Chief Administrative Officer re: Exploring Art
Group be lifted from the table; further that Council decline to provide alternative
accommodation for the Exploring Art Group.
Councillor Wilbur suggested that the information revealed through the investigation into the alternative space could be used by the Art Gallery themselves to approach the School District regarding lease of a space for art programs as it appears that many users of the Art Gallery are dissatisfied with the available space. Councillor Parslow concurred that the Art
Gallery, rather than the Exploring Arts Group, should more properly approach the City for
assistance to better accommodate their programs and services.
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15. Exploring Art PARSLOW/MALKINSON Group amendment That the motion be amended to read: That Report No. ADM 12-022 from the Chief Administrative Officer re: Exploring Art Group be lifted from the table; further that Council decline to provide alternative accommodation for the Exploring Art Group; and further, that the Art Gallery be advised to consider making a request to the City for the use of the O’Brien classroom.
The Chair called the Question to the Amendment. CARRIED
In response to Councillor Wilbur as to why the lease agreement could not be directly between the Art Gallery and the School District, absent City involvement, Mayor Bernier and the Chief Administrative Officer noted the requirements for insurance, staff, (supervisory and maintenance) that were in place prior to the School District agreeing to consider a lease with the City.
The Chair called the Question to the Motion as Amended. CARRIED 7.7 16. Gaming Report – PARSLOW/KENNY, December 31, 2011 That Report No. ADM 12-019 from the Chief Financial Officer re: Gaming Report – December 31, 2011 be received for information. CARRIED 7.8 17. Sports Field Road SHUMAN/WILBUR, Extension That Report No. ADM 12-013 from the Director of Infrastructure & Sustainable Development re: Sports Field Road Extension be received, further that Council approve an extension of the sports field road to 122nd Ave, including a full access intersection with speed bump, paving only entrances, complete with concrete box drainage culvert at 122nd Avenue; and further, that $295,000 for the project be identified in the 2012 Capital Plan for budget discussions.
Mayor Bernier spoke against the motion, stating that he would like to see the project completed including paving.
In response to Councillor Parslow, the Chief Administrative Officer advised that speed bumps are not overly practical though not impossible on City roads, as they create difficulties with snow removal, which is not an issue in this case as usage is primarily during summer months.
Councillor Shuman spoke in support of the motion to construct the new entrance now and pave the parking lot later to stagger the costs of the project.
In response to Councillor Malkinson, the Chief Administrative Officer advised that full movement intersection means that traffic flow is allowable in both directions through the intersection. Mayor Bernier confirmed that speed bumps are currently used in the parking lot to slow the traffic.
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18. Amendment PARSLOW/KENNY, That the motion be amended to read as follows: That Report No. ADM 12-013 from the Director of Infrastructure & Sustainable Development re: Sports Field Road Extension be received, further that Council approve an extension of the sports field road to 122nd Ave, including a full access intersection with speed bump, paving, complete with concrete box drainage culvert at 122nd Avenue; and further, that $675,000 for the project be identified in the 2012 Capital Plan for budget discussions.
Councillor Shuman spoke against the amendment, due to budget restrictions.
Councillor Wilbur stated that the project would be more likely to receive budget approval at a cost of $295,000 than $675,000.00. She noted that the sports fields have been continually improved in stages and that the users are familiar with staging of projects.
AMENDMENT DEFEATED IN FAVOUR : PARLSOW & BERNIER
The Chair called the Question to the Original Motion CARRIED OPPOSED: PARSLOW & BERNIER 7.9 19. Remedial Action MALKINSON/MCFADYEN, th – 1537 96 Avenue That Report No. ADM 12-009 from the Director of Infrastructure & Sustainable Development re: Remedial Action – 1537 96th Avenue be received; further, that Council impose a remedial action requirement to completely remove the fire damaged structure located at 1537 – 96th Avenue no later than March 19, 2012; further, that staff be directed to notify the owner of the subject property as per the requirements of the Community Charter; and further, that the owner be advised that a request for reconsideration by Council must be received in writing no later than February 15, 2012; and further, that, should the work not be completed by March 19, 2012, staff be directed, through employees and contractors, to enter onto the property and complete the remedial action requirement to completely remove the fire damaged structure and recover its costs from the owner by adding such costs to property taxes for the property.
In response to Councillor Malkinson, the Chief Administrative Officer advised that often requests from the owner do not appeal the necessity of a remedial action but may appeal the timelines imposed. CARRIED 7.10 20. DP 12-01 – MCFADYEN/PARSLOW Pipeworx Ltd That Report No. ADM 12-010 from the Director of Infrastructure & Sustainable Development re: Development Permit Application 12-01 for Pipeworx Ltd. be received; further that staff be directed to proceed with the required notification process for Development Permit 12-01 and authorized to issue Development Permit 12-01 to Pipeworx Ltd. for the establishment of a temporary pipe storage yard at 32 Vic Turner Road, upon successful completion of the required 10 day notification period and receipt of the required financial security in the amount of $5,000. CARRIED
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7.11 21. Board of Variance KENNY/PARSLOW, Appointments That Report No. ADM 12-023 from the Director of Infrastructure & Sustainable Development re: Board of Variance Appointments be received; further, that Doug Ragan, Michael Dionne and Arlan Dokken be appointed to the City of Dawson Creek Board of Variance for a three year term ending December 31, 2014. CARRIED 8. BYLAWS Mayor Bernier declared a conflict with Item 8.1 and departed the meeting at 10:45 am. Acting Mayor Kenny assumed the role of Chair.
8.1.1
22. Alaska Highway PARSLOW/WILBUR Booster station That Report No. ADM 12-015 from the Director of Infrastructure & Sustainable latecomer charge Development re: Alaska Highway Booster Station Improvements – Cost Sharing be received; further, that,
1. A latecomer charge pursuant to sections 939(6)(a) of the Local Government Act be imposed upon the owner of the land legally described as the Remainder of the NW ¼ of Section 22, Township 78, Range 15, W6M, Peace River District (the “Latecomer Parcel”), payable as a condition of the owner of the Latecomer Parcel connecting to or using the City of Dawson Creek water system;
2. The amount of the latecomer charge shall be $113,778.14 plus interest on that amount calculated annually at the rate established by City of Dawson Creek Latecomer Charge Interest Rate Establishment Bylaw No. 4129, 2012 for the period beginning on September 3, 2010, being the date of completion of the Excess or Extended Service – the Alaska Highway Booster Station Upgrades, to the date the charge becomes payable under paragraph 1. CARRIED 8.1.2 SHUMAN/MCFADYEN, 21. Bylaw 4129, That Dawson Creek Latecomer Charge Interest Rate Establishment Bylaw No. 4129, 2012 2012 be given first three readings. CARRIED Mayor Bernier returned to the meeting at 10:50 am.
9. MAYOR’S BUSINESS 9.1 22. Memo from BERNIER/PARSLOW, Mayor Bernier re: THAT WHEREAS, the existing Kiwanis Performing Arts Centre has reached the end of its Calvin Kruk Centre practical lifespan and the new Calvin Kruk Centre for the Arts will provide a vibrant and for the Arts functional replacement facility in the downtown core; AND WHEREAS, the City of Dawson Creek has committed all capital funding for this project to date through grants, fundraising and borrowing; AND WHEREAS, a survey of users has determined that over 30% of patrons at the present KPAC facility are from the rural areas outside of Dawson Creek: THEREFORE BE IT RESOLVED that Council send a letter to the Peace River Regional District Electoral Area Directors for Areas D & E, requesting them to consider funding a portion of the capital costs of the Calvin Kruk Centre of the Arts;
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Calvin Kruk Centre AND BE IT FURTHER RESOLVED, that Council request that the Electoral Area Directors for funding from Rural Areas D & E consider committing ongoing funding to cover operational expenses at the areas continued Calvin Kruk Centre of the Arts. CARRIED Mayor Bernier initiated discussion regarding outstanding Item 6.3
23. Swim passes for SHUMAN/KENNY, Cdn. Bible Society THAT Council direct staff to provide complimentary swim passes to up to 50 members of the Canadian Bible Society in the area on a fundraising cycling event during the month of August 2012, up to a maximum value of $325.00.
In response to Mayor Bernier, the Chief Administrative Officer advised that the request was not made in the context of a grant nor a sponsorship, and that in past Council has typically denied requests for in-kind donation of this type. CARRIED OPPOSED: PARSLOW/BERNIER 10. DIARY 10.1 Calvin Kruk Centre The Deputy Chief Administrative Officer provided the following update on the Calvin Kruk for the Arts Update Centre for the Arts: • Lead encapsulation and fire proofing is complete, allowing the steel stud framers to once again start working on interior partition walls and insulators to proceed with insulation work • Mechanical and electrical work is ongoing, including HVAC system installation • Theatre control room is complete • Tender for theatre lighting & sound is scheduled for release February 7th • Tender for signage closed Friday February 3rd • Window replacement should commence shortly
The Chief Administrative Officer noted that due to concerns raised by the City regarding the rate of progress on the project, Preview Builders have considerably increased local supervision and the project has proceeded with more urgency than previously observed. The Deputy Chief Administrative Officer advised that his best guess as to completion stage would be approximately 40% complete.
In response to Councilor Wilbur, the Chief Administrative Officer advised that the City has received funding from the Kiwanis Performing Arts Centre related to proceeds from the Ben Heppner benefit concert, and that KPAC has additional funds that will be released upon project completion. He advised that no breakdown of the funds received from KPAC has been provided, to illustrate which user groups have provided fundraising. Councillor Kenny noted that the Northeast Regional Community Foundation also holds funds donated in memory of the late Mayor Calvin Kruk, which can be released only upon application to the trustees of the fund, Faith Kruk and Ellen Corea.
In response to Councillor Parslow, the Deputy Chief Administrative Officer stated that final analysis of remaining budget is ongoing, at which time analysis of possible project cutbacks or deferred items will be done, likely by the end of February 2012. In response to Councillor McFadyen, the Chief Administrative Officer advised that the decision regarding deferrals or project scope changes would be made by the Design Committee, consisting of Mayor Bernier, Director Hiebert, the Chief Administrative Officer, and Terri Hanen.
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10.2 Reclaimed Water The Deputy Chief Administrative Officer provided the following update on the Reclaimed Facility Update Water Facility: • Ministry of Environment permit amendment has been received • Department of Fisheries and Oceans permit still pending • Masonry and interior partitions complete • Mechanical and electrical work to continue all month • Insulation and drywall work is onging • Roof trusses to be completed this week • Manholes are being installed in truck fill station
11. CONSENT CALENDAR
12. STRATEGIC PRIORITIES CHART 12.1 Strategic Priorities The Chief Administrative Officer noted that the RCMP identified priorities have been added Chart to the document as reported by Staff Sgt. MacDonald.
24. RCMP Priorities MCFADYEN/SHUMAN, THAT the RCMP Strategic Priorities - 1. Organized Crime - Drug Trafficking/Serious Crime 2. Traffic – Safety 3. Police Community Relations – Crime Reduction Be approved and endorsed as part of the City of Dawson Creek 2012 Strategic Priorities Chart. CARRIED
13. QUESTIONS & ANSWER PERIOD
14. COMMITTEE OF THE WHOLE
15. MEDIA QUESTION PERIOD
16. RECESS TO CLOSED 16.1 25. Recess to Closed SHUMAN/WILBUR, That Council move into the Closed Meeting of Council at 11:10 am, pursuant to Section 90 and 97 of the Community Charter for the purpose of discussing the following items, as indicated below: Agenda Item 2.1 - Section 90 (1) (j) information that is prohibited, or information that if it were presented in a document would be prohibited from disclosure under section 21 of the Freedom of Information and Protection of Privacy Act. Agenda Items 3.1 & 5.1 - Section 97 (1) (b) ‘Minutes’ - as previously noted. Agenda Item 7.1 - Section 90 (1) (j) information that is prohibited, or information that if it were presented in a document would be prohibited from disclosure under section 21 of the Freedom of Information and Protection of Privacy Act. Late Agenda Item 7.2 – Section 90 (1) (c) (c) labour relations or other employee relations;
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Recess to Closed Further, that Council authorize the following municipal staff to attend for all agenda items: continued Chief Administrative Officer, Jim Chute Deputy Chief Administrative Officer, Greg Dobrowolski Chief Financial Officer, Shelly Woolf Director of Corporate Administration, Brenda Ginter Recording Secretary, Tyra Henderson
And further, that Council authorize Pat Rorison, Rage Hockey Team President, Scott Robinson, Rage Hockey Team General Manager, And Directors Rudy Van Spronsen, Dave Akeroyd, Mike Palfi, and Wayne Dyck to attend for Item 2.1. CARRIED
17. RECESS TO OPEN FOR THE PURPOSE OF ADJOURNMENT 17.1 26.Adjournment MALKINSON/WILBUR, That the meeting be reconvened open to the public for the purpose of adjournment at 1:20 pm. CARRIED
CERTIFIED A TRUE AND CORRECT COPY OF THE MINUTES OF THE REGULAR MEETING OF COUNCIL HELD MONDAY, FEBRUARY 6, 2012. Mayor Mike Bernier – Chair
BRENDA GINTER DIRECTOR OF CORPORATE ADMINISTRATION Brenda Ginter – Director of Corporate Administration
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oo rn ©[g n\Yl [g lID FEB 14 2012 u::s~ ¢ • '-P....-".-~~_ Lake VielN Learning Centre Dawson Creek Literacy Society
th February 14 , 2012
City of Dawson Creek 10105-12A Street Dawson Creek BC V1G 3V7
Attention: His Worship Mayor Mike Bernier and Council
Dear Mayor Bernier and Council:
The Dawson Creek Literacy Society has received a request for proposals from the BC Ministry of Jobs, Tourism and Innovation (EmbraceBC) entitled "Organizing Against Racism and Hate" (OARH).
The Society has decided to put together a proposal on behalf ofthe community of Dawson Creek. The project has a three-year time commitment. The ultimate goal is to create a safer and more harmonious community through the development of a community-specific plan to address local issues of racism and hate.
A brief outline of the project is attached below and the full RFP has been included as an attachment to your email address. The project is specifically developed with rural communities in mind and offers opportunities for project partners to increase their skills in addressing issues of racism and hate. Partnering with the Society in this proposal will provide the City with the opportunity to create meaningful and lasting change in our community.
In order to complete our proposal, the Society requires the commitment of three community partners in a letter of support to the Ministry. The Society would greatly appreciate any commitment to this project that the City would be willing to provide.
The "Request for Community Partners" can be found attached below. Should you decide that this project is one that you wish to support, please review this section for detailed instructions on how you can provide your support. Ifyou have any further questions, please do not hesitate to contact me via email at [email protected], or at 780-864-8806. Thank you again for your consideration ofthis matter.
Regards,
Katie Stevenson, Instructor 929 - 102nd Avenue, Dawson Creek, BC V1G 2B5 250 782-4211 [email protected] SUpport & funding providedby: Ministry of Regional Economic and Skills Development Canact~i
Lake View Credit UnIon ProvInce of British Columbia, South Peace Arts CoUncil, Success by 6 and Northern Health
o MAYOR 0 DCA Agenda Date Fe1>,20,201l COUNCIL DCS o 0 Closed Date _ I2:Q CAD 0 CFO 0 ALL SR. STAFF gj DCAD 0 DIS 0 FIRE CmEF Other ~:ll..!~~~lli~_
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Request for Community Partners
In accordance with the Request for Proposals, the literacy Society is seeking community partners for this project. Should the Dawson Creek literacy Society be the successful proponent, your organization, by providing a letter of intent, would be committing to the following: • dedicate staff members and/or volunteers as regular representatives on an OARH community working group and attend meetings held at least monthly • encourage and support the organization's representatives to participate in capacity building activities involved in Step 1 ofthe three year OARH process • support a project coordinator from the Proponent organization to carry out the Core Activities and Deliverables of the OARH program • engage in a collaborative planning and evaluation framework
If your organization would like to be a partner on this project, there are two options in supporting us for this bid.
The first option is to provide a letter of support that can be included in the RFP that will be sent to the Ministry. The second option is to provide tentative support to the project via joining our group of potential community partners.
In order to become a committed community sponsor, we kindly request that you provide an original letter of support for the project that includes the follOWing information:
• Name ofthe Organization • Name and title ofthe person preparing the letter • The organization's primary mandate and target population • The relationship between the organization and the Proponent • The organization's interest in partnering with the Proponent on OARH • Willingness to dedicate staff members and/or volunteers as regular representatives on an OARH community working group and attend meetings held at least monthly • Willingness to encourage and support the organization's representatives to participate in capacity building activities involved in Step 1 of the three year OARH process • Support a project coordinator from the Proponent organization to carry out the Core Activities and Deliverables ofthe OARH program • Willingness to engage in a collaborative planning and evaluation framework • Any other information pertaining to participating on the OARH that the Organization would like to share in the letter of Intent
To join the list of potential partners, please provide the following information to include in our proposal:
• Name of Organization • Primary mandate and target population ofthe Organization • Contact person and role • Contact information (address, phone and e-mail)
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Project Information The OARH is a community program to develop capacity and skills; foster Community Engagement and build community action and sustainability plans to address Racism and Hate. It is a progressive three step program that takes place over three years.
Project Goals
• Year 1/ Step 1: Community Capacity: Communities build their skills and capacity to increase community awareness of the presence of racism and hate and the importance of local actions to bring about social change • Year 2/ Step 2: Community Engagement: Communities work to foster community engagement to discuss both the issues of racism and hate and explore community solutions • Year 3/ Step 3: Community Organizing: Communities work to establish a community action and sustainability plan to address racism and hate
1.1 Project Outcomes • OARH Communities and individuals are aware of the OARH program and ways in which to become involved • Community leaders and other stakeholders acquire training to carry out anti racism activities • Community partners have an increased and shared understanding of what comprises racism and hate, how it is experienced in their community and the need for a local response • OARH Communities become engaged in cross-eultural dialogue among groups, organizations and citizens within the community and with other OARH Communities • OARH Communities are mobilized to establish and implement anti-racism and anti-hate community action and sustainability plans at a local level • More research and information exists on the capacity of communities to prevent and address racism and hate in the Community
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- BRITISH.. COLUMBIA EmbraceBe Request for Proposals EmbraceBC: Organizing Against Racism and Hate Ministry ofJobs, Tourism and Innovation Request for Proposals Number: ON-002205 th Issue date: January 26 , 2012 th Closing Time: Proposal must be received before 2:00 PM Pacific Time on: March 8 , 2012 GOVERNMENT CONTACT PERSON: All enquiries related to this Request for Proposals (RFP), including any requests for infonnation and clarification, are to be directed, in writing, to the following person who will respond iftime pennits. Infonnation obtained from any other source is not official and should not be relied upon. Enquiries and any responses will be recorded and may be distributed to all Proponents at the Province's option. Jerry Gauthier, Procurement Specialist Purchasing Services Branch Fax: 250-387-7309 purchasing@ gov.bc.ca
DELIVERY OF PROPOSALS: Proposals must not be sent by mail, facsimile or e-mail. Proposals are to be submitted to the closing location as follows: A. Four (4) complete hard-copies ofeach Proposal and one (I) copy on CD or DVD must be delivered by hand or courier to: Purchasing Services Branch c/o 2nd Floor 563 Superior Street Victoria. B.C. V8V IT7 Attention: Jerry Gauthier Proposal envelopes should be clearly marked with the name and address of the Proponent, the Request for Proposals number, and the project or program title. OR B. One complete electronic proposal must be received in accordance with BC Bid instructions for e-bidding. Only pre-authorized e-bidders registered on the BC Bid svstem can submit electronic bids.
PROPONENT SECfION: For hard-copy proposals, a person authorized to sign on behalfofthe Proponent must complete and sign the Proponent Section (below), leaving the rest ofthis page otherwise unaltered, and include the originally-signed and completed page with the first copy of the proposal. For electronic proposals, all parts of the Proponent Section (below) must be completed except the signature field, as the BC Bid e-bidding key is deemed to be an original signature. The rest ofthis page must be otherwise unaltered and submitted as part of your proposal. The enclosed proposal is submitted in response to the above-referenced Request for Proposals, including any addenda. Through submission ofthis proposal we agree to all ofthe terms and conditions ofthe Request for Proposals and agree that any inconsistent provisions in our proposal will be as ifnot written and do not exist. We have carefuUy read and examined the Request for Proposals, including the Administrative Section, and have conducted such other investigations as were prudent and reasonable in preparing the proposal. We agree to be bound by statements and representations made in our proposal. Signature ofAuthorized Representative: Legal Name ofProponent (and Doing Business As Name. if applicable): Printed Name ofAuthorized Representative: Address ofProponent:
Title:
Date: Authorized Representative phone. fax or email address (if available):
1
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Table of Contents
A. DEFINITIONS AND ADMINISTRATIVE REQUIREMENTS •••••••••••••••••••••••••••••••••3 B. REQUIREMENTS AND REsPONSE •••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••5 1. SUMMARY OF THE RFP REQUIREMENT 5 2. ADDITIONAL DEFINITIONS 6 3. MINISTRY SITUATION/OVERVIEW 7 3.1 EmbraceBC Ministry Responsibility 7 3.2 OARH Project Scope 8 3.3 Project Goals 8 3.4 Project Outcomes 8 3.5 Tenn of Contract 8 3.6 Funding 8 4. REQUIREMENTS OF THE PROJECT 9 4.1 Services 9 4.2 Core Activities and Deliverables 9 4.3 Proponent Qualifications 11 4.4 WorkSafe BC Clearance Letter 11 4.5 Registration as Legal Entity 11 5. EVALUATION OF PROPOSALS 12 5.1 Mandatory Criteria 12 5.2 Desirable Criteria 13 5.3 Evaluation Process 13 6. PROPOSAL FORMAT 14 c. ApPENDICES••.•.•.••••••••••••.•••.•.••••••••••••.•••.••••••••••••••••••.•.••••••••••••••••••••.•.•.•••••••••• 15
2
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A. DEFINITIONS AND ADMINISTRATIVE REQillREMENTS
Proposals from not-for-profit agencies will be evaluated against the 1. Definitions b) same criteria as those received from any other Proponents. Throughout this Request for Proposals, the following definitions apply: a) "SSBC" means Shared Services BC ofthe Ministry of 6. Evaluation Citizens' Services; Evaluation of proposals will be by a committee formed by the Province and may include employees and contractors ofthe Province. All personnel will be b) "Contract" means the written agreement resulting from this bound by the same standards of confidentiality. The Province's intent is to Request for Proposals executed by the Province and the enter into a Contract with the Proponent who has the highest overall ranking. Contractor; c) "Contractor" means the successful Proponent to this Request 7. Negotiation Delay for Proposals who enters into a written Contract with the If a written Contract cannot be negotiated within thirty days of notification of Province; the successful Proponent, the Province may, at its sole discretion at any time thereafter, terminate negotiations with that Proponent and either negotiate a d) "Ministry" means Ministry of Jobs, Tourism and Innovation Contract with the next qualified Proponent or choose to terminate the Request for Proposals process and not enter into a Contract with any of the Proponents. e) "must", or "mandatory" means a requirement that must be met in order for a proposal to receive consideration; 8. Debriefing f) "Proponent" means an individual or a company that submits, At the conclusion of the Request for Proposals process, all Proponents will be or intends to submit, a proposal in response to this Request notified. Unsuccessful Proponents may request a debriefing meeting with the for Proposals; Province. g) "Province" means Her Majesty the Queen in Right ofthe Province of British Columbia and includes SSBC and the 9. Alternative Solutions Ministry; If alternative solutions are offered, please submit the information in the same format, as a separate proposal. h) "Request for Proposals" or "RFP" means the process described in this document; and 10. Changes to Proposals i) "should" or "desirable" means a requirement having a By submission of a clear and detailed written notice, the Proponent may significant degree of importance to the objectives of the amend or withdraw its proposal prior to the closing date and time. Upon Request for Proposals. closing time, all proposals become irrevocable. The Proponent will not change the wording of its proposal after closing and no words or comments will be added to the proposal unless requested by the Province for purposes of 2. Terms and Conditions clarification. The following terms and conditions will apply to this Request for Proposals. Submission of a proposal in response to this Request for 11. Proponents' Expenses Proposals indicates acceptance of all the terms that follow and that are Proponents are solely responsible for their own expenses in preparing a included in any addenda issued by the Province. Provisions in proposals proposal and for subsequent negotiations with the Province, if any. If the that contradict any of the terms ofthis Request for Proposals will be as if Province elects to reject all proposals, the Province will not be liable to any not written and do not exist. Proponent for any claims, whether for costs or damages incurred by the Proponent in preparing the proposal, loss of anticipated profit in connection 3. Additional Information Regarding the with any final Contract, or any other matter whatsoever. Request for Proposals 12. Limitation ofDamages All subsequent information regarding this Request for Proposals, Further to the preceding paragraph, the Proponent, by submitting a proposal, including changes made to this document·will be posted on the BC Bid agrees that it will not claim damages, for whatever reason, relating to the website at www.bcbid.ca.ltis the sole responsibility of the Proponent Contract or in respect of the competitive process, in excess of an amount to check for amendments on the BC Bid website. equivalent to the reasonable costs incurred by the Proponent in preparing its proposal and the Proponent, by submitting a proposal, waives any claim for 4. Late Proposals loss of profits if no Contract is made with the Proponent. Proposals will be marked with their receipt time at the closing location. Only complete proposals received and marked before closing time will 13. Proposal Validity be considered to have been received on time. Proposals will be open for acceptance for at least 90 days after the closing Hard-eopies of late proposals will not be accepted and will be returned date. to the Proponent. Electronic proposals that are received late will be marked late and will not be considered or evaluated. 14. Firm Pricing In the event of a dispute, the proposal receipt time as recorded at the Prices will be firm for the entire Contract period unless this Request for closing location shall prevail whether accurate or not. Proposals specifically states otherwise.
5. Eligibility 15. Currency and Taxes a) Proposals will not be evaluated if the Proponent's current or past corporate or other interests may, in the Province's Prices quoted are to be: opinion, give rise to a conflict of interest in connection with the project described in this Request for Proposals. This a) in Canadian dollars; includes, but is not limited to, involvement by a Proponent in b) inclusive of duty, where applicable; FOB destination, delivery the preparation of this Request for Proposals. If a Proponent charges included where applicable; and is in doubt as to whether there might be a conflict of interest, the Proponent should consult with the Government Contact c) exclusive of Applicable Taxes. Person listed on page I prior to submitting a proposal.
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16. Completeness ofProposal 22. Modification ofTerms By submission of a proposal the Proponent warrants that, if this Request The Province reserves the right to modify the terms of this Request for for Proposals is to design, create or provide a system or manage a Proposals at any time in its sole discretion. This includes the right to cancel program, all components required to run the system or manage the this Request for Proposals at any time prior to entering into a Contract with program have been identified in the proposal or will be provided by the the successful Proponent. Contractor at no charge. 23. Ownership ofProposals 17. Sub-Contracting All proposals submitted to the Province become the property of the Province. a) Using a sub-contractor (who should be clearly identified in They will be received and held in confidence by the Province, subject to the the proposal) is acceptable. This includes a joint submission provisions of the Freedom of Information and Protection of Privacy Act and by two Proponents having no formal corporate links. this Request for Proposals. However, in this case, one of these Proponents must be prepared to take overall responsibility for successful 24. Use of Request for Proposals performance of the Contract and this should be clearly Any portion of this document, or any information supplied by the Province in defined in the proposal. relation to this Request for Proposals may not be used or disclosed, for any purpose other than for the submission of proposals. Without limiting the a) Sub-contracting to any firm or individual whose current or past corporate or other interests may, in the Province's generality of the foregoing, by submission ofa proposal, the Proponent agrees opinion, give rise to a conflict of interest in connection with to hold in confidence all information supplied by the Province in relation to the project or program described in this Request for this Request for Proposals. Proposals will not be permitted. This includes, but is not limited to. any firm or individual involved in the preparation 25. Reciprocity ofthis Request for Proposals. If a Proponent is in doubt as to The Province may consider and evaluate any proposals from other whether a proposed subcontractor gives rise to a conflict of jurisdictions on the same basis that the government purchasing authorities in interest, the Proponent should consult with the Government those jurisdictions would treat a similar proposal from a British Columbia Contact Person listed on page I prior to submitting a supplier. proposal. b) Where applicable, the names of approved sub-contractors 26. No Lobbying listed in the proposal will be included in the Contract. No Proponents must not attempt to communicate directly or indirectly with any additional subcontractors will be added, nor other changes employee, contractor or representative of the Province, including the made. to this list in the Contract without the written consent evaluation committee and any elected officials of the Province, or with of the Province. members of the public or the media, about the project described in this Request for Proposals or otherwise in respect of the Request for Proposals, 18. Acceptance ofProposals other than as expressly directed or permitted by the Province. a) This Request for Proposals should not be construed as an agreement to purchase goods or services. The Province is not 27. Collection and Use ofPersonal Information bound to enter into a Contract with the Proponent who Proponents are solely responsible for familiarizing themselves, and ensuring submits the lowest priced proposal or with any Proponent. that they comply, with the laws applicable to the collection and dissemination Proposals will be assessed in light of the evaluation criteria. of information, including resumes and other personal information concerning The Province will be under no obligation to receive further employees and employees of any subcontractors. If this RFP requires information, whether written or oral, from any Proponent. Proponents to provide the Province with personal information of employees who have been included as resources in response to this RFP, Proponents will b) Neither acceptance of a proposal nor execution of a Contract ensure thilt they have obtained written consent from each of those employees will constitute approval of any activity or development before forwarding such personal information to the Province. Such written contemplated in any proposal that requires any approval. consents are to specify that the personal information may be forwarded to the permit or license pursuant to any federal, provincial, regional Province for the purposes of responding to this RFP and use by the Province district or municipal statute. regulation or by-law. for the purposes set out in the RFP. The Province may, at any time. request the original consents or copies of the original consents from Proponents, and 19. Definition of Contract upon such request being made, Proponents will immediately supply such originals or copies to the Province. Notice in writing 10 a Proponent that it has been identified as the successful Proponent and the subsequent full execution of a written Contract will constitute a Contract for the goods or services, and no Proponent will acquire any legal or equitable rights or privileges relative to the goods or services until the occurrence of both such events.
20. Contract By submission of a proposal, the Proponent agrees that should its proposal be successful the Proponent will enter into a Contract with the Province on the terms set out in Appendix B.
21. Liability for Errors While the Province has used considerable efforts to ensure information in this Request for Proposals is accurate. the information contained in this Request for Proposals is supplied solely as a guideline for Proponents. The information is not guaranteed or warranted to be accurate by the Province. nor is it necessarily comprehensive or exhaustive. Nothing in this Request for Proposals is intended to relieve Proponents from forming their own opinions and conclusions with respect to the matters addressed in this Request for Proposals.
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B. REQillREMENTS AND RESPONSE
Note: In the text below, terms that are capitalized (exclusive of titles) are defined in section 2, "Additional Definitions."
1. SUMMARY OF THE RFP REQUIREMENT Organizing Against Racism and Hate (OARH) is a program element under EmbraceBC and is a community program to develop capacity and skills, foster Community Engagement and build community action and sustainability plans to address Racism and Hate. OARH is being led by the Multiculturalism Unit within the Ministry of Jobs, Tourism and Innovation.
OARH is a progressive three year, three step program with the following goals:
Year 11 Step 1 (April 2012 - March 2013): Community Capacity - Communities build their skills and capacity to increase community awareness of the presence of Racism and Hate and the importance of local actions.
Year 21 Step 2 (April 2013 - March 2014): Community Engagement - Communities work to foster Community Engagement to discuss both the issue of racism and hate, and explore community solutions.
Year 3/ Step 3 (April 2014 to March 2015): Community Organizing - Communities work to establish a community action and sustainability plan to address Racism and Hate.
For detailed information on the core activities and deliverables for each year, please see Section 4.2 Core Activities and Deliverables.
A key principle of this program is that activities should be undertaken through a collaborative process; therefore, applications are required to be submitted on behalf of a Community. A Community is defined by geography and may focus on a municipal or regional level. For example, small communities in established economic development regions may wish to combine their efforts at the regional level.
Part of the goal of OARH is to build capacity within Communities all around British Columbia to begin addressing Racism and Hate. Often, Communities located in more remote, rural areas of British Columbia have less opportunity and sometimes lack the infrastructure and capacity to access funding and support to address difficult social issues such as Racism and Hate.
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For the purpose ofthe procurement process, the Province is being divided into the following three geographic areas based on eight regions (please see http://www.bcstats.gov.bc.ca/data/pop/maps/drmap.asp for detailed maps of the eight regions).
Area Geographic Area Area 1 Regions 3 & 4 (Thompson Okanagan & Kootenay) Area 2 Regions 5 & 8 (Cariboo & Northeast) Area 3 Regions 6 & 7 (North Coast & Nechako)
In order to facilitate province-wide participation in OARH, it is the Ministry's intent to award a Contract to the highest scoring Proponent in Area 1, Area 2 and Area 3. An additional Contract will be awarded to the next highest scoring Proponent in Area 1 and Area 2.
Proponents must indicate in the proposal which geographic area they are proposing to offer the services in. The Proponent must currently be located in (i.e. have a street address) the proposed Community in which the project will be delivered. Also, the Proponent must have experience delivering Community Engagement initiatives within the last five years in the proposed Community in which the project will be delivered.
Based on a review of the Contractor's performance and delivery ofStep 1 services, the Ministry reserves the right to renew the Contract for two additional one-year terms for the subsequent delivery of Step 2 and Step 3 services.
Some communities have already been funded under OARH (and its predecessor the Critical Incident Response Model, CIRM) and are ineligible for further funding. See Appendix C, Ineligible Communities, for a list of these communities.
2. ADDITIONAL DEFINITIONS In addition to the Definitions set out in paragraph 1 of Section A, throughout this Request for Proposals and in the assessment of proposals, the following definitions will apply: a) "Anti-racism" refers to the practice of identifying, challenging, preventing, eliminating and working to change the ideas and values (such as prejudice, bias and stereotyping) that contribute to Racism; b) ''BC Bid" means the electronic tendering service maintained by the Province; c) ''BC Bid Website" means the website maintained by BC Bid at www.bcbid.ca. or any replacement website; d) "Community" is defined by geography and may focus on a municipal or regional level. For example, small communities in established economic development regions may wish to combine their efforts at the regional level;
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e) "Community Engagement" refers to the process by which communities and individuals create ongoing, permanent relationships for the purpose ofbuilding a collective vision for the benefit of the whole community; f) ''Diverse Groups" refers to more than one group of people who identify as having a distinct cultural, ethnic, faith or linguistic background. g) ''Ethnicity'' refers to a person's cultural background, including language, origin, faith and heritage. Ethnicity comprises the ideas, beliefs, values and behaviour that are transmitted from one generation to the next. Ethnicity is also a concept created by society and is perceived in terms of common culture, history, language or nationhood; h) "Hate" refers to an intense dislike of, and contempt for, another person or group of people; i) "Inclusive Community" refers to a community state-of-being where community members are not restricted from participating at all levels in the community because of their Ethnicity, age, social/economic and family status, gender and/or their sexual orientation; j) "Multicultural" refers to more than one culture, or many cultures; k) ''Multiculturalism'' refers to the ideology or doctrine that advocates that a society consists of distinct cultural groups with equal status; these people of diverse backgrounds and cultures contribute to and enrich a community or society. Multiculturalism promotes Cross-cultural understanding and respect of all diverse cultures; 1) ''Racism'' means a set of assumptions; opinions and actions resulting from the belief that one group of people categorized by physical characteristics or ancestry are inherently superior to another. Racism can happen one on one, or it may be practiced by groups, organizations or institutions;
3. MINISTRY SITUATION/OVERVIEW
3.1 EmbraceBC Ministry Responsibility The Multiculturalism Unit within the Ministry of Jobs, Tourism and Innovation delivers EmbraceBC programs. The Multiculturalism Unit is responsible for providing leadership to ensure that individuals feel a sense of belonging and acceptance within British Columbia's communities by promoting Multiculturalism and building Anti-racism knowledge and capacity in communities. EmbraceBC provides funding to support Anti-racism and Multiculturalism projects in a variety of priority areas. EmbraceBC derives its mandate from the BC Multiculturalism Act and its commitment to: a) recognize that the diversity of British Columbians as regards to race, cultural heritage, religion, Ethnicity, ancestry and place of origin is a fundamental characteristic of the society of British Columbia that enriches the lives of all British Columbians; b) encourage respect for the Multicultural heritage of British Columbia; c) promote: A. racial harmony; B. cross cultural interaction, understanding and respect; C. the development of a community that is united and at peace with itself; and,
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d) foster the creation of a society in British Columbia in which there are no impediments to the full and free participation of all British Columbians in the economic, social, cultural and political life ofBritish Columbia.
For more information about EmbraceBC, see www.embracebc.ca.
3.2 OARH Project Scope The OARH is a community program to develop capacity and skills, foster Community Engagement and build community action and sustainability plans to address Racism and Hate. It is a progressive three step program that takes place over three years.
3.3 Project Goals • Year 1/ Step 1: Community Capacity: Communities build their skills and capacity to increase community awareness of the presence of racism and hate and the importance of local actions to bring about social change. • Year 21 Step 2: Community Engagement: Communities work to foster community engagement to discuss both the issues of racism and hate, and explore community solutions. • Year 3/ Step 3: Community Organizing: Communities work to establish a community action and sustainability plan to address racism and hate.
3.4 Project Outcomes • OARH Communities and individuals are aware of the OARH program and ways in which to become involved. • Community leaders and other stakeholders acquire training to carry out anti-racism activities. • Community partners have an increased and shared understanding of what comprises racism and hate, how it is experienced in their Community, and the need for a local response. • OARH Communities become engaged in cross-cultural dialogue among groups, organizations, and citizens within the Community, and with other OARH Communities. • OARH Communities are mobilized to establish and implement anti-racism and anti-hate community action and sustainability plans at a local leveL • More research and information exists on the capacity ofCommunities to prevent and address racism and hate in the Community.
3.5 Term of Contract The term of the initial Contract for delivery of Step 1 of the program is anticipated to be from May 2012 until March 31, 2013. Based on a review of the Contractor's performance and delivery of Step 1 services, the Ministry reserves the right to renew the Contract for two additional one year terms for the subsequent delivery of Step 2 and Step 3 services.
3.6 Funding Funding available for the delivery of each Step of the OARH program will not exceed $20,000 per year.
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Under Annex A of the Canada-British Columbia Immigration Agreement, British Columbia has responsibility for the design, implementation, administration and evaluation of immigrant services in the province. The majority of the funding for EmbraceBC is provided by the Federal Government under the terms of this Agreement, available on the following website. http://www.cic.gc.ca/english/department/laws-policy/agreements/bc/index-bc.asp
4. REQUIREMENTS OF THE PROJECT
4.1 Services Services to be delivered include, but are not limited to the following: a) Coordination of activities aimed at planning, implementing and evaluating Steps 1 through 3 of the OARH program; b) Delivery of a program that exhibits and illustrates local community themes that are linked to and support education, awareness, partnerships and action to address Racism and Hate that leads to building an Inclusive Community; c) Specific, measureable and time-bound activities, including: o Planning and coordinating OARH planning meetings; and, o Logistical coordination for the OARH activities and events d) A collaborative evaluation process to help the community assess both OARH planning and partnership building process, as well as the changes in attitudes and opportunities for Community Engagement in the future.
4.2 Core Activities and Deliverables The Ministry and successful Proponents will have the opportunity to discuss how best to deliver services, and to develop the approach collaboratively. The final Contract between the Ministry and the successful Proponents will reflect the Contract information contained in the RFP, plus the details negotiated. Contract deliverables for each Step will be due by the successful Proponent on or before March 31 st ofeach year following the start of the Contract. The following table outlines the roles of the successful Proponent. Included are the core activities and deliverables associated with each Step of the OARH program. For clarity, the role of the Ministry is also included.
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Contractor role Ministry role Year 1/ Step 1: Community Capacity: Communities build their skills and capacity to increase community awareness of the presence of racism and hate and the Facilitating contact with BC importance of local actions. Hate Crimes Unit to organize Core Activities Deliverables training
Introductory meeting with Hate Crime Step 1Project Work-plan Providing brief guidelines for TeamlOARH Network and new Community Ministry/Community meeting workplans, asset-mapping, Establishment of an OARH Community Working and evaluation. Interim Report & Evaluation Group Attend Hate-crime Training Providing templates for OARH Working Group meetings interim and final report Community Needs Assessment/Asset Working Group participation on Hate-crime Training Mapping Exercise Approving logo placement on Establish Working Group promotional materials Working Group carry out a Community needs produced under Contract with assessment/asset mapping exercise to Final Report & Evaluation EmbraceBC. understand further the presence of racism and Proposed Step 2 Project Work-Plan hate in the Community, and identify potential Responding to inquiries. resources Collaborative Planning and Evaluation Monitoring deliverables and issuing payment. Report writing using Ministry's reporting templates
Year2/ Step 2: Community Engagement: Communities work to foster community engagement to discuss both the issues of racism and hate, and explore community solutions.
OARH Working Group meetings MinistrylWorking Group meeting Educational Resources/Materials (brochures, Final Step 2 Project Work-plan posters etc.) Interim Report & Evaluation Interactive Community Event(s) Community Engagement Event (s) Collaborative Planning and Evaluation Rnal Report & Evaluation Report writing using Ministry's reporting templates Proposed Step 3 Project Work-Plan
Year 3/ Step 3: Community Organizing. Communities work to establish a community action and sustainability plan to address racism and hate.
OARH Working Group meetings MinistrylWorking Group meeting Community collaborative planning and decision- Final Step 3 Project Work-plan making activities to build and communicate the community action plan and sustainability plan Interim Report & Evaluation Final interactive event to present the final Community Action & Sustainability Plan community action plan and sustainability plan Final Report & Evaluation Collaborative Planning and Evaluation Formal member of Regional OARH Report writing using Ministry's reporting Network templates
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The Ministry may require Proponents to receive additional training, as needed, at the Ministry's expense. These training opportunities would be organized by Ministry staff.
Guidelines for developing project plans, asset mapping and project evaluation tools will be provided to the successful Proponents as an attachment to the Contract agreement. Please see Appendix B Contract Form for a provisional copy of the Contract that successful Proponents will be expected to sign as part ofentering into Contract with the Government of B.C..
4.3 Proponent Qualifications Proponents should have the following experience and capabilities:
a) Organizational Capacity: Demonstrated organizational capacity to carry out Community Engagement projects/initiatives within the proposed community.
b) Proponent Experience: i. Demonstrated experience facilitating collaborative group processes, and engaging and working with Diverse Groups and sectors in the proposed community within the last five years. ii. Demonstrated experience and knowledge in planning and organizing Community Engagement projects/initiatives that address local issues in the proposed community within the last five years (completion of up to two (2) projects). c) Partnerships: A list of potential community partners that will be used for developing and implementing the Services described in this RFP, and provision of Letters of Intent from three (3) potential community partners located in the proposed community. Partnerships should be established for the purpose of the OARH project with a variety of groups including but not limited to non-profit organizations; police; municipalities; immigrant serving agencies; Aboriginal communities and organizations; local business and community development organizations; councils specifically involved in social planning, arts and culture; faith organizations; schools; and ethno-cultural organizations.
4.4 WorkSafe BC Clearance Letter Prior to the commencement of the Contract, successful Proponents will be required to submit a current clearance letter from WorkSafe BC or confirmation ofWorkSafe BC registration.
4.5 Registration as Legal Entity Prior to the commencement of the Contract, successful Proponents will be required to submit evidence that the Proponent is a BC registered legal entity. For example, a Society may submit an Article of Association, a Corporation may submit a Certificate of Incorporation, and a Partnership may submit a Partnership Agreement. Individuals, Sole Proprietors and Public Education Institutes (i.e. School Districts and Post Secondary Institutions) are exempt from having to submit this evidence and should
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provide a declaration of their status.
5. EVALUATION OF PROPOSALS This section details all of the mandatory and desirable criteria against which proposals will be evaluated. Proponents should ensure that they fully respond to all criteria in order to receive full consideration during evaluation.
5.1 Mandatory Criteria Proposals not clearly demonstrating that they meet the following mandatory criteria will be excluded from further consideration during the evaluation process.
Mandatory Criteria a) The proposal must be received at the closing location before the specified closing time. b) The proposal must be in English and must not be sent by facsimile or e- mail.
c) The proposal must be submitted one of two ways: A. Four (4) complete hard copies ofeach proposal and one (I) copy on CD or DVD with one unaltered, completed Request for Proposals cover page including an originally-signed Proponent Section with the first copy. B. Alternatively, one electronic copy of the proposal must be submitted, in accordance with BC Bid instructions for e-bidding. Only pre-authorized e-bidders registered on the BC Bid system can submit electronic bids. d) The proposal must include a completed fonn, in substantially the same fonn as Appendix A, to be considered. e) The Community must be located in either Area 1, Area 2, or Area 3
t) Proponents must indicate which geographical area they are proposing to offer the services in. See Appendix A. g) The Proponent must also currently be located in (i.e. with a street address) the proposed Community in which the project will be delivered. h) The Proponent must have experience delivering Community Engagement initiatives within the proposed Community in which the project will be delivered within the last five years. i) The Community where the project will take place must be a location that has not previously completed the Critical Incident Response Model (CIRM) and the Organizing Against Racism and Hate (OARH) program. See Appendix C for a list of ineligible Communities.
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5.2 Desirable Criteria Proposals meeting all of the mandatory criteria will be further assessed against desirable criteria.
Desirable Criteria Points t\1inimum Available score (U' applicable)
Section I: Organizational Capacity 30 (Appendix A) Section 2: Proponent Experience 25 (Appendix A) Section 3: Partnerships 45 (Appendix A) TOTAL POINTS AVAILABLE 100 60
5.3 Evaluation Process The Ministry will evaluate each geographic area separately. Proponents must indicate which geographic area they are proposing to offer the Services in (see Appendix A). The Proponent must also currently be located in and delivering Community Engagement projects/initiatives within the proposed Community in which the project will be delivered.
The highest scoring Proponent in each geographic area will be awarded a Contract as follows (please see http://www.bcstats.gov.bc.ca/data/pop/maps/drrnap.asp for detailed maps of the eight regions):
Area Geographic Area Area 1 Regions 3 & 4 (Thompson Okanagan & Kootenay) Area 2 Regions 5 & 8 (Cariboo & Northeast) Area 3 Regions 6 & 7 (North Coast & Nechako)
In order to facilitate province-wide participation in OARH, it is the Ministry's intent to award a Contract to the highest scoring Proponent in Area 1, Area 2 and Area 3. An additional Contract will be awarded to the next highest scoring Proponent in Area 1 and Area 2.
Some communities have already been funded under OARH (and its predecessor the Critical Incident Response Model, CIRM) and are ineligible for further funding. See Appendix C, Ineligible Communities, for a list ofthese communities.
Based on a review of the Contractor's performance and delivery ofStep 1 services, the Ministry reserves the right to renew the Contract for two additional one year terms for the subsequent delivery of Step 2 and Step 3 services.
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6. PROPOSAL FORMAT The following fonnat, sequence, and instructions should be followed in order to provide consistency in Proponent response and ensure each proposal receives full consideration. All pages should be consecutively numbered.
a. An unaltered and completed Request for Proposals cover page, including Proponent Section as per instructions. b. A completed Proponent Responseform in substantially the same fonn as Appendix A.
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C. APPENDICES Appendix A Proponent Response
Proponents must indicate which geographic area they are proposing to offer the services in. The Proponent must also currently be located in and delivering Community Engagement projects/initiatives within the proposed Community in which the project will be delivered.
Please indicate your geographic area below (see http://www.bcstats.gov.bc.caldatalpop/maps/drmap.asp for detailed maps of the eight regions): Geographic Area
CJ Area 1: Regions 3 & 4 - Thompson Okanagan & Kootenay
CJ Area 2: Regions 5 & 8 - Cariboo & Northeast
CJ Area 3: Regions 6 & 7 - North Coast & Nechako
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The following template allows the Proponent to provide their answers in the appropriate boxes below. (Note: the boxes will increase in size to accommodate the response).
Proponent Inforrnation
Proponent Organization's Name: Proponent's Primary Office Address: Proponent Contact Name: Phone: Fax: E-mail: Community proposed to be served if Contract is offered: Note: see Appendix C for a list of ineligible communities
Section 1: Organizational Capacity a) Describe your organization's primary mandate and target population. b) Describe your organization's experience during the past five (5) years with projects related to Community Engagement around local issues in the proposed community. c) Describe your organization's experience during the past five (5) years in facilitating collaborative group processes (i.e. decision-making, needs assessment, dialogue, community action planning, participatory research, etc.) in the proposed community. d) Describe your organization's experience bringing Diverse Groups and/or sectors together to participate in the above programming. e) Explain any outcomes and key learning(s) relevant to the OARH program that resulted through your organization's engagement ofDiverse Groups and sectors within the proposed community in the above programming. 16 Regular Council with Committee of the Whole 20 Feb 2012 Page 45 of 92 Item 5.1 Section 2: Proponent Experience (total marks 25) Complete the following table in regards to the Proponent's current or previously delivered Community Engagement projects/initiatives that have addressed local issues in the proposed community. Please provide up to two (2) examples completed within the last five (5) years. Reminder: all capitalized terms below are defined in section 2 of this Request for Proposals and such definitions provide the basis for assessing proposals. Project #1 Name: Dates of the project (month and year): Name of Funder(s) for the project: List any community partnership(s) formed to develop and implement the project. Provide a project summary that clearly demonstrates the following: • The community issue being addressed and why was it important; • The overall role of the Proponent in the project (i.e. lead, partner, facilitator, outreach worker, organizer, fundraiser, evaluator, etc.); • Participation of Diverse Groups in the project; • Proponent's experience in planning and delivering Community Engagement initiatives (what did you do related to Community Engagement?); • The resolution of the project (what did you achieve?); and • Challenges and key learning(s) from the project. Provide a reference name and contact information. 17 Regular Council with Committee of the Whole 20 Feb 2012 Page 46 of 92 Item 5.1 Project #2 Name: Dates of the project (month and year): Name of Funder(s) for the project: List any community partnership(s) formed to develop and implement the project. Provide a project summary that clearly demonstrates the following: • The community issue being addressed and why was it important; • The overall role of the Proponent in the project (Le. lead, partner, facilitator, outreach worker, organizer, fundraiser, evaluator, etc.); • Participation ofDiverse Groups in the project; • Proponent's experience in planning and delivering Community Engagement initiatives (what did you do related to Community Engagement?); • The resolution of the project (what did you achieve?); and • Challenges and key learning(s) from the project. Provide a reference name and contact information. 18 Regular Council with Committee of the Whole 20 Feb 2012 Page 47 of 92 Regular Council with Committee of the Whole 20 Feb 2012 Section 3: Partnerships (total marks 45) a) Complete the table below listing up to fifteen (15) potential partners that have been contacted about the OARH project and that have expressed an interest in being involved in OARH if their Community is chosen. Potential partners may be organizations such as, but not limited to, non-profit organizations; police; municipalities; immigrant serving agencies; Aboriginal communities and organizations, local business and community development organizations; councils specifically involved in social planning, arts and culture; faith organizations; schools; and ethno-cultural organizations; etc. Please add extra lines as needed Name of Organization Primary mandate and target Contact person and role Contact information (address, population of the Organization phone and e-mail) Page 48 of 92 Item 5.1 19 Item 5.1 b) Attach a letter of intent from up to three (3) of the organizations located in the proposed community that are that states their commitment to the delivery ofServices in the event that the Lead Proponent is offered a Contract. Each letter should clearly provide and demonstrate the following: • Name ofthe Organization; • Name and title of the person preparing the letter; • The organization's primary mandate and target population; • The relationship between the organization and the Proponent; • The organization's interest in partnering with the Proponent on OARH; • Willingness to dedicate staff members and/or volunteers as regular representatives on an OARH community working group and attend meetings held at least monthly; • Willingness to encourage and support the organization's representatives to participate in capacity building activities involved in Step 1 of the three year OARH process; • Support a project coordinator from the Proponent organization to carry out the Core Activities and Deliverables of the OARH program; • Willingness to engage in a collaborative planning and evaluation framework; and • Any other information pertaining to participating on the OARH that the Organization would like to share in the Letter of Intent. Please note these letters are to be ORIGINAL letters prepared by the community partners themselves, and not form letters prepared for the community partner by the Proponent. Regular Council with Committee of the Whole 20 Feb 2012 Page 49 of 92 Item 5.1 AppendixB Contract Form By submission of a proposal, the Proponent agrees that should its proposal be successful, the Proponent will enter into a Contract with the Province in accordance with, or similar to, the terms outlined on the attached draft Transfer Under Agreement and attached schedules: Please see the attached Transfer Under Agreement Draftfound on the Be Bid Website with this RFP. Regular Council with Committee of the Whole 20 Feb 2012 Page 50 of 92 Item 5.1 Appendix C Ineligible Communities (Previous OARH & CIRM Communities) The following table lists the Communities that have completed the fonner CIRM and are ineligible for the OARH program. Proponents must not propose service delivery of the OARH program in any of the following communities. Powell River Campbell River Courtenay/Comox Valley Port Alberni Nanaimo DuncanlCowichan Valley Sechelt Langley Abbotsford Hope Kamloops Vernon Kelowna Penticton Salmon Arm Cranbrook Fernie Fort St. John Chetwynd Prince George Vanderhoof Quesnel Williams Lake 100 mile House Prince Rupert Terrace Kitimat Smithers Bums Lake Regular Council with Committee of the Whole 20 Feb 2012 Page 51 of 92 Item 5.2 February 2012 Mayor Mike Bernier Dawson Creek City Council Box 150 Dawson Creek, British Columbia V1G 4G4 Dear Mayor Bernier & Dawson Creek City Council Members, I am writing to you behalf of the Military Vehicle Preservation Association, an international association of over 9,000 members who collect, restore and preserve historic military vehicles. In August of 2012 our association will conduct a 70th Anniversary Convoy on the famous Alaska Highway. We will honor this great engineering accomplishment by traveling the Alaska Highway in approximately 100 historic military vehicles. Dawson Creek has the great distinction of being the launching point for our convoy. Over 200 participants will begin arriving in Dawson Creek on July 31. We will leave Dawson Creek on Saturday, August 4 and travel approximately 4,100 miles in 27 days, returning to Dawson Creek on August 30. In May 2011, I was part of a four member advance team that visited Dawson Creek to meet with Dustin Bodnaryk, Tourism Dawson Creek, to begin planning for our group’s visit. During our meeting with Dustin we discussed various convoy activities. The purpose of this letter is to request approval to use NAR Park Parking lot for our official launch ceremony. • Official Launch Ceremony for the MVPA Alaska Highway Convoy NAR Museum Parking Lot in Front of the Mile 0 Cairn, Friday August 3 from 5:30 p.m. to 6:30 p.m. We look forward to inviting the Mayor, other local city officials, tourism representatives, local community members and visitors, and especially local Regular Council with Committee of the Whole 20 Feb 2012 Page 52 of 92 Item 5.2 military veterans and active duty personnel to celebrate the launch of this historic 70th Anniversary Convoy. We will supply a public address system and use one of our large vehicles as a stage. We request local law enforcement assistance at approximately 5:00 p.m. to move convoy participants in their vehicles from the Encana Convention Center and downtown display area to the NAR Museum Parking Lot. Traffic assistance may also be needed as vehicles leave the ceremony and travel to the banquet location at approximately 6:30 p.m. (exact location of the banquet is pending). On behalf of the Military Vehicle Preservation Association I would like to thank you for your support and consideration of these requests. We look forward to working with the city of Dawson Creek to make this historic convoy an event that benefits the community in many ways. Sincerely, Military Vehicle Preservation Association Wendy Rowsam 2012 MVPA Alaska Highway Convoy Planning Volunteer P.O. 520378 Independence, MO 64052 816-833-6872 Association Headquarters 920-863-8656 Wendy Rowsam Cc: Terry Shelswell, MVPA Convoy Commander Tourism Dawson Creek Regular Council with Committee of the Whole 20 Feb 2012 Page 53 of 92 Item 5.2 DATE: February 14, 2012 TO: Mayor Bernier and Council FROM: April Moi, Northern BC Tourism Association Keltie Durrell, Projects & Travel Trade Coordinator RE: 70TH ANNIVERSARY ALASKA HIGHWAY 2012 MILITARY VEHICLE PRESERVATION ASSOCIATION CONVOY VISIT TO DAWSON CREEK July 31 – August 4, 2012 and August 30, 2012 ______ Tourism Dawson Creek is excited to be working with the Alaska Highway Military Vehicle Convoy Planning Committee to finalize details and to ensure a great and memorable event for the 200 Convoy participants and our city. Attached is a letter from, the event planner, Wendy Roswam, with specific requests for the event and an invitation to Mayor and Council to the official launch ceremony at the NAR Museum Parking Lot, Friday, August 3, 2012 from 5:30 to 6:30 pm. Please be advised that Keltie Durrell is the main local contact for all of the details as per committee letter. This event offers a great opportunity for city and area residents to become more aware of the city’s history and will result unique media coverage and an economic benefit for Dawson Creek. Please do not hesitate to contact our office for more information. April Moi Regular Council with Committee of the Whole 20 Feb 2012 Page 54 of 92 Item 6.1 Regular Council with Committee of the Whole 20 Feb 2012 Page 55 of 92 Item 6.2 Regular Council with Committee of the Whole 20 Feb 2012 Page 56 of 92 Item 6.3 Regular Council with Committee of the Whole 20 Feb 2012 Page 57 of 92 Item 6.3 HeritageBC •• January 16, 2012 Dear Mayor and Council: HERITAGE WEEK 2012: FEBRUARY 20-26 Energy in British Columbia - A Powerful Past, a Sustainable Future We invite you to join us in celebrating Heritage Week 2012 with the theme of energy and power in British Columbia. From the earliest coal-fired generators to the massive hydro-electric projects of the twentieth century and today's oil and gas industry, energy and power have been an essential and sometimes controversial part of BC's growth and prosperity . "A Powerful Past, a Sustainable Future" is an opportunity to celebrate this remarkable history and consider the many opportunities and challenges for the future. The enclosed poster features the 1912 Stave Falls Powerhouse. This unique interpretive centre is operated by BC Hydro and we gratefully acknowledge their generous financial assistance in producing this year's poster. Additional copies are available at no cost while supplies last: [email protected]. There is also a Heritage Week page on our website at www.heritagebc.ca. Thank you for supporting our irreplaceable heritage! Sincerely, Eric Pattison, President Regular Council with Committee of the Whole 20 Feb 2012 Page 58 of 92 Item 7.1 REPORT TO COUNCIL DATE: February 14, 2012 REPORT NO.: ADM 12-027 SUBMITTED BY: Kevin Henderson FILE NO.: 4-1-2 Director of Infrastructure & Sustainable Development SUBJECT: Bulk Water Fill Station/ Truck Wash Request PURPOSE To provide Council with information and to seek Council direction on a proposed truck wash and bulk water fill station at the Airport Industrial Park. SUMMARY/BACKGROUND A proposal has been received from 0864892 BC LTD (Trent Lindberg and Mark Rogers) seeking Council approval for the inclusion of a private bulk water fill station in a proposed truck wash to be located in the Airport Industrial Park. The proposed private bulk fill station would be for the sole use of Swamp Donkey Trucking for water hauling to the oilfield. The estimated quantity of water needed is an average of 700 cubic meters per day. This means some days there will be no use and other days could be very high. The possible peak/high demand times are of concern to staff relative to the community water system. As contained in the February COW report for the department, monthly bulk water sales to Enermax at its private bulk water outlet were approximately 20,000 cubic meters for the month of January (645 m3 per day) and the total sales from the three City owned commercial outlets were approximately 15,000 cubic metres in January (490 m3 per day). The request from Mr. Lindberg and Mr. Rogers is for a daily average in excess of both the commercial consumption and that of the existing private fill station, equating to a significant amount of water. Staff has run water modelling scenarios in the past to simulate these types of high demands and has found that these peak demands can create low pressure vulnerability in certain areas of town. These vulnerabilities could be addressed through various upgrades or flow controls, but more engineering work is required to determine the exact extent and costs. Staff recommend that should Council agree to consider approval of an additional fill station, that the approval be conditional upon the completion of the required engineering work at the proponents expense. Requests for bulk fill stations have been denied in the past based on engineering studies that have proved that they were not viable in that location. The City is in the final stages of completing the water reclamation plant and truck fill station Regular Council with Committee of the Whole 20 Feb 2012 Page 59 of 92 Item 7.1 Report re: Lindberg/Rogers bulk fill station rqst Page 2 of 3 that will offer 600 or more cubic meters per day of reclaimed water for use in the fracing industry. This site will be fully operational later this spring and is intended to be an alternative for requests like the one from Mr. Lindberg and Mr. Rogers. Encouraging use of the new truck fill station may be difficult if private fill stations are an option. ALTERNATIVES 1. Council could approve the request from Mr. Lindberg and Mr. Rogers for a private bulk water fill station to be included with their proposed truck wash development. Additional engineering to determine what flow controls or system upgrades would be required to compensate for low pressures in some areas of town due to the high flow demands would be required. Staff recommends that should Council choose this alternative, that the proponent be responsible for the cost of the additional engineering and the cost of any upgrades required. Approving further private bulk water fill stations will continue to place pressure on the City’s water distribution system, and potentially reduce the demand at the reclaimed water facility truck fill. 2. Council could deny this proposal and direct the proponents to utilise the water reclamation plant truck fill station when fully operational. IMPLICATIONS (1) Social N/A (2) Environmental The increasing use of potable water for non-potable uses places strain on the City’s distribution system. These uses are unique in that there are times of little or no demand followed by times of very high demand, unlike more traditional industrial processes which have more consistent supply requirements. (3) Personnel N/A (4) Financial Water sold at a private bulk station for non-potable use is charged at a rate of $4.50 per cubic meter (which includes an additional surcharge or premium of $1.60 per cubic meter for such use). Based on the information provided in the proposal which anticipates an average demand of 700 cubic meters per day, potential sales would generate $3,150 per day. GUIDING PRINCIPLES We will demonstrate respect for the future of the earth by fostering recycling, reuse, and reduced consumption, and advocating for the preservation of clean air, clean water and healthy land. STRATEGIC PRIORITIES N/A Regular Council with Committee of the Whole 20 Feb 2012 Page 60 of 92 Item 7.1 Report re: Lindberg/Rogers bulk fill station rqst Page 3 of 3 IMPLEMENTATION/COMMUNICATION Staff is seeking direction from Council on this proposed private bulk water fill station, and any future applications for private bulk water fill stations. Staff will inform the applicant of Council’s decision. RECOMMENDATION That Report No ADM 12-027 from the Director of Infrastructure & Sustainable Development re: Bulk Water Fill Station request be received; further, that Council deny this request and direct the applicant complete the required engineering work at the proponents expense. Respectfully submitted, APPROVED FOR AGENDA BY CAO/DCAO ORIGINAL SIGNED BY Kevin Henderson, AScT Director of Infrastructure & Sustainable Development Regular Council with Committee of the Whole 20 Feb 2012 Page 61 of 92 Item 7.1 Proposal to Dawson Creek City Council FEB - 9 2012 CITY OF DAWSON CREEK 0864892 BC LTD is a local company with an interestin encouragement ofgrowth and development for the community of Dawson Creek. We are planning to build a full service car and transport truck wash and convenience store, with room for future expansion to ,include a fuel station and restaurant, at the Airport Industrial Park. The completed building would be approximately 17,000 square feet on 5 acres. We intend to recycle car/truck wash water until it is no longer useable. Roof water will be collected and added to the recycled water. Construction would begin in April or May, with completion expected in November or December,.2012. In addition to the wash, we are proposing to also offer bulk water sales from this location to service the expanding oil and gas industry in the local area. The expected volume is estimated at an average of approximately 700 cubes per day. We are requesting bulk water sales from the City, which would be used in conjunction with water from three existing water sources located in the nearby rural area. Our maximum available water is 500,000 cubes yearly at our other three locations. Water from the source closest to the end user would be used whenever possible. We would consider using a smaller water service to the building and storing water on site to alleviate potential strain to existing local water services. We are open to discussion regarding possible allowable volumes, with sales contingent on available reserves and supply to the City. We appreciate your consideration of this proposal. Trent Lindberg Mark Rogers o MAYOR 0 DCA Agenda Dale 20I o COUNCIL 0 DCS ...fubtol J. o CAO 0 CFa 0 ALL SR. STAFF Closed Date _ o DCAD 0 DIS 0 FIRE CHIEF Olher ------ Regular Council with Committee of the Whole 20 Feb 2012 Page 62 of 92 Item 7.2 REPORT TO COUNCIL DATE: February 15, 2012 REPORT NO.: ADM 12-028 SUBMITTED BY: Shelly Woolf FILE NO.: 3-1-0 Chief Financial Officer SUBJECT: Receivables Report – December 31, 2011 PURPOSE To provide Council with a Receivables Report at December 31, 2011. SUMMARY/BACKGROUND Attached is the receivable report as at December 31, 2011. This includes total outstanding AR amounts by category, a list of general accounts receivables and property taxes receivable. Total receivables at December 31, 2011 amount to $7,759,602 compared to $4,931,501 in 2010. The 2011 total amount outstanding is approximately $2,828,101 higher than in 2010 for the following reasons: Utility Receivables are higher than in 2010 by $128,550 Property Tax Receivables are lower than in 2010 by $484,002 Yearend Receivables are higher than in 2010 by $1,014,057 Capital Receivables are higher than in 2010 by $2,244,676 All accounts receivables over 90 days were transferred to taxes. At December 31, 2011 the amount of utilities transferred to taxes was $246,829. Property Taxes receivable at December 31st are $641,009 compared to $770,756 in 2010 down by $129,747 overall. Current taxes are up $78,835 and prepayments have increased by $23,322. Arrears taxes are lower by $185,259. Yearend receivables at December 31st are $2,435,894 compared to $1,421,837 in 2010 up by $1,014,057 and relate to the Provincial Emergency Preparedness claim related to the 2011 Flood and the HST 4th quarter return. Regular Council with Committee of the Whole 20 Feb 2012 Page 63 of 92 Item 7.2 Report re: Receivables Report – December 31, 2011 Page 2 of 3 Capital receivables are higher than in 2011 due to the outstanding amount from Calvin Kruk Centre for the Arts. Two claims are outstanding amounting to $1,262,339 claim # 10 $813,666 and claim # 11 $448,673. The approval letter was received from the Ministry for claim # 11 stating that the payment will be forwarded to the City. ALTERNATIVES N/A IMPLICATIONS (1) Social N/A (2) Environmental N/A (3) Personnel N/A (4) Financial As outlined above. GUIDING PRINCIPLES We will have a reputation for acting with integrity and will earn the trust of our stakeholders by pledging to align our actions with the guiding principles that support our vision. STRATEGIC PRIORITIES N/A IMPLEMENTATION/COMMUNICATION N/A RECOMMENDATION That Report No. ADM 12-028 from the Chief Financial Officer re: Receivables Report – December 31, 2011 be received for information. Respectfully submitted, APPROVED FOR AGENDA BY CAO/DCAO ORIGINAL SIGNED BY Shelly Woolf Chief Financial Officer SW/ma Regular Council with Committee of the Whole 20 Feb 2012 Page 64 of 92 Item 7.2 Report re: Receivables Report – December 31, 2011 Page 3 of 3 The City of Dawson Creek Month end Reporting Receivables Month Ended: December 31, 2011 Prepared by: Michelle Atkinson Date prepared: Jan 5/12 2011 2010 2009 General C1 269,354.60 3.47% 283,529.06 5.75% 240,888.92 7.23% Parks and Recreation C2 14,781.28 0.19% 73,018.62 1.48% 37,106.07 1.11% Utilities C3 706,479.22 9.10% 577,929.07 11.72% 468,205.58 14.05% Property tax C4 667,548.12 8.60% 1,151,550.26 23.35% 1,018,355.06 30.57% Yearend C5 2,435,893.72 31.39% 1,421,836.76 28.83% 1,394,796.62 41.87% HST C6 28,385.86 0.37% 40,940.42 0.83% 8,519.52 0.26% Capital C7 3,603,689.38 46.44% 1,359,013.01 27.56% 158,160.40 4.75% Other C8 33,469.34 0.43% 23,683.76 0.48% 5,407.95 0.16% Total 7,759,601.52 100.00% 4,931,500.96 100.00% 3,331,440.12 100.00% Regular Council with Committee of the Whole 20 Feb 2012 Page 65 of 92 Item 7.3 REPORT TO COUNCIL DATE: January 30, 2012 REPORT NO.: ADM 12-026 SUBMITTED BY: Gordon (Shorty) Smith FILE NO.: 1-1-10 Fire Chief SUBJECT: Policy Change for Management Staff PURPOSE To request Council approval of overtime pay for management staff in certain circumstances. SUMMARY/BACKGROUND In the past, communities have been called upon to deal with or help other communities during disasters inside and outside their jurisdictional boundaries. In 2003, wildfires in the southern part of our province, in 2006 the evacuation of Tumbler Ridge, and more recently the flood events in 2011 in and around Dawson Creek are some examples. In the past there has been no question when collecting overtime pay for senior staff during a Provincial Emergency Program (PEP) operation. Since the flood events in 2011 this has changed. Emergency Management BC (EMBC) informed communities that they were no longer entitled to reimbursement according to the “Financial Assistance For Emergency Response and Recovery Costs: A Guide of BC Local Authorities and First Nations (revised January 2008). The Provincial Resource Mobilization Plan for Wildfire Season 2012 (Draft Form) Page 24 states “For career fire departments, overtime is determined in accordance with relevant employment or collective agreement.” The provincial government will no longer pay incremental costs such as overtime for senior staff unless the community has a policy in place that indicates overtime pay for exempt and or management staff. The attached policy has been amended as follows: - The proposed clause was added regarding overtime for management staff; - A preamble was added; and - Administrative amendments were made by adding numbered clauses to provide clarity and to facilitate any future amendments more easily. ALTERNATIVES Council may choose not to approve the policy change. Regular Council with Committee of the Whole 20 Feb 2012 Page 66 of 92 Item 7.3 Report re: Sr Staff Overtime Page 2 of 2 IMPLICATIONS (1) Social N/A (2) Environmental N/A (3) Personnel N/A (4) Financial Since all costs associated with overtime rates will be recoverable through a PEP task number there will be no impact on budgets. GUIDING PRINCIPLES Developing an environment free from undue risk. STRATEGIC PRIORITIES N/A IMPLEMENTATION/COMMUNICATION If approved the amended policy will be included in the City policy manual. RECOMMENDATION That Report No. ADM 12-026 from the Fire Chief re: Policy Change for Management Staff be received; further, that the following changes be made to the Administration/Personnel - Exempt & Management Overtime Policy: 1. The addition of the following preamble: “Exempt and Management staff of the City of Dawson Creek are paid on a salary basis which includes an expectation that the hours of work are those hours required to fulfill the duties of the position. Typically, management staff is available during regular office hours and via alternate means outside of business hours.”; and 2. The addition of item 6) b) regarding Management staff as follows: 6. b) For management staff, i) Overtime will only be paid to management employees under the authorization of a Provincial Emergency Program (PEP) task number and shall be signed off by the Chief Administrative Officer or his designate. All time worked while acting on an emergency event shall be recorded. Respectfully submitted, APPROVED FOR AGENDA BY CAO/DCAO ORIGINAL SIGNED BY Gordon (Shorty) Smith Fire Chief GS/cf Regular Council with Committee of the Whole 20 Feb 2012 Page 67 of 92 Item 7.3 Policy – Administration SUBJECT: PERSONNEL – EXEMPT & MANAGEMENT OVERTIME The Council of the City of Dawson Creek directs that: Exempt and Management staff of the City of Dawson Creek are paid on a salary basis which includes an expectation that the hours of work are those hours required to fulfill the duties of the position. Typically, management staff is available during regular office hours and via alternate means outside of business hours. In order to ensure a consistent application of the Overtime Policy across all Departments, the following guidelines will apply: 1) Overtime for exempt and management staff will not be approved for routine extra work that is the regular and expected requirement of the job. 2) Overtime will not be approved for travel time incurred in attending extraordinary meetings, special events or projects that qualify under Item 5 (call-out situations). 3) Directors will be required to sign all time sheets that contain overtime payment for exempt staff, and to indicate on the time sheet the purpose of the approved overtime. 4) Exempt and Management staff will be paid for all approved hours worked over and above regular hours at the rate of one and one-half times (1.5x) the applicable hourly wage rate. The number of paid overtime hours per year will be capped at a maximum of 240 hours. Payment may be taken in cash, equivalent time off, or a combination of both. 5) All overtime will require pre-approval of the Department Head or their designate, except in circumstances of emergency call-out or unanticipated operational necessity. 6) The type of overtime that will qualify for approval includes: a) For exempt staff: i) Attendance at extraordinary meetings, special events, peak work load situations, and special projects that are not the regular and expected requirement of the job. ii) When a request has been made by the Director or their designate to undertake an assignment that is considered to be beyond the normal requirements of the job. b) For management staff, i) Overtime will only be paid to management employees under the authorization of a Provincial Emergency Program (PEP) task number and shall be signed off by the Chief Administrative Officer or his designate. All time worked while acting on an emergency event shall be recorded. REAFFIRMED BY COUNCIL: DATE: April 30, 2001 AMENDED BY COUNCIL: DATE: Regular Council with Committee of the Whole 20 Feb 2012 Page 68 of 92 Item 7.3 PEACE RIVER REGIONAL DISTRICT Office of Administration September 13, 2011 Fire and Emergency Management British Columbia PC Box 9223 Stn Prov Govt Victoria, BC, V8W 9J1 Attention: Becky Denlinger, Commissioner Dear Ms. Denlinger: Re: Reimbursement of Exempt Staff Wages under an EMBCTask Number As you are aware, the summer of 2011 has brought many challenges for the residents of North East BC as well as the staff of the Peace River Regional District(PRRD) when our communities were severely impacted by multiple flooding events at the end of June and beginning of July. In late May, lakeshore residents of MoberlyLake were victims of significant flooding from rising lake levels due to a heavy mountain rain event in combination with the spring freshet. Only a month later, at the end of June, many portions of the Regional Districtreceived record breaking rainfallwhere some areas received over 150mm of rain in less than 72 hours. This event caused severe flooding, landslides and debris flows across a 100 km by 150 km swath of the south Peace, with the west Peace region including the Districtof Chetwynd being the most severely impacted; and in addition, substantial flooding in the Cityof Dawson Creek and as far north as the Districtof Taylor. Roads, bridges and rail lines were washed out or covered with debris and in some instances completely destroyed leaving residents isolated and unable to leave or gain access to their properties. Many rivers and creeks that impacted transportation routes were found to have cut new channels which caused properties and homes to become severely flooded and in some cases deemed uninhabitable. Land lines, cell phone towers and power lines were also damaged leaving many residents without power or communications for extended periods of time. Just two weeks after the June 24, 2011 event another weather event hit the Peace with up to 120mm of rain falling in less than 48 hours, most severely affecting the south Peace along the BC/Alberta border. This weather event caused similar impacts in terms of flooding, washed out roads, bridge damage and damage to homes, deeming some to be uninhabitable. This accumulation of weather events resulted in a I in 100 year weather rating resulting in an event that was so severe and caused so much damage that the Province of BC approved disaster financial assistance to be available to eligible home and business owners. Additionally the Red Cross, Mennonite Disaster Services, Samaritan’s Purse and a handful of other non profitorganizations donated their time and resources assisting hundreds of residents recover from their losses. As of August 31, 2011 recovery efforts stillcontinue for the most severely impacted residents. .12 PLEASE REPLYTO: E BOX 810. DAWSON CREEK, BC V1G 4H8, TELEPHONE: (250) 784-3200 or 1-800-670-7773 FAX:(250) 784-3201 EMAIL:[email protected] 119505- 100 STREET, FORT ST.JOHN, BC V1J 4N4, TELEPHONE: (250) 785-8084 FAX:(250) 785-1125 EMAIL:[email protected] Regular Council with Committee of the Whole 20 Feb 2012 Page 69 of 92 Item 7.3 Fire and Emergency Management BritishColumbia Page 2 of 3 September 13, 2011 Throughout these emergency events staff of the PRRD provided response and recovery support through the PRRD Emergency Operations Centre which continues today. The PRRD is the largest regional district in the province covering some 120,000 sq. km. With a very small staff of only nine managers and twenty-one staff, managing an event of this size and magnitude was extremely challenging. Further, since these events commenced at the beginning of the summer season, many of the PRRD’s staff and managers were on vacation when the EOC was opened on June th25 at a Level 2. Despite these challenges, throughout this event managers and unionized staff worked side by side for up to 12 hours a day for almost five consecutive weeks. Due to our limitedstaffing resources and the compounding magnitude of the events there was no other option than to work through our normal hours of work (8:30 am to 4:30 pm Monday to Friday) and into our off hours of work and into the weekends. Many important decisions were made during this time and the resulting actions were carried out whether or not the activityfell withinour normal hours of business. On August 4, 2011 staff and managers of the PRRD met with EMBCstaff to discuss finance and administration issues in relation to these events. At this meeting itwas brought to our attention that EMBCis of the opinion that local government exempt employees (managers) are not entitled to reimbursement of overtime wages because they are considered to be on “salary” and this is not an eligible expense according to EMBC’s“Financial Assistance for Emergency Response and Recovery Costs: A Guide of BC Local Authorities and First Nations (Revised January 2008)”. On page 16 of the “Guide”it notes that “base operating costs, such as salaries or regular wages of employees, Compensatory Time Off (CTO) or banked overtime” are not eligible expenses, however, “paid overtime costs and benefits” and “incremental costs related to the event, plus reasonable benefits” are considered eligible expenses. The PRRD has no concerns with this policyand understands that eligible costs have to be direct paid costs associated with a specific event or series of events over and above the normal hours of work of an employee or cost to the local government. What we do have a concern over is EMBCmaking an interpretation that salary staff (managers) do not qualifyfor overtime and should be compensated by the employer by providingtime off in lieu of wages at another more convenient time, making them not eligible for wage reimbursement by EMBC.This is wrong and not acceptable to the PRRD. By staffing policy, PRRD managers are expected to work (under normal circumstances) 35 hours per week from 8:30 am to 4:30 pm, however, in an emergency event situation the policy states that managers are to assist day or night, weekday or weekend. The PRRD policystates: 2. Emergencies Exempt staff should continually contribute to the District’semergency planning by identifying issues where District staff, District assets, public resources, and residents are potentially at risk. Exempt staff are expected to assist in the PRRD Emergency Operations Centre (EOC) during an event. Duties and responsibilities in the EOC will vary depending on training, experience, expertise and duration. .13 Regular Council with Committee of the Whole 20 Feb 2012 Page 70 of 92 Item 7.3 Fire and Emergency Management BritishColumbia Page 3 of 3 September 13, 2011 Exempt staff willrecord their working time while acting on an emergency event and willbe paid straight time and overtime under the same rules of work as the Collective Agreement provides for unionized staff. Overtime willonly be paid to the employee under the authorization of a Provincial Emergency Preparedness (PEP) task number. The PRRD is forced to use management staff because we do not have the staffing resources to cover such a large region without making significant strategic and financial decisions. As well the PRRD, by its very nature, has to work with a multitude of jurisdictions which requires knowledge and working relationships with a large variety of government and non-government organizations and people. Basically, it is our managers’ jobs to know those contacts and understand the terrain; without these people in place at an emergency event the PRRD emergency management services would be useless — our managers are vital and critical resources to emergency response and recovery efforts. Furthermore, contract personnel from outside the region in replacement of our managers do not have the skills, knowledge of the region, nor the contacts necessary to be effective in managing emergency events in the North East. In 2006 regional districts were very reluctant to take on the rural emergency management responsibility from the Province. At that time regional districts were assured that as long as we prepared to respond to emergencies regional districts would be compensated for the cost of response. Management overtime is only a small cost of response, it must be paid. While the PRRD willlive with the costs associated with being prepared to address an emergency situation, and willaccept the day to day lost work and productivitycosts associated with reassignment of both staff and resources, the PRRD willnot accept the extraordinary costs associated with staffing an event after hours and over scheduled days of rest. Thank you for bringing your concerns to our attention, but as a matter of fact you are out of line in your interpretation. We look forward to continuing a positive working relationship in addressing emergency events in North East BC as well as resolving this issue. Yours truly, Fred Banham Chief Administrative Officer cc: Robert KellyRegional Manager EMBC Regular Council with Committee of the Whole 20 Feb 2012 Page 71 of 92 Item 11.1 REPORT TO COUNCIL DATE: January 30, 2012 REPORT NO.: ADM 12-017 SUBMITTED BY: Brenda Ginter FILE NO.:1-4-0 Director of Corporate Administration SUBJECT: Items to be Released from Previous In-Camera Minutes PURPOSE To recommend items that should be released to the public from previous In-Camera Council Meetings. ALTERNATIVES Council has the following alternatives: 1. Approve the items as recommended. 2. Approve only certain items or recommend other items. 3. Not approve any of the recommended items for release. RECOMMENDATION That Report No. ADM 12-017 from the Director of Corporate Administration re: Items to be Released from Previous In-Camera Minutes be received; further, that Council approve the following item(s) for release to the public: January 23, 2012 Item 7.1 “MOVED, SECONDED AND CARRIED, That Report No. ADM 12-008 from the Chief Financial Officer re: 2012 Community Grant Applications be received for information.” Respectfully submitted, APPROVED FOR AGENDA BY CAO/DCAO ORIGINAL SIGNED BY Brenda Ginter Director of Corporate Administration Regular Council with Committee of the Whole 20 Feb 2012 Page 72 of 92 Item 12.1 CITY OF DAWSON CREEK STRATEGIC PRIORITIES CHART February 6, 2012 CORPORATE PRIORITIES (Council/CAO) 1. RAW WATER RESERVOIR: Design Dec Kevin 2. LONG TERM FINANCIAL PLAN (Fair Share) ToR April Shelly 3. ENCANA EVENTS CENTRE BUSINESS PLAN March Shelly 4. AIRPORT SUSTAINABILITY PLAN (Short Term) Feb Jim 5. SERVICE POLICY REVIEW June Jim Economic Development Strategy (ToR) Nov Brenda Library Joint Meeting Feb Brenda Scheduled Air Carrier Information Public Engagement Training ADVOCACY Fair Share (Jim) OPERATIONAL STRATEGIES FINANCE SERVICES (Shelly) CAO (Jim/Greg) 1. LONG TERM FINANCIAL PLAN April 1. AIRPORT SUSTAINABILITY PLAN (ToR) Feb 2. ENCANA EVENTS CENTRE BUS. PLAN March 2. SERVICE POLICY REVIEW June 3. Risk Management Policy Sept 3. Organizational Review June Purchasing Policy CKCA Construction (Greg) July User Fee Philosophy Water Reclamation Plant (Greg) June CORPORATE ADMIN (Brenda) INFRASTRUCTURE & DEVELOPMENT (Kevin) 1. Community Engagement Options June 1. RAW WATER RESERVOIR: Design Dec 2. Library Joint Meeting Feb 2. Water Awareness Program April 3. Economic Development Strategy (ToR) May 3. Sport Field Traffic Design March Energy Conference Nov Sanitary Sewer Master Plan Dec Compensation Review Sept Transportation Plan FIRE DEPT (Shorty) COMMUNITY SERVICES (Barry) 1. Fire Service Bylaw May 1. USER FEES POLICY May 2. Business Continuity dispatch plan June 2. Hire Energy Manager Jan 3. Fire response pre-plan program April 3. U18 Women’s Hockey Championship Nov Fire Station Renovations Succession Planning (CS Dept. overview) Fire Truck Purchase Crescent View Park Plan RCMP 1. Organized Crime - Drug Trafficking/Serious Crime 2. Traffic – Safety 3. Police Community Relations – Crime Reduction Regular Council with Committee of the Whole 20 Feb 2012 Page 73 of 92 Item 15.2 REPORT TO COMMITTEE OF THE WHOLE DATE: February 7, 2012 REPORT NO.: FD 12-01 SUBMITTED BY: Gordon (Shorty) Smith FILE NO.: 6-1-3 Fire Chief SUBJECT: Month end report for January 2012 INSPECTIONS: Current Month Total Year To Date In Service 35 35 Business License 11 11 TOTAL 46 46 INCIDENT REPORT: Current Month Total Year To Date Incidents 31 31 *See appendix for types TRAINING REPORT: Current Month Total Hours Year To Date Career 203.5 203.5 Auxiliary 62 62 Total 265.5 265.5 Prevention & Education: 3 Fire station tours Equipment: All equipment operated as expected Regular Council with Committee of the Whole 20 Feb 2012 Page 74 of 92 Item 15.2 Fire Department Committee of the Whole Page 2 of 2 Meetings: Senior staff meeting COW meeting Officers meeting Strategic Planning Performance review Labour management Meeting with the MLA Training with G. Cuff Chante at the memorial RE: AEDs Other duties: 11 Burn Permits issued 45 City building alarms were received and processed 37 Business building alarms were received and processed 6 Fire alarm systems were tested 5 General inquiries were dealt with 29 Pager and radio tests conducted with other departments 13 Public Works/Public Assist issues 31 Emergency dispatches of other fire departments STRATEGIC PRIORITIES / OPERATIONAL STRATEGIES 1. Fire Service Bylaw 2. Business Continuity Dispatch Plan 3. Fire Response Plan Program Respectfully submitted, APPROVED FOR AGENDA BY CAO/DCAO ORIGINAL SIGNED BY Gordon (Shorty) Smith B.F.S., C.F.O. Fire Chief Regular Council with Committee of the Whole 20 Feb 2012 Page 75 of 92 Item 15.2 Dawson Creek Fire Department 10101-12A Street Dawson Creek Dawson Creek BC V1G 3V7 ph : (250)782-9898 fax : (250)784-3638 Totals by Type From Jan 1 12 to Jan 31 12 # of % of Staff Average Response Type Incidents total Hours Response Time Ambulance Assist 1 3.23 1 h 0 m 3.00 Alarms Ringing ( System 7 22.58 16 h 33 m 3.20 Fault or Maintenance Trip) Carbon Monoxide 2 6.45 4 h 14 m 11.00 False Alarm (Good Intent) 2 6.45 2 h 59 m 4.83 Rubbish 1 3.23 1 h 54 m 7.00 Structural Fire 2 6.45 46 h 14 m 5.00 Vehicle Fire 2 6.45 5 h 25 m 3.00 Investigation (no fire) 3 9.68 2 h 17 m 27.33 Motor Vehicle Incident 9 29.03 23 h 27 m 6.86 No Fire (standby only) 1 3.23 4 h 9 m 10.00 Rescue & Safety 1 3.23 0 h 24 m 4.00 Total Number of Responses 31 108 h 36 m 7.67 Regular Council with Committee of the Whole 20 Feb 2012 Page 76 of 92 Item 15.3 REPORT TO COMMITTEE OF THE WHOLE DATE: February 13, 2012 SUBMITTED BY: Brenda Ginter FILE NO.: 1-4-0 Director of Corporate Administration FOR THE MONTH OF: January/February 2012 DEPARTMENTAL FOCUS The Department of Corporate Administration is responsible for preparation and preservation of the minutes, bylaws and other City records and ensures that all City actions such as Council proceedings, elections and land development are conducted in accordance with government legislation. The department is also responsible for community economic development and special events. REGULAR MONTHLY/SEASONAL ACTIVITIES COMPLETED THIS MONTH Report from the Deputy Director of Corporate Administration Regular duties this month included the creation and advertisement of 8 new job postings and ongoing casual staffing scheduling to provide adequate coverage for clerical position absences in the personnel department, the first budget meeting in the finance/Council department, and the drafting of a latecomer charge bylaw in the development department. What I am really trying to say is that corporate administration gets to be involved with almost every City department in one way or another, which serves to keep the job varied and interesting each day. Closer to ‘home’, staff has met twice to discuss strategic priorities and to develop work plans and assign responsibilities to ensure that the strategic priority items are understood by all department staff. Time has also been spent updating the status 2011 strategic priorities for inclusion in the Annual Report. On the topic of public engagement, Council may have noticed a new sign which includes the City logo for branding and recognition purposes installed on the Alaska Avenue boulevard. This sign will be used to alert residents and passers-by of City events and initiatives. On the topic of election, a reminder that ALL candidates must file completed campaign financing disclosure statements by the deadline of March 19, 2012. Looking ahead, staff will be issuing requests for proposals for contracted services including the employee family assistance program, city newsletter production and distribution, and the community profile and “In the News” publications. Many other tenders for products and services will be issued upon budget approval later this spring. Regular Council with Committee of the Whole 20 Feb 2012 Page 77 of 92 Item 15.3 Report re: Corporate Administration COW Report Page 2 of 3 Communication Update As communication through email was identified as the best way to inform individuals about City projects and services, Administrative Assistant Janet Lefresne recently attended a seminar entitled “The Power of Email Social Media Marketing”. She learned how to easily and effectively implement email marketing; and the City will soon be on its way to implementing an email distribution list to keep its citizens informed on a new level! “Our Community” newsletter will be distributed this week to all households in Dawson Creek. This issue contains information on the City’s strategic priorities for 2012, the budget public meeting schedule, information from the Firehall regarding burning spring debris and information regarding the City’s watershed. Website and Facebook updates continue on an ongoing basis and prove to be very successful communication tools. Board of Variance Ads were posted and vacancies were recently filled on the Board of Variance. New members of the Board for three year terms include: Doug Ragan, Arlan Dokken and Michael Dionne. Athletic Commission Ads were posted and the vacancy on the Athletic Commission was recently filled by Clyde House who will serve a three year term. The remaining members hold a two and one year term. Recognition Committee Ads were posted looking for interested citizens to become members of the Recognition Committee, the deadline for applications is February 24, 2012. SPECIAL EVENTS/ACTIVITIES Energy Conference (Sept. 19-21, 2012) - Efforts continue on securing additional rooms to accommodate the conference attendees this fall. - Registration is being set up with Civic Info - Advertising is underway with the Oil and Gas Magazine, with the first article being published in the spring edition. - Sponsorship packages and trade show packages are being prepared for distribution in March. - Work continues with Keynotes to develop a strong understanding of Dawson Creek and the conference - The committee has been formed and consists of Johanna Kunz, Mayor Mike Bernier, Pam Steckler, BC Oil and Gas Commission, Brian Lieverse and Fiona Liebelt from Encana Corporation, Art Jarvis from BC Energy Services, Lacy Faulkner from PC Oilfield and Cindy Fisher from the City of Dawson Creek. The first meeting is scheduled for February 27th. BUDGET IMPLICATIONS N/A Regular Council with Committee of the Whole 20 Feb 2012 Page 78 of 92 Item 15.3 Report re: Corporate Administration COW Report Page 3 of 3 STRATEGIC PRIORITIES / OPERATIONAL STRATEGIES The Operational Strategies for the Department of Corporate Administration for 2012 are: 1. Community Engagement Options (June) – no action to date 2. Library Joint Meeting (Feb) A joint meeting with City Council and the Library Board is scheduled for February 24th. 3. Economic Development Strategy - Terms of Reference (May) – no action to date 4. Energy Conference (Sept) Planning continues for this event - details reported above. 5. Compensation Review (Nov) – no action to date Respectfully submitted, APPROVED FOR AGENDA BY CAO/DCAO ORIGINAL SIGNED BY Brenda Ginter Director of Corporate Administration Regular Council with Committee of the Whole 20 Feb 2012 Page 79 of 92 Item 15.4 REPORT TO COMMITTEE OF THE WHOLE DATE: February 14, 2012 SUBMITTED BY: Janet Loiselle Deputy Chief Financial Officer FOR THE MONTH OF: January 2012 DEPARTMENTAL FOCUS The Finance Department manages the financial transactions for the City of Dawson Creek. The Community Charter assigns statutory responsibility to the Chief Financial Officer for this function. We ensure that all monies are received, bills are paid and reporting requirements fulfilled. Our goal is to provide accurate and timely information so that Council can make informed decisions. REGULAR MONTHLY/SEASONAL ACTIVITIES COMPLETED THIS MONTH Highlights for the Month are as follows: Audit Yearend work has been ongoing with the audit scheduled for the first week of March. Budget The first budget meeting was scheduled on February 6 and the second one is scheduled for Monday, February 20, 2012 in Council Chambers at 1:00pm. The first Public Consultation Meeting is scheduled for Tuesday, March 6, 2012 at the Kiwanis Performing Arts Centre (KPAC) at 7:00pm. Calvin Kruk Centre for the Arts Total project expenditures to January 31, 2012 are $6,109,829 The project has been funded to January, 2012 as follows: o Provincial funding $3,750,292 o Donations $706,500 o Gaming $1,207,103 o Taxation $445,934 Water Reclamation Project Total project expenditures to January 31, 2012 are $13,391,147 Regular Council with Committee of the Whole 20 Feb 2012 Page 80 of 92 Item 15.4 Report re: COW – January 2012 Page 2 of 2 The project has been funded to January 31, 2012 as follows: o Partnering contributions from Shell Canada $11,641,147 o Sewer utility fund $454,007 o Sewer capital reserve (transferred from bulk water sales) $1,295,993 Carbon Tax Reporting The 2011 Carbon Tax Calculation was completed and submitted to the Ministry for the February 17th deadline. SPECIAL EVENTS/ACTIVITIES The finance staff won a pizza party for having the highest attendance at the Christmas party. The date is to be determined. PUBLIC SERVED There has been activity in the department with regards to bulk water sales, business licences and general inquiries. BUDGET IMPLICATIONS Budget to actual variance reports are provided to managers on a monthly basis for review. STRATEGIC PRIORITIES The 2012 Strategic Priorities for the Department of Financial Services are as follows: 1. Long Term Financial Plan The CFO contacted the City of Medicine Hat regarding similar work that was completed and is waiting for the information. 2. Encana Events Centre Business Plan Work has not yet started. 3. Risk Management Policy Work has not yet started. 4. Purchasing Policy This project is in progress. 5. User Fee Philosophy Work has not yet started. Respectfully submitted, APPROVED FOR AGENDA BY CAO/DCAO ORIGINAL SIGNED BY Janet Loiselle Deputy Chief Financial Officer Regular Council with Committee of the Whole 20 Feb 2012 Page 81 of 92 Item 15.5 REPORT TO COMMITTEE OF THE WHOLE DATE: February 7, 2012 SUBMITTED BY: Kevin Henderson Director of Infrastructure & Sustainable Development FOR THE MONTH OF: January 2012 DEPARTMENTAL FOCUS To support and monitor community development and regulatory services by providing the best possible service to our internal and external customers. REGULAR MONTHLY/SEASONAL ACTIVITIES COMPLETED THIS MONTH Business Licenses: NEW BUSINESS LICENSES ISSUED NEW OILFIELD RELATED TOTAL BUSINESS BUSINESSES LICENSES ISSUED MONTH NUMBER REVENUE MONTH 2011 2012 YEAR NUMBER JANUARY 26 $3,171.89 JANUARY 2 2 2011 1,239 FEBRUARY FEBRUARY 0 2010 1,205 MARCH MARCH 0 2009 1,101 APRIL APRIL 2 2008 1,067 MAY MAY 1 2007 1,050 JUNE JUNE 2 2006 1,001 JULY JULY 3 AUGUST AUGUST 0 SEPTEMBER SEPTEMBER 2 OCTOBER OCTOBER 0 NOVEMBER NOVEMBER 3 DECEMBER DECEMBER 0 TOTAL 26 $3,171.89 TOTAL 15 2 Regular Council with Committee of the Whole 20 Feb 2012 Page 82 of 92 Item 15.5 Report re: Corporate Planning Committee of the Whole - January 2012 Building Department: BUILDING PERMITS ISSUED TO ADDRESS TYPE OF TOTAL PERMIT BUILDING VALUE C. Chandler Contr. 1805 - 84 Ave SFD $224,980.00 $1,580.00 C. Chandler Contr. 1801 - 84 Ave SFD $193,071.00 $1,400.00 C. Chandler Contr. 41 Vic Turner Rd Truck Shop $880,000.00 $5,510.00 Lindberg Const. 1700 - 93 Ave Storage $10,000.00 $ 115.00 J Bilt Construction 8416 - 18 St SFD $238,000.00 $1,658.00 TOTAL $ 1,546,051.00 10,263.00 No. 2012 2011 Permits Issued (JANUARY ‘12) 5 $ 1,546,051.00 $1,918,066.00 Permits Issued to date 5 $ 1,546,051.00 $1,918,066.00 Permits Tax Exempt (JANUARY ‘12) 0 $.00 0.00 Permits Tax Exempt to date 0 $0.00 0.00 Taxable Permits (JANUARY ‘12) 5 $ 1,546,051.00 $1,918,066.00 Taxable Permits to date 5 $ 1,546,051.00 $1,918,066.00 PERMIT FEES FOR JANUARY ‘12 - $10,263.00 FEES TO DATE - $ 10,263.00 TOTAL NEW DWELLING UNITS - 3 SFD 3 Duplex Triplex 4-plex Secondary Suites Corporate Planning/Development Services: Year to Date 2011 Totals 2010 Totals 2009 Totals Development Permits 1 25 22 17 Variance Permits 0 9 2 1 Temporary Industrial Use Permits 0 0 2 1 OCP/Zoning Amendments 0 7 21 14 Regular Council with Committee of the Whole 20 Feb 2012 Page 83 of 92 Item 15.5 Report re: Corporate Planning Committee of the Whole - January 2012 BYLAW COMPLIANCE NOTICES PARKING TICKETS ISSUED MONTH NUMBER MONTH NUMBER REVENUE JANUARY 25 JANUARY 33 315.00 FEBRUARY FEBRUARY MARCH MARCH APRIL APRIL MAY MAY JUNE JUNE JULY JULY AUGUST AUGUST SEPTEMBER SEPTEMBER OCTOBER OCTOBER NOVEMBER NOVEMBER DECEMBER DECEMBER TOTAL 25 TOTAL 33 315.00 *amended TOTAL NOTICES ISSUED TOTAL PARKING TICKETS 2011 - 803 2011 - 253 $ 2,925.00 2010 - 1,072 2010 - 241 $ 3,570.00 2009 - 1,023 2009 - 493 $ 6,365.00 2008 - 635 2008 - 583 $ 7,985.28 MUNICIPAL TICKETS ISSUED YEAR TO DATE: 0 COMPLAINTS RECEIVED YEAR TO DATE: 43 Respectfully submitted, APPROVED FOR AGENDA BY CAO/DCAO ORIGINAL SIGNED BY Kevin Henderson Director of Infrastructure & Sustainable Development KH/lh Regular Council with Committee of the Whole 20 Feb 2012 Page 84 of 92 Item 15.5 REPORT TO COMMITTEE OF THE WHOLE DATE: February 7, 2012 SUBMITTED BY: Shawn Dahlen Deputy Director of Infrastructure & Sustainable Development FOR THE MONTH OF: January DEPARTMENTAL FOCUS The Operations Department provides efficient and effective maintenance of all aspects of the City’s infrastructure by focusing resources where they are most needed. The department also plans new capital Infrastructure Improvements as required. REGULAR MONTHLY/SEASONAL ACTIVITIES COMPLETED THIS MONTH Engineering The department worked on the City base mapping, produced city infrastructure maps for the city employees and updated the cemetery maps for 2012. They continued harvesting air samples, recording data every 6 days and shipping filters to the Ministry of Environment at the end of every month. The department collected and transmitted data for KWL for the sanitary sewer master plan and continued tracking and filing subdivision and construction asbuilts. They created design estimates for the 2012 capital projects, assisted Public Works with recording main repair information and submitted streetlight repair requests. Shawn and Devon A. attended NAIT’s Career Fair looking for another Engineering Tech. Public Works With warmer than normal temperature trends, The Public Works Department has taken the opportunity to catch up on some facility maintenance. Staff have been busy painting and cleaning not only in the Public Works facilities, but in the Water and Environmental facilities as well. We have conducted our annual sign survey and have taken care of any outstanding repairs. Public Works Maintenance Man hours for January: Sanding 308 Bldg. & Yards 206 Turn on/off 30 Snow plow 226 Flushing 16 Steaming 68 Regular Council with Committee of the Whole 20 Feb 2012 Page 85 of 92 Item 15.5 Report re: Public Works COW Report for January 2012 Page 2 of 5 Signs 113 Storm Sewer 20 Drainage 10 SCR Water 8 Frozen Services 16 Curb Box 38 Dist. Main 120 Valve Repair 47 Water Treatment Plant 199 WTP Includes: PUMPHOUSES: Arras, Pouce RESERVOIR: Hansen, Hart, Trail LIFT STATION: Harper, 115 Ave. BOOSTER: Parkhill, Deveraux WTP BUILDINGS Water and Environmental Monthly Activities for January: - River level is remaining constant and all raw water reservoirs are full - Water Treatment Process - Operations backwashed the Granular Activated Carbon filter and have seen improvement in treated water quality(color, odor, UV dosage, better Cl2 residual) - Water Treatment Plant operations are continually optimizing filtration performance - Water treatment Plant operations hired a new operator who comes from Kamloops with a good foundation in academics and brings positive attitude to the team. Welcome Mike Linthorne. - Water treatment Plant operations purchased new Cl2 analyzer for Parkhill Reservoir which enables operators to have better quality control of the chlorine booster system and residual - Water Treatment Plant operators had extensive SAGR training for proper operation and control of the treatment process. Nelson Environmental provided the training. - Water Treatment operations has Public Works assisting in cleaning and painting all buildings pertaining to all resources (WTP, Distribution and Waste Collection) - Water Treatment Plant operations purchased a multi-purpose hand held device for more consistent testing results (temp, [DO], and pH) for SAGR operations and efficiency The water use stats for January are as follows: Bulk water sales residential January 4,991 cubic meters Bulk water sales commercial January 44,200 cubic meters Waste Water Outfall for January 2,276 cubic meters/day Regular Council with Committee of the Whole 20 Feb 2012 Page 86 of 92 Item 15.5 Report re: Public Works COW Report for January 2012 Page 3 of 5 Flows for January Water Treatment Plant Flow 57,680,690 US Gallons/218,033m3 Residential Flow Water Sales # 1 2,112m3 Commercial Flow Water Sales # 1 4,358m3 Residential Flow Water Sales # 2 1,161m3 Commercial Flow Water Sales # 2 5,768m3 Residential Flow Water Sales # 3 1,718m3 Commercial Flow Water Sales # 3 5,068m3 Enermax Flow 20,160m3 All Clean Flow 359m3 Shane Carlson – Raw Water 8,487m3 Waste Water Outfall for January 70,567m3 Main Lift Station Flow 44,366m3 Pouce Coupe Flow 7,000m3 For the month of January all distribution bacteria samples came back reported as negative. Distribution Sample(s) Collection for Total and Fecal Coliform Tests Water Distribution samples are collected twice monthly according to the B.C. Drinking Water Protection Regulation from seven locations in the city. These are under Schedule A for Water Quality Standards for Potable Water. The seven locations within our distribution system are: Alaska Hwy Booster Liberty Tax City Hall Parkhill Pumphouse Pouce Coupe Valve House Ministry of Forests Agricore United One sample of Raw Water from the WTP (2X) is also sent for analysis to allow us to monitor any contamination that may come into the Water Treatment Facility. Sample bottles and ID sheets for each location are supplied by the Health Unit. Every ID sheet must be submitted with the date and time of sampling for correct chain of custody. Sample Collection Procedure 1. Samples may be taken from reservoirs sample lines, washrooms and lunchrooms. 2. Strainers must be removed from the faucet for sampling. 3. Spray the faucet end with a mixed solution of bleach and water. 4. Let the cold water run for a minimum of 10 minutes for all locations except for Ministry of Forests and Agricore United. Let these taps run for a minimum of 15 minutes. 5. Crack open a sealed sample bottle. Do not touch any part of the bottle rim or inside rim Regular Council with Committee of the Whole 20 Feb 2012 Page 87 of 92 Item 15.5 Report re: Public Works COW Report for January 2012 Page 4 of 5 of bottle cap to anything but the flowing water. Do not rinse bottle. 6. Fill the bottle slightly above the indicator line. Seal the bottle with the cap. 7. Record the sample location, date, time and Cl2 residual on bottle and custody sheet. 8. Replace the faucet strainer and wipe up any spillage on the counter top or surrounding area. 9. Submit samples to the Health Unit after all samples are collected. Collect new bottles for next sampling date along with custody forms. In the event that a positive result is prevalent, Northern health notifies the City of Dawson Creek and we re-sample that site. To receive results it usually takes 48-72 hours. Common practice is to re-sample after a positive result and if further sampling needs to be addressed, areas within the distribution are assessed to determine (if any) where the contamination may be coming from. (i.e. recent broken water lines, tie-ins, cross connections). Watershed Steward Kiskatinaw River Watershed Project (UNBC) - met on Jan 9th in Prince George and received updates from the field researchers on their work plans indicating two planned field trips over the next few months and continued work on the land-use/watershed modeling work. The meeting also provided an opportunity to understand other research activities in the upper Kiskatinaw River being conducted by various agencies related to surveys in weather/climate, caribou habitat and groundwater characterization by staff from Forestry Lands and Natural Resource Operations. Participation by the Oil & Gas Commission was declined and concerns were relayed about the need for improved cost efficiencies, communication and ongoing coordination. A partnership with UNBC also resulted in an additional detailed hydrological study of the West Headwaters study at no additional cost to the City. Surface and Groundwater Research - undertook servicing of water quality monitoring gauge in advance of spring research. They completed the order of water quality testing equipment for hydrocarbon soil field testing, well depth level and water quality sampling instruments as well as an in-situ water level gauge at the target sampling site at One Island Lake or adjacent area. They made contact with the Council of Canadian Academies on the proposed national research program on the impacts of hydraulic fracturing and encouraging them to consider selecting the upper Kiskatinaw River as a case-study on that issue. Contact was made with representatives of OGC regarding their new disclosure process (FracFocus BC) and requesting them to customize a ‘watershed-based’ search tool to facilitate our tracking of company frac chemical reports. Stakeholder Liaison & Partnership Development - Completed technical peer review of a scientific article on increasing the resilience of rural communities to natural disturbances and climate change. Undertook a further work plan and cash-flow planning on Lower Kiskatinaw Riparian Project and agreed to undertake stakeholder consultations with communities/representative in Brassey/Reamer Creek areas and later research on fisheries, sediment surveys during spring/early summer. Had initial contact with Fraser Basin Council representative David Marshall regarding BC Health’s study on health risk assessment on oil and gas. Attended meeting of UNBC Watersheds and EcoHealth project and further scoping of issues/methods on watershed management as well as pre-planning for subsequent workshops in Vanderhoof and Dawson Creek (Fall, 2012). Organizational networking and planning for Meeting of Surface Rights Representatives of Gas Industry (Feb 22 2012) complete. The agenda Regular Council with Committee of the Whole 20 Feb 2012 Page 88 of 92 Item 15.5 Report re: Public Works COW Report for January 2012 Page 5 of 5 covering our various research, education and extension initiatives is also complete. They assisted BC Water and Waste Water Association in organizing their public workshop on Hydraulic Fracturing (March 22/23) to include participant field tour of waste-water recycling facility and waste-water treatment facilities. Reg attended a workshop on Watershed Governance (Vancouver) which provided professional development on various experiences, tools and techniques for stakeholder engagement relevant to our plans for creation of a watershed stewardship advisory mechanism. Community Awareness and Education - further input to Kiskatinaw Watershed Information Atlas (photos/videos, etc.) with targeted launch of March 21 (World Water Day). Attended and presented at the Dawson Creek Watershed Society AGM (Jan 16). We undertook training on creation of a 3-dimensional watershed model as a tool for public education (Qualicum Beach) and participated in a conference call for advance planning of Reg’s participation in the Fresh Outlook Foundation Conference Panel on Source Water Protection. Reg also attended webinars on Climate Change issues related to rural communities. STRATEGIC PRIORITIES 1. Raw Water Reservoir Design – developing request for proposal to solicit engineering design services for the project. 2. Water Awareness Program – no action at this time. 3. Sport Field Traffic Design – design options taken to Council, direction given to staff, project referred to budget consultation. 4. Sanitary Sewer Master Plan – project kickoff with KWL Engineering, requested information sent to KWL, project on track for yearend completion. 5. Transportation Plan – submitted for budget considerations, no further action at this time. Respectfully submitted, APPROVED FOR AGENDA BY CAO/DCAO ORIGINAL SIGNED BY Shawn Dahlen AScT. Deputy Director of Infrastructure & Sustainable Development SD/lh Regular Council with Committee of the Whole 20 Feb 2012 Page 89 of 92 Item 15.6 REPORT TO COMMITTEE OF THE WHOLE DATE: February 13, 2012 SUBMITTED BY: Barry Reynard Director of Community Services FOR THE MONTH OF: January 2012 DEPARTMENTAL FOCUS The aim of the Community Services Department is to contribute to the personal well being and quality of life for the citizens of Dawson Creek. REGULAR MONTHLY/SEASONAL ACTIVITIES COMPLETED THIS MONTH Memorial and Kin Arena As we near Spring, we are preparing to shut down the arenas. The proposed shut down date for Kin Arena is March 16th, 2012; this is one week later than usual due to Minor Hockey Provincials. We are planning to shut the Memorial Arena down at the end of March after the Mile 0 Figure Skating Club Carnival; however, the club has indicated they will be submitting a request to Council to keep ice at the Memorial Arena for an additional two weeks. The Annual Ice User Meeting is scheduled for April 25th at 7pm at the Kin Arena; this is an opportunity to follow up with users and discuss any concerns and review the Ice Allocation Policy. In addition, with Spring fast approaching, we are starting to prepare for Dry Floor activities as well as our summer maintenance. Upcoming dry floor events include the Archery Shoot at the end of March, the Kiwanis Trade Fair during mid-April, the Pow Wow at the beginning of July and the Annual Car Show. Kenn Borek Aquatic Centre January has been a busy month with planning. We are currently working with RFABC to host a ‘Pool Operator 1 and 2’ course. This program will be available to staff, as well as external entities providing there are vacancies. In the past, we have had groups participate such as hotel staff, other municipalities and individuals with personal pools. In March we will be focusing on building standards (Demonstrated Competency) for staff, as well as re-certifying, upgrading and training new lifeguards from our community and the region. Regular Council with Committee of the Whole 20 Feb 2012 Page 90 of 92 Item 15.6 Report re Community Services Report to Committee of the Whole Page 2 of 3 EnCana Events Centre Walking Track It is the time of year when many participants walk inside due to the cold and icy conditions. Our clientele encompasses a wide variety of individuals including seniors, working adults, new moms and teenagers, all with the same goal in mind; to stay active and fit. The Trek to the South Pole Community Challenge has been implemented and we have a variety of patrons involved. If you have not signed up already, register today and join all the fun! The track is open Monday to Friday from 9:00am – 8:30pm, except around events (or stat holidays). We recommend that customers call the pool to get the most updated information. Maintenance Regular maintenance activities on HVAC, plumbing, electrical equipment and fixtures continue. Due to the unusually warm winter, we have had an opportunity to focus on more preventative measures as opposed to our usual reactive winter maintenance program. Having said that, in late January we did have a water line freeze in an electrical room in the Lakota Centre. Fortunately, due to a quick response and coordination with Global staff, we were able to minimize damage and prevent an insurance claim. In other areas, one of our key focuses for 2012 is air quality in our buildings. To date we have already completed some general testing in the Library and the Mechanic Shop; these tests analyze particulates in the air, such as mold or dust that may result in allergic or other adverse conditions. In both cases, tests have shown no immediate concerns. The next building to be tested will be City Hall and is scheduled for the last week of February. Recreation Department The start-up of regular Winter 2012 programs occurred in early January. These included Adult Co-ed and Ladies Volleyball leagues, Learn to Skate programs, Minor Volleyball, Drop-in Ladies Hockey, Co-ed Soccer and Volleyball. The department attempted to implement a new “Intro to Hockey” program for youth aged 5-10 years on Thursday evenings starting in January. Unfortunately, after the first free sessions, there was not enough interest to continue with the remaining three sessions as a minimum of ten (10) registrations were required. Full hockey gear was a requirement for participation in this program; we feel this may have been a challenge and resulted in low registration numbers. The department will plan similar programs in the late fall to introduce youth to the sport of hockey in connection with hosting the Under 18 National Women's Hockey Championships from November 7-11, 2012. Recreation staff began preparations for the Spring 2012 Community Leisure Guide. Submissions included programming, photos, graphic design and layouts. Program registration for Spring 2012 will open up to the public on Friday, March 9, 2012. Licensed Childcare was offered for the Non-Instructional Day on January 16, 2012. Some of the highlights of the program were indoor activities including mosaic’s craft and group games of Stealthy Thieves, Cross the Creek and Toss-up. Due to weather conditions, the scheduled field trip to the O’Brien gymnasium had to be re-scheduled. Regular Council with Committee of the Whole 20 Feb 2012 Page 91 of 92 Item 15.6 Report re Community Services Report to Committee of the Whole Page 3 of 3 Parks Department Flooding of the speed skating oval continued and use was enjoyed by the speed skating club as well as the general public. Two outdoor rinks were started and it is expected that they will be ready for use by early February. The planning for 2012 annual beds and containers has been completed. Planning for the reclamation project at the Pioneer Village beds has also started. Parks crews salted and cleared snow from over 25 km of sidewalks and 4.5 kms of trail, as well as seven City facility parking lots and three downtown parking lots were plowed. Bus shelters and benches were maintained and kept clear of snow and ice. Regular pickup and disposal of waste from baskets in the downtown core was completed as well as regular pickup of recyclable materials from six City facilities. Staff performed 4 interments in January. SPECIAL EVENTS/ACTIVITIES Seniors Tea on Wednesdays continues to be well received. January’s guest speakers were Erin Oliver and Barry Reynard from the Community Services Department. Recreation staff prepared for a regular monthly Host Committee Directorate’s meeting that was scheduled on Thursday, January 12, 2012 for planning and preparation of the Under 18 National Women's Hockey Championships November 7-11, 2012. The Community Clean Up Campaign will continue to be a key focus for recreation staff in the coming months. Clean Up Day is tentatively scheduled for Saturday, May 5, 2012 with an alternate date of May 12, 2012. The first Community Clean Up group committee meeting is scheduled to take place on Wednesday, February 22, 2012. The department had one birthday party booking for the month of January, 2012. PUBLIC SERVED Kenn Borek Aquatic Centre – January attendance was 8,938 for the Aquatic Centre. This brings us to a grand total of 492,140 pool participants since we opened in September of 2007. Walking track - 1,359 participants during the Month of January. Climbing Wall - 143 participants during the Month of January. BUDGET IMPLICATIONS At present time there are no budget implications. Respectfully submitted, APPROVED FOR AGENDA BY CAO/DCAO ORIGINAL SIGNED BY Barry Reynard Director of Community Services Regular Council with Committee of the Whole 20 Feb 2012 Page 92 of 92