Regular Council Meeting - March 3, 2020 - Page 1 of 158

REGULAR MEETING OF THE COUNCIL OF THE VILLAGE OF LIONS BAY HELD ON TUESDAY, MARCH 3, 2020 at 7:00 PM COUNCIL CHAMBERS, 400 CENTRE ROAD, LIONS BAY

AGENDA

1. Call to Order

2. Adoption of Agenda

3. A. Public Participation (2 minutes per person totalling 10 minutes maximum)

B. Opportunity for persons who consider they are affected by

i. Inter-municipal TNS Business Licence Agreement Bylaw No.572, 2020 and ii. Inter-municipal TNS Business Licence Bylaw No.573, 2020

to make representations to Council.

4. Public Delegation Requests Accepted by Agenda Deadline (10 minutes maximum) A. C. Bradbury – Cell Tower (Page 5)

5. Review & Approval of Minutes of Prior Meetings A. Regular Council Meeting – February 18, 2020 (Page 7) THAT the Regular Council Meeting Minutes of February 18, 2020 be approved as circulated.

6. Business Arising from the Minutes

7. Unfinished Business A. Follow-Up Action Items from Previous Meetings

# Meeting Date Description of Action Item Person Responsible 104 September 17, 2019 G2: Letter from Minister of Public Safety re. Mayor McLaughlin Speeding on Sea to sky – Mayor McLaughlin following up with Mayor of Squamish and RCMP. 107 January 14, 2020 Post Request for Expressions of Interest for CAO DeJong the 2 vacancies on CSMTFA Committee – Expressions of Interest to be provided at the Regular Council Meeting - March 3, 2020 - Page 2 of 158 Agenda – Regular Meeting of Council – March 3, 2020 Village of Lions Bay Page 2 of 4

Feb 18 Council meeting for consideration 110 January 28, 2020 Volunteer Week Update by end of February Councillor Cunliffe 2020 112 February 18, 2020 G2: MP Patrick Weiler - Draft Science Mayor McLaughlin Assessment of Plastic Pollution – Mayor McLaughlin to publicize the link for submission of public comments 113 February 18, 2020 R2: Gillian Smith - Noise Reduction Mayor McLaughlin Pavement – Mayor McLaughlin to respond

B. Invitation to UNESCO and Idries Shah Foundation “World Tales” Short Story Competition (Tabled) (Page 19) THAT Council choose one of the three options as outlined in the report.

8. Reports A. Staff i. CFO: Council Remuneration (Page 25) THAT the report “Council Remuneration” be received for information purposes.

ii. CFO: 2020 Preliminary Budget (Page 31) THAT the report “2020 Preliminary Budget” be received for information purposes.

iii. Council Resolution for UBCM EOC Grant (Page 55) THAT an application be submitted under the UBCM Community Emergency Preparedness Fund for an Emergency Operations Centre (EOC) stream grant for the purpose of funding the purchase of new equipment and technology assets to support and enhance the operation of an Emergency Operations Centre within the Village when required. Support for this project and overall grant management will be provided by the Village of Lions Bay.

iv. Curly Stewart Memorial Trust Fund Award Committee Terms of Reference (Page 63) THAT the amended Curly Stewart Memorial Trust Fund Award Committee Terms of Reference be adopted.

v. PWM: 3 PRV Station Project Engineering Services (Page 69) (1) THAT Council award the 3 PRV Station Project Engineering Services to ISL Engineering and Land Services Limited in the amount of $66,405.00; and (2) THAT Council authorize the Mayor and Corporate Officer to execute contract documents substantially in the form attached. Regular Council Meeting - March 3, 2020 - Page 3 of 158 Agenda – Regular Meeting of Council – March 3, 2020 Village of Lions Bay Page 3 of 4

B. Mayor – None C. Council – None D. Committees – None E. Emergency Services – None

9. Resolutions

10. Bylaws A. Inter-municipal TNS Business Licence Agreement Bylaw No.572, 2020 (Page 95) THAT Inter-municipal TNS Business Licence Agreement Bylaw No.572, 2020 be introduced and given three readings; and

THAT persons who consider they are affected by Bylaws 572 and 573 be given an opportunity to make representations to Council during the Public Participation and Public Questions and Comments portions of the Council meeting on March 3 and during the Public Participation portion on March 17, 2020, prior to consideration of adoption of the bylaws by Council.

B. Inter-municipal TNS Business Licence Bylaw No.573, 2020 THAT Inter-municipal TNS Business Licence Bylaw No.573, 2020 be introduced and given three readings; and

THAT persons who consider they are affected by Bylaws 572 and 573 be given an opportunity to make representations to Council during the Public Participation and Public Questions and Comments portions of the Council meeting on March 3 and during the Public Participation portion on March 17, 2020, prior to consideration of adoption of the bylaws by Council.

11. Correspondence A. List of Correspondence to February 27, 2020 (Page 133) THAT the following actions be taken with respect to the correspondence:

12. New Business

A. Public Questions & Comments (2 minutes on any topic discussed in this meeting)

B. Opportunity for persons who consider they are affected by

i. Inter-municipal TNS Business Licence Agreement Bylaw No.572, 2020 and ii. Inter-municipal TNS Business Licence Bylaw No.573, 2020

to make representations to Council. Regular Council Meeting - March 3, 2020 - Page 4 of 158 Agenda – Regular Meeting of Council – March 3, 2020 Village of Lions Bay Page 4 of 4

13. Closed Council Meeting Proposed topics for discussion in the absence of the public: A. Citizen of the Year and Citizen of Distinction Awards B. 2020 Preliminary Budget THAT the Council considers that disclosure could reasonably be expected to harm the interests of the municipality if discussion regarding the acquisition, disposition or expropriation of land or improvements is held in open meeting.

C. Observations from the February ESS Monthly Meeting

THAT the meeting be closed to the public on the basis of matters to be considered under the following sections of the Community Charter: 90 (1) A part of a council meeting may be closed to the public if the subject matter being considered relates to or is one or more of the following: a) personal information about an identifiable individual who holds or is being considered for a position as an officer, employee or agent of the municipality or another position appointed by the municipality; b) personal information about an identifiable individual who is being considered for a municipal award or honour, or who has offered to provide a gift to the municipality on condition of anonymity; e) the acquisition, disposition or expropriation of land or improvements, if the council considers that disclosure could reasonably be expected to harm the interests of the municipality; n) the consideration of whether a council meeting should be closed under a provision of this subsection or subsection (2).

Council does not anticipate reconvening the open meeting for any purpose other than to adjourn the meeting generally and report out if applicable. [OR] Council anticipates reconvening the open meeting to discuss the following item(s):

14. Reporting Out from Closed Portion of Meeting

15. Adjournment Regular Council Meeting - March 3, 2020 - Page 5 of 158 Regular Council Meeting - March 3, 2020 - Page 6 of 158

Regular Council Meeting - March 3, 2020 - Page 7 of 158

REGULAR MEETING OF THE COUNCIL OF THE VILLAGE OF LIONS BAY HELD ON TUESDAY, FEBRUARY 18, 2020 at 7:00 PM COUNCIL CHAMBERS, 400 CENTRE ROAD, LIONS BAY

MINUTES

In Attendance:

Council: Mayor Ron McLaughlin Councillor Neville Abbott Councillor Fred Bain Councillor Norm Barmeier Councillor Jaime Cunliffe

Staff: Chief Financial Officer and Acting Chief Administrative Officer Pamela Rooke Public Works Manager Nai Jaffer Municipal Coordinator Karla Duarte Recording Secretary Carol Lee

Delegations: 1 Public: 1

1. Call to Order Mayor McLaughlin called the meeting to order at 7:03 p.m.

2. Adoption of Agenda Moved/Seconded THAT: (1) The agenda be varied to consider Correspondence – Item R1 following Item 5; (2) The agenda be varied to consider Item 4 – Public Delegation Requests Accepted by Agenda Deadline prior to Item 3; (3) Item 8vii – Fire Hydrant Maintenance Program be added; and (4) The agenda be adopted, as amended. CARRIED

Agenda Varied In accordance with Item 2, the agenda was varied to consider – Item 4 – Public Delegation Requests Accepted by Agenda Deadline prior to item 3. Regular Council Meeting - March 3, 2020 - Page 8 of 158 Minutes – Regular Council Meeting – February 18, 2020 Village of Lions Bay Page 2 of 12

4. Public Delegation Requests Accepted by Agenda Deadline (10 minutes maximum) A. 2020 Municipal Grant Presentations Tony Cox reviewed the activities of the Lions Bay Historical Society and noted that two booklets have been created at a cost of $3,000 each. Profits from the sale of the booklets and other Lions Bay Historical Society activities are utilized to provide contributions to the Village.

Mr. Cox reported that some of the 2020 municipal grant funds would be used to create a picture to commemorate the 50th anniversary of the Village.

Council expressed gratitude for the Lions Bay Historical Society’s contributions to the Village.

Louis Peterson distributed and reviewed a summary of the creation of the Lions Bay Seniors Social Circle (LBSCC). Dr. Peterson advised that he is seeking a successor for the position of LBSCC Chair and that consideration is being given to a name change to signal greater inclusivity.

Discussion ensued on growth in several of the activities organized by LBSCC.

Council expressed gratitude for the leadership provided by Dr. Peterson.

Moved/Seconded THAT the report “2020 Municipal Grant Applications” be received for information purposes. CARRIED

Audio: 00:29

Agenda Varied The order of the agenda was resumed.

3. Public Participation (2 minutes per person totalling 10 minutes maximum) A. Bernadette Riedijk Ms. Riedijk expressed concern about the construction of the 5G cell tower due to health and safety issues related to exposure to radio frequency radiation and the anticipated devaluation of the properties in the vicinity of a cell tower.

Audio: 00:35

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Agenda Varied In accordance with Item 2, the agenda was varied to consider Correspondence – Item R1 at this time.

11. Correspondence

Change in Chair Mayor McLaughlin declared that he is an “affected neighbour”, relinquished the Chair and departed the meeting at 7:33 p.m. Councillor Abbott assumed the Chair.

Moved/Seconded THAT the motion regarding Tree Application #98 passed at the January 14, 2020 Council meeting be reconsidered.

CARRIED OPPOSED: CLR. BARMEIER ABSENT: MAYOR McLAUGHLIN

Discussion ensued on: • The minutes of the February 12, 2020 Tree Committee meeting indicate that it stands by its original recommendation • The Tree Committee’s recommendation was based on an estimate of the previous topped height of the trees • Concern that the January 14, 2020 decision did not consider the perspectives of both affected property owners • The need for Council to respect and support the work done by the Tree Committee • Suggestion that Council hear the opinions of all affected neighbours before making a decision on Tree Application #98.

Moved/Seconded THAT: (1) THAT as requested, the applicant for tree application #98: 385 Oceanview Road is permitted to trim and level off the four (4) firs mentioned in the application. The trim line should be no further than the second wire down, the top wire being number one. The applicant must clean up and remove all associated debris; and (2) THAT the dogwood mentioned in the application should be removed. Topping is not permitted. The applicant must clean up and remove all associated debris. CARRIED ABSENT: MAYOR McLAUGHLIN

Audio: 00:56 Regular Council Meeting - March 3, 2020 - Page 10 of 158 Minutes – Regular Council Meeting – February 18, 2020 Village of Lions Bay Page 4 of 12

Change in Chair Mayor McLaughlin returned to the meeting at 7:56 p.m. and reassumed the Chair.

Agenda Varied The order of the agenda was resumed.

4. Review & Approval of Minutes of Prior Meetings A. Regular Council Meeting – February 4, 2020

Moved/Seconded THAT the Regular Council Meeting Minutes of February 4, 2020 be approved as circulated. CARRIED

Audio: 00:57

5. Business Arising from the Minutes Councillor Abbott requested that PWM Jaffer develop a key plan to be included in the Village Update to inform residents of the realignment of the road that will be required for the Bayview Drainage and Water Improvement Project (DWIP).

Audio: 01:00

6. Unfinished Business A. Follow-Up Action Items from Previous Meetings

# Meeting Date Description of Action Item Action 104 September 17, 2019 G2: Letter from Minister of Public Safety re. Mayor McLaughlin Speeding on Sea to Sky – Mayor McLaughlin following up with Mayor of Squamish and RCMP 107 January 14, 2020 Post Request for Expressions of Interest for CAO DeJong the 2 vacancies on CSMTFA Committee. Any Expressions of Interest received will be provided at the February 18, 2020 Council meeting for consideration 110 January 28, 2020 Volunteer Week Update by end of February Councillor Cunliffe 2020 111 February 4, 2020 G6: Sunshine Coast Bear Alliance Request – Completed PWM Jaffer to forward to the Lions Bay Bear Smart Committee and enquire if they wish to respond Regular Council Meeting - March 3, 2020 - Page 11 of 158 Minutes – Regular Council Meeting – February 18, 2020 Village of Lions Bay Page 5 of 12

Audio: 01:02

7. Reports A. Staff i. CFO: 2020 Municipal Grants CFO Rooke referenced the report that was provided with the agenda material and noted a revised grant had been submitted by the Lions Bay Historical Society.

Discussion ensued on the need to acknowledge the funds generated by the Lions Bay Events Committee and the significant contribution it makes to the Village.

Moved/Seconded THAT Council approve the 2020 Lions Bay Historical Society’s Municipal Grant. CARRIED

Audio: 01:05

ii. CFO: 2020 Preliminary Budget CFO Rooke referenced the reports that were provided with the agenda material and noted: • The Supplementals are not included in the preliminary budget • A refined budget will be presented at the March 3, 2020 Council meeting.

Discussion ensued on: • The expectation that the installation of an electric vehicle (EV) charging station will proceed only if it is fully funded by a grant: o $20,000 to be included as a Supplemental Request for the Village contribution to the EV charging station as currently grants only cover 75% of the cost • $5,000 to be included as a Supplemental Request for Climate Committee projects • The Small Community Grant is an unconditional grant provided by the Province • Expectation that the PW maintenance budget may need to be increased when updated quotes are received to upgrade the three railway crossings for public safety • Supplemental Request for one extra eight-hour day of bylaw enforcement during the summer: o The Public Works Department currently issues tickets typically in response to complaints • Request for information on the insurable life of the fire trucks and the replacement cost • Suggestion that Council consider the request to add two means of egress from the back of the fire hall as it is a safety issue Regular Council Meeting - March 3, 2020 - Page 12 of 158 Minutes – Regular Council Meeting – February 18, 2020 Village of Lions Bay Page 6 of 12

• Request that a 10% infrastructure levy and a 3% operational increase be included in the 2020 budget to be presented at the March 3, 2020 Council meeting • The Supplemental Requests will be funded from reserves/surplus • Request that the CFO provide the per household dollar impact of the tax increase.

Moved/Seconded THAT the report “2020 Preliminary Budget” be received for information purposes. CARRIED

Audio: 01:55

iii. CFO: Accounts Payable Cheque Listing PWM Jaffer and CFO Rooke responded to questions from Council.

Discussion ensued on: • The nature of the purchases charged to the credit card • The refund of property taxes

Moved/Seconded THAT the report “Accounts Payable Cheque Listing” be received for information purposes. CARRIED

Audio: 02:03

iv. PWM: Kelvin Grove WWTP Engineering and SCADA PWM Jaffer referenced the report provided with the agenda material detailing the costs for project management for the Kelvin Grove WWTP, hardware upgrades and SCADA configuration.

Discussion ensued on: • The project management contract is a sole source procurement • Confirmation that the EHD Consulting Ltd. contract has a maximum upset price.

Moved/Seconded THAT: (1) Council award the project management and contract administration for the replacement of the Kelvin Grove wastewater treatment plant to EHD Consulting Ltd. in the amount of $58,200.00 plus taxes; (2) The CFO and Mayor be authorized to execute contract documents in substantially the form attached; and Regular Council Meeting - March 3, 2020 - Page 13 of 158 Minutes – Regular Council Meeting – February 18, 2020 Village of Lions Bay Page 7 of 12

(3) The CFO be directed to add an additional $8,000.00 to the budget for the Kelvin Grove Wastewater Treatment Plant replacement to cover the costs of hardware upgrades and SCADA configuration required at the Works Yard. CARRIED

Audio: 02:08

v. CAO: Invitation to UNESCO and Idries Shah Foundation “World Tales” Short Story Competition Acting CAO Rooke referenced the report provided with the agenda material and noted the May 15, 2020 deadline to select the winner.

Discussion ensued on: • The need to pursue the opportunity in the interest of young writers in the Village • Agreement to announce the competition in the February 28, 2020 edition of the Village Update • Request that Councillors submit names of members for a Steering Committee to judge the entries • The report be brought back to the March 3, 2020 Council meeting for further discussion.

Moved/Seconded THAT Council receive the report “Invitation to UNESCO and Idries Shah Foundation ‘World Tales’ Short Story Competition”. CARRIED

Audio: 02:17

vi. PWM: Kelvin Grove Wastewater Treatment Plant Replacement Award PWM Jaffer reported that the Kelvin Grove Wastewater Treatment Plant 2019 Annual Report was submitted to the Ministry of Environment and Climate Change Strategy by the January 31, 2020 deadline.

Discussion ensued on: • The reason for the non-compliance events during 2019 • The risk posed by the shortage of qualified operators: Staff are accumulating the hours required to obtain the required certification and it is anticipated another member will become certified in 2020. Moved/Seconded THAT the “Kelvin Grove Wastewater Treatment Plant Annual Report for 2019” be received for information. CARRIED Regular Council Meeting - March 3, 2020 - Page 14 of 158 Minutes – Regular Council Meeting – February 18, 2020 Village of Lions Bay Page 8 of 12

Audio: 02:23

vii. PWM: Fire Hydrant Maintenance Program

PWM Jaffer reported that one to two fire hydrants can be serviced by the Public Works Department per day and all 78 hydrants will be serviced during the year.

Audio: 02:25

B. Mayor Mayor McLaughlin reported on: • February 22, 2020 Metro Vancouver Council of Council meeting • Decision to defer the declaration of a climate emergency • Statistics on resident interest in the Village Update • Availability of ride-sharing services to Lions Bay.

Audio: 02:28

C. Council Councillor Barmeier reported that a meeting is scheduled for February 21, 2020 to initiate the site plan and layout for the EV charging station.

Audio: 02:33

D. Committees I: Infrastructure Committee – Oceanview Road Drainage Study Councillor Bain referenced the report provided with the agenda material and noted the recommendation of the Infrastructure Committee to include funding in the 2020 budget to address the Oceanview Road drainage issues.

Discussion ensued on: • Potential sources of funding to address the drainage issues • Suggestion to include only engineering costs in the 2020 supplemental budget requests to be reviewed at the March 3 Council meeting • Suggestion to undertake engineering when there is a decision to proceed with the project.

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Moved/Seconded THAT: (1) Council receive the IC Report regarding the Oceanview Road Drainage Study for information purposes; and (2) Council consider the IC recommendation for remediation of the Oceanview Road drainage issues during the 2020 Budget process. CARRIED

Audio: 02:38 ii. Trees, Views and Landscapes Committee – Tree Application #100: 315 Bayview Road

Moved/Seconded THAT: (1) The applicant of Tree Application #100: 315 Bayview Road be permitted to remove the trees on municipal land completely. If any of the trees are on the neighbour’s property, they must seek approval from them. The applicant must clean up and remove all associated debris; and; and (2) No planting is required. The slope has a mixture of natural and planted hearty vegetation. CARRIED

Audio: 02:40

E. Emergency Services None

8. Resolutions None

9. Bylaws A. Secondary Suite Surcharge Bylaw No. 513, 2017, Amendment Bylaw No. 571, 2020 – Adoption

Moved/Seconded THAT Secondary Suite Surcharge Bylaw No. 513, 2017, Amendment Bylaw No. 571, 2020 be adopted CARRIED

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B. Water Rates and Regulations Bylaw No. 2, 1971, Amendment Bylaw No. 568, 2020 – Adoption

Moved/Seconded THAT Water Rates and Regulations Bylaw No. 2, 1971, Amendment Bylaw No. 568, 2020 be adopted. CARRIED

C. Sewer User Rates Bylaw No. 122, 1984, Amendment Bylaw No. 569, 2020 – Adoption

Moved/Seconded THAT Sewer User Rates Bylaw No. 122, 1984, Amendment Bylaw No. 569, 2020 be adopted. CARRIED

D. Garbage and Recycling Collection Bylaw No. 455, 2013, Amendment Bylaw No. 570, 2020 – Adoption

Moved/Seconded THAT Garbage and Recycling Collection Bylaw No. 455, 2013, Amendment Bylaw No. 570, 2020 be adopted CARRIED

Audio: 02:42

10. Correspondence (Continued) A. List of Correspondence to February 13, 2020

Moved/Seconded THAT the following actions be taken with respect to the correspondence: • G1: 2020 Spring Mayor's Caucus & LMLGA Conference – Mayor McLaughlin to attend, subject to Council approval • G2: MP Patrick Weiler - Draft Science Assessment of Plastic Pollution – Mayor McLaughlin to publicize the link for submission of public comments • G3: Request for Support for Pharmacare Program – Received • R1: Charlie Bradbury - Appeal to Tree Cutting Application #98: 385 Oceanview Road) – Completed • R2: Gillian Smith - Noise Reduction Pavement – Mayor McLaughlin to respond • R3: Rose Dudley - Dog Bags and Collection (Response) – Received.

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Moved/Seconded THAT Council: (1) Council approve the expenses for Mayor McLaughlin to attend the Spring 2020 Mayors’ Caucus and the Lower Mainland Local Government Association from May 5 to 8, 2020; and (2) Request Mayor McLaughlin to report back to Council on the benefits. CARRIED

Audio: 02:53

11. New Business None

12. Public Questions & Comments (2 minutes on any topic discussed in this meeting) None

13. Closed Council Meeting Proposed topics for discussion in the absence of the public: A. Curly Stewart Memorial Trust Fund Award Committee B. Municipal Trees.

Moved/Seconded THAT the meeting be closed to the public on the basis of matters to be considered under the following sections of the Community Charter: 90(1) A part of a council meeting may be closed to the public if the subject matter being considered relates to or is one or more of the following: a) personal information about an identifiable individual who holds or is being considered for a position as an officer, employee or agent of the municipality or another position appointed by the municipality; g) litigation or potential litigation affecting the municipality; n) the consideration of whether a council meeting should be closed under a provision of this subsection or subsection (2). CARRIED

Mayor McLaughlin advised that Council does not anticipate reconvening the open meeting for any purpose other than to adjourn the meeting generally and report out if applicable.

At 9:55 p.m. the meeting was extended until 10:30 p.m.

The meeting was closed to the public at 9:55 p.m.

Regular Council Meeting - March 3, 2020 - Page 18 of 158 Minutes – Regular Council Meeting – February 18, 2020 Village of Lions Bay Page 12 of 12

The meeting was reopened to the public at 10:06 p.m.

14. Reporting Out from Closed Portion of Meeting Mayor McLaughlin reported that during the Closed portion of the meeting, Council appointed Kit McLean to the Curly Stewart Memorial Trust Fund Award Committee for a two-year term.

15. Adjournment Moved/Seconded THAT the meeting be adjourned. CARRIED

The meeting was adjourned at 10:07 p.m.

______Mayor Corporate Officer

Date Approved by Council:

Regular Council Meeting - March 3, 2020 - Page 19 of 158

Type Request for Decision Invitation to UNESCO and Idries Shah Foundation “World Tales” Short Story Title Competition Author Shawna Driscoll Reviewed By: Peter DeJong Date February 10, 2020 Version Issued for February 18, 2020 Regular Council Meeting

Recommendation:

(1) THAT Council receive the report “Invitation to UNESCO and Idries Shah Foundation ‘World Tales’ Short Story Competition”; and (2) THAT Council choose one of the three options as outlined in the report.

Attachments:

(1) Email invitation to the UNESCO and Idries Shah Foundation “World Tales” Short Story Competition

Key Information:

CAO DeJong received an email invitation inviting members of the Coalition of Inclusive Municipalities, of which Lions Bay is a member, to take part in the “World Tales” Short Story Competition organized by UNESCO together with the Idries Shah Foundation and the International Coalition of Inclusive and Sustainable Cities (ICCAR). Teenagers from all over the world are invited to write a short story presenting their visions, hopes and worries for the future, as well as their meaningful insights on anti-racism, discrimination, human rights, peace, solidarity, tolerance and social inclusion for a chance at winning gold, silver or bronze. The authors of winning entries will be invited to attend a high-level conference and award ceremony in September at UNESCO Headquarters in Paris (France), to be published in a special edition book and more.

UNESCO is asking municipalities to participate in this initiative, and if they choose to, to receive the letters from teenagers and select one entry that will champion the community.

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Unfortunately, staff is unable to oversee participating in this initiative and wish to invite Council to partake as judges if they are interested. Entries must be sent to the municipality by April 30, 2020 and the lead entry chosen by Council must be submitted to them by midnight on May 15, 2020.

Please see the attached email for full details on this initiative.

Options:

(1) Do nothing

(2) Council to judge the short stories and select one winner to champion the community by May 15, 2020;

(3) Defer the initiative to another committee to partake in judging.

Preferred Option: Any of the above options.

Follow Up Action and Communication Plan: If Council chooses to proceed, the Village Office will post the information in the Village Update advising the teenagers to send their letters to Council and will post the competition on Village Notice Boards.

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From: Koffi, Daly [mailto:[email protected]] Sent: Thursday, February 6, 2020 1:30 PM To: Peter DeJong Subject: Invitation to UNESCO and Idries Shah Foundation "World Tales" Short Story Competition

Dear Peter DeJong, Chief Administrative Officer, Lions Bay

Dear members of the Coalition of Inclusive Municipalities,

We are pleased to invite the Coalition of Inclusive Municipalities to take part in the “World Tales” Short Story Competition organized by UNESCO together with the Idries Shah Foundation and the International Coalition of Inclusive and Sustainable Cities (ICCAR).

Human rights violations, increased racism and discrimination, climate change, and conflicts, are among many threats to our present and future. In the face of adversity, creative young women and men need to be encouraged to find innovative solutions.

With the aim to foster the imagination, resourcefulness and ingenuity of youth, UNESCO and the Idries Shah Foundation have launched the World Tales Competition to invite teenagers from all over the world to write about challenges of today and tomorrow in the format of a short story.

The theme of this 2020 First Edition is: “Once upon a time in my future”.

Storytelling can be an empowerment for young engaged citizens as it helps break down social barriers and invites others to overcome prejudice.

Who better than teenagers to share their unique perspectives on the world and to reflect on the future of humankind? Will societies of tomorrow respect human rights, human dignity and Regular Council Meeting - March 3, 2020 - Page 22 of 158

gender equality, peace and non-violence; abide by the values of justice, democracy, respect for diversity and international solidarity?

Cities play an important role in the achievement of the Sustainable Development Goals (SDG). As hubs for ideas, they contribute to improving social inclusion and offering better livelihoods. With this Competition, UNESCO and the Idries Shah Foundation seek to support cities in their pledge to Leave No One Behind, contained in the 2030 Agenda. Sustainable Development Goals (SDG) and the commitment to Leave No One Behind. The meeting of the Global Steering Committee of the Coalition that recently took place on 30 October 2019 at UNESCO Headquarters further stressed the crucial need to support youth empowerment and provide a platform for their voices. It is a necessary step to ensure that they can become engaged actors of change in favor of inclusive and sustainable cities.

In the light of the above, this Competition will be the opportunity for all participating teenagers to present their visions, hopes and worries for the future, as well as their meaningful insights on anti-racism, discrimination, human rights, peace, solidarity, tolerance and social inclusion. We hope that this will constitute an invaluable contribution to the discussions and efforts of ICCAR.

Accepted entries to the Competition will be expected to respect the below criteria, among others: • Be short stories of 250 to 500 words; • Be typed in English or French using Arial 12-point Regular font; • Be original unpublished works of fiction; • Reflect on the potential for future societies to be fair, inclusive, peaceful, resilient, sustainable and/or tolerant.

Hence, for all these reasons, UNESCO counts on your active participation in this creative initiative. Should you agree that your city join the Competition, we kindly ask you to:

1. Meaningfully mobilize youth in your city, including young women, young migrants and refugees, young indigenous, disabled and disadvantaged young people as well as youth from the LGBTQ2+ community ;

2. Receive their entries on a city hall email address of your choice by 30 April 2020 at midnight (CET). We kindly ask you to choose the email address and share it with your constituents by 30 January 2020 at the latest;

3. Among all received contributions, select one entry that will champion your city. This choice will be made according to your discretion, but entries should be judged primarily for their creativity, originality, imagination and relevance to the theme;

4. Submit this one entry to the lead city of your regional or national Coalition by 15 May 2020 at midnight (CET). It should be in a Word or PDF document. Please write “UNESCO Regular Council Meeting - March 3, 2020 - Page 23 of 158

& ISF World Tales Competition” in the subject line of the email, and clearly write in the body of the email: · The title of the short-story; · The word count; · The name and birth date of the young writer; · The name and contact information of the teacher supervisor (if any) and of the legal guardian (both email address and phone number); · The name and contact information of the ICCAR focal point in your city who is responsible for this Competition (both email address and phone number); · The ICCAR city and country.

Three Laureates — Gold, Silver and Bronze — will be selected from each of the seven national and regional Coalitions forming ICCAR. All 21 names will be announced on 30 June 2020.

The seven Gold winning laureates will be invited to attend a high-level conference and Award ceremony on 21 September 2020 at UNESCO Headquarters in Paris (France).

The Idries Shah Foundation will publish the work of the 21 laureates in a special edition hardcover book. It will feature all winning short stories and honorable mentions, and will be made available in ePub format.

All winning laureates will receive a copy of the book, and a personalized certificate.

Schools and cities of the 21 laureates will receive copies of the book. Home cities of the 7 Gold winning laureates will also receive a set of children’s books of the Idries Shah Foundation for their city hall and public libraries.

For more information on the regulations and submission details of this Competition, please see the attached terms and conditions at the attention of the young participants.

Should you have any further query, I kindly invite you to contact my colleagues Garance Sarlat and Juliette Dequaire by email at [email protected] or by phone +33 (0)1 45 68 20 81 or +33 (0)1 45 68 14 93.

We look forward to your participation in this project and to reading the inventive entries of your young citizens.

Yours sincerely,

Regular Council Meeting - March 3, 2020 - Page 24 of 158

Regular Council Meeting - March 3, 2020 - Page 25 of 158

Type Information Report Title Council Remuneration Author Pamela Rooke Reviewed By: Peter De Jong Date February 27, 2020 Version - Issued for March 3, 2020 Regular Council Meeting

RECOMMENDATION THAT the report “Council Remuneration” be received for information purposes.

ATTACHMENTS 1. Council Remuneration Bylaw No. 552, 2018

KEY INFORMATION On October 2, 2018, Council adopted the Council Remuneration Bylaw No. 522, 2018. The bylaw states that “Council remuneration increases shall be made annually effective the first day of January and shall be based on the percentage the BC Consumer Price Index (CPI) increased over the previous calendar year”. Based upon the 2020 BC CPI index, Council should receive a 2.34% remuneration increase retroactive to January 1, 2020.

FINANCIAL IMPLICATIONS The Mayor is currently paid $16,129.26 annually. The 2020 annual salary would be $16,506.68, an increase of $377.42. The Councillors are currently paid $8,064.63 annually. The 2020 annual salary would be $8,253.34, an increase of $188.71. These salaries have been included in the 2020 annual budget.

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FOLLOW UP ACTION Staff will implement the remuneration increase retroactive to January 1, 2020 to be paid on the March 27, 2020 pay.

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Regular Council Meeting - March 3, 2020 - Page 31 of 158

Type Report to Council Title 2020 Preliminary Budget Author Pamela Rooke Reviewed By: Peter DeJong Date February 27, 2020 Version Issued for March 3, 2020 Regular Council Meeting

RECOMMENDATION THAT the report “2020 Preliminary Budget” be received for information purposes.

ATTACHMENTS 1. 2020 Preliminary Budget 2. Preliminary Capital and Supplemental Operating Requests 3. IMP Capital Project List

KEY INFORMATION At the February 18, 2020 Council meeting, staff presented a third draft of the 2020 budget. Council directed staff to include a 3% tax increase and a 10% infrastructure levy on the updated tax amount in the fourth draft of the 2020 budget. The attached preliminary budget has been updated with this tax increase along with some other minor adjustments and includes an updated list of capital and supplementary requests. The Infrastructure Master Plan (IMP) capital project list is also attached. It provides an update of the status of the IMP projects, identifies the projects that could qualify for grant funding and the projects that are eligible for MFA borrowing (per Loan Authorization Bylaw No. 508, 2016). The purpose of this draft is to continue discussion on the 2020 budget and provide an opportunity for Council and staff to review the summary of proposed capital projects covering the period 2020-2024.

Regular Council Meeting - March 3, 2020 - Page 32 of 158

FOLLOW UP ACTION Staff will be available to respond to any questions at the March 3, 2020 Council meeting. The draft budget will be reviewed for a final time at the March 17, 2020 meeting at which time Council will determine the supplemental capital and operating expenses to be included in the budget and finalize the 2020 tax rate. Staff will present the 2020-2024 Five Year Financial Plan Bylaw at the April 7, 2020 Council meeting for first and second reading.

Regular Council Meeting - March 3, 2020 - Page 33 of 158

The Village of Lions Bay Preliminary Consolidated Operating Budget 2020

2019 Budget 2020 Budget Change % Revenues Taxation 1,550,775 1,593,541 42,766 2.8% Infrastructure Levy 144,658 153,464 8,806 6.1% Utility Fees and Rates 1,138,127 1,191,782 53,655 4.7% Fees, Licenses and Permits 177,723 206,629 28,906 16.3% Grants 2,413,179 670,855 (1,742,324) -72.2% Loan Proceeds 380,000 600,000 220,000 57.9% Net Land Sales 2,353,539 500,000 (1,853,539) -78.8% Other Revenue 118,751 114,531 (4,220) -3.6% 8,276,752 5,030,802 (3,245,950) -39.2% Expenditures Administrative Services 1,230,426 1,280,826 50,400 4.1% Council 66,726 69,616 2,890 4.3% Emergency Management 53,476 50,516 (2,960) -5.5% Fire 326,705 320,816 (5,889) -1.8% Bylaw 38,974 38,496 (478) -1.2% Parks and Recreation 240,370 243,084 2,714 1.1% Planning and Development 95,973 95,996 23 0.0% Public Works 518,257 555,919 37,662 7.3% Water Fund 957,180 1,086,318 129,138 13.5% Sewer Fund 176,063 107,675 (68,388) -38.8% Solid Waste 190,258 195,594 5,336 2.8% 3,894,408 4,044,856 150,448 3.9% Surplus / (Deficit) 4,382,344 985,946 Non-cash items included in Surplus/(Deficit) Add back amortization 736,618 788,813 MFA Actuarial Gain on Debt (26,901) (30,481) 5,092,061 1,744,278 Cash items NOT included in Surplus/(Deficit) Repayment of Debt Principal (178,273) (189,295) 4,913,788 1,554,983

Capital Expenditures - Water (1,006,070) Capital Expenditures - General - Transfer from (to) Reserves: Gas Tax Funding (59,117) Transfer from Surplus - Loan 62,232 Transfer from Surplus - Re-budgets 233,670 Transfer to Reserves - Net Land Sales (500,000) Transfer to Reserves - Infrastructure Levy (153,464) Water Surplus (82,900) Sewer Surplus (7,807) Solid Waste Surplus (3,261)

Cash Surplus 38,266 Regular Council Meeting - March 3, 2020 - Page 34 of 158

Village of Lions Bay 2020 Draft Budget

Revenues

YTD Actual 2018 Actual 2019 Budget 2020 Budget Change % 2019 Notes Taxation General Municipal Property Tax 1,446,609 1,489,938 1,489,972 1,534,636 44,664 3.0% 1 Infrastructure Levy - 144,658 144,658 153,464 8,806 6.1% 2 Parcel Taxes 10,585 10,585 10,585 10,585 - 0.0% Grants in Lieu 47,855 50,218 50,218 48,320 (1,898) -3.8% 1,505,049 1,695,399 1,695,433 1,747,005 51,572 3.0% Utility Fees and Rates Water User Rates 837,613 879,494 879,494 925,126 45,632 5.2% Sewer User Rates 68,034 72,276 72,276 72,276 - 0.0% Solid Waste User Rates 183,570 186,697 186,357 194,380 8,023 4.3% 1,089,217 1,138,467 1,138,127 1,191,782 53,655 4.7% Fees, Licenses and Permits Building Permits 54,300 91,797 55,000 65,000 10,000 18.2% Temporay Use Permits 2,500 - - - - n/a Board Of Variance Application Fee 2,000 1,500 2,000 2,000 - 0.0% Secondary Suite Surcharge Fees 28,307 24,248 28,435 26,550 (1,885) -6.6% Other Permits (200) 3,205 1,150 1,150 - 0.0% Fire Training Programs 600 1,200 1,200 600 (600) -50.0% Recreation Programs 3,124 3,552 2,600 2,600 - 0.0% Hall Rental 6,700 4,809 7,000 5,000 (2,000) -28.6% In-Kind Revenue 2,750 - - - - n/a Boat Space Rentals 7,475 5,925 7,625 7,000 (625) -8.2% Rental Agree - BC Ambulance 25,113 25,113 25,113 26,454 1,341 5.3% Parking Fines 10,238 22,356 10,000 18,000 8,000 80.0% Parking Passes - Other 1,760 1,320 1,400 2,650 1,250 89.3% Parking Meters 22,350 45,745 20,900 35,000 14,100 67.5% Dog Licences 3,900 3,150 4,000 3,500 (500) -12.5% Filming Revenue 12,150 20,535 8,000 8,000 - 0.0% Regular Council Meeting - March 3, 2020 - Page 35 of 158

Village of Lions Bay 2020 Draft Budget

Revenues

YTD Actual 2018 Actual 2019 Budget 2020 Budget Change % 2019 Notes Tree Cutting Applications 600 675 500 500 - 0.0% Tax Information Charges 1,920 1,710 2,000 2,000 - 0.0% Miscellaneous 878 2,521 800 625 (175) -21.9% 186,465 259,359 177,723 206,629 28,906 16.3% Grants Small Community Grant 296,118 296,642 295,000 295,000 - 0.0% CWWF Grant 75,532 1,641,372 1,961,229 303,838 (1,657,391) -84.5% 3 Gas Tax Funding 59,264 118,381 118,381 59,117 (59,264) -50.1% Provincial Government Grants 9,800 - - - - n/a Emergency Financial Assistance (EMBC) 110,553 - - - - n/a Other Grants 22,126 15,455 38,569 12,900 (25,669) -66.6% 573,392 2,071,850 2,413,179 670,855 (1,742,324) -72.2% Other Revenue External Borrowing - - 380,000 600,000 220,000 57.9% 4 Net Proceeds from Land Sales - 1,810,716 2,353,539 500,000 (1,853,539) -78.8% Insurance Proceeds 49,965 - - - - n/a Fire Department Callouts Highway 10,110 6,115 12,000 12,000 - 0.0% Donations to LB Fire Department 1,650 11,061 8,000 2,000 (6,000) -75.0% Fire Fighter Day Revenue 15,324 20,191 20,000 20,000 - 0.0% Tax Penalties and Interest 25,873 22,194 23,250 21,250 (2,000) -8.6% Admin Fees - Schools Taxes 2,966 3,037 2,800 3,000 200 7.1% MFA Actuarial Interest 23,456 26,901 26,901 30,481 3,580 13.3% Bank Return on Investment 33,517 62,379 25,300 25,300 - 0.0% Miscellaneous 13,178 40,190 500 500 - 0.0% Water/Sewer Connection Fees 1,200 13,891 - - - n/a 177,240 2,016,676 2,852,290 1,214,531 (1,637,759) -57.4%

Total Revenues 3,531,363 7,181,750 8,276,752 5,030,802 (3,245,950) -39.2% Regular Council Meeting - March 3, 2020 - Page 36 of 158

Village of Lions Bay 2020 Draft Budget

Revenues

YTD Actual 2018 Actual 2019 Budget 2020 Budget Change % 2019 Notes

Notes:

1 The revenue includes a 3% increase in the tax rate.

2 The infrastructure levy is calculated as 10% of the current year's taxation.

3 The Clean Water Wastewater Fund (CWWF) grant revenue and related capital expense have been re-budgeted for 2020 as the project was not completed in 2019.

4 Further to the December 3, 2019 Council resolution, the Village submitted an application for the 2020 MFA Spring borrowing for water infrastructure (PRV's) which has been approved and will be funded in April. Regular Council Meeting - March 3, 2020 - Page 37 of 158

Village of Lions Bay 2020 Draft Budget

General Fund - Administration

YTD Actual 2018 Actual 2019 Budget 2020 Budget Change % Notes 2019

Expenditures Amortization 321,477 - 452,031 452,031 - 0.0% Communications 51,787 56,317 56,250 61,500 5,250 9.3% 1 Fiscal Charges 5,657 11,408 6,250 11,450 5,200 83.2% 2 Insurance 34,755 37,258 38,157 42,508 4,351 11.4% Internal Allocations (53,500) (53,500) (53,500) (53,500) - 0.0% Maintenance 3,978 5,451 7,500 7,500 - 0.0% Material, Supplies and Equipment 14,103 12,253 22,700 19,200 (3,500) -15.4% 3 Professional Fees / Contract Services 106,547 68,314 137,800 133,100 (4,700) -3.4% 4 Salaries and Benefits 524,670 530,533 541,788 585,587 43,799 8.1% 5 Sundry 1,770 1,504 3,600 3,600 - 0.0% Training / Professional Development 9,797 11,538 15,850 15,850 - 0.0% Utilities 1,878 1,764 2,000 2,000 - 0.0% 1,022,919 682,840 1,230,426 1,280,826 50,400 4.1%

Notes:

1 Budget includes increases in the fees for our accounting software (MAIS).

2 Budget includes Moneris fees and Parklink parking fees.

3 Budget includes a $4.2k re-budget for the purchase and installation of a fire proof safe for the Village office.

4 Budget is comprised of: Legal Fees 35,000 Contract Services - Minute Taking 3,000 Audit Fees 39,000 Grant Writing Services 10,000 General Contract Services 4,000 Asset Management - Phase 2 (re-budget) 26,500 Offset by 50% grant Records Management (re-budget) 15,600 133,100

5 Salaries include the new 3 day a week administrative assistant position approved by Council. Regular Council Meeting - March 3, 2020 - Page 38 of 158

Village of Lions Bay 2020 Draft Budget

General Fund - Council

YTD Actual 2018 Actual 2019 Budget 2020 Budget Change % Notes 2019

Expenditures Council Communication - 686 250 1,200 950 380.0% 1 Office Supplies 260 220 300 300 - 0.0% Council Chambers 8,591 39 1,100 - (1,100) n/a Professional Services 1,262 1,561 2,450 2,000 (450) -18.4% Salaries and Benefits 43,868 50,059 50,876 51,666 790 1.6% Council Funded Events 4,072 3,141 5,750 8,500 2,750 47.8% 2 Election 2,420 - - - - n/a Conferences & Conventions 1,850 1,050 4,000 3,000 (1,000) -25.0% Association Dues / Memberships 398 1,350 500 1,450 950 190.0% 3 Travel 2,050 743 1,500 1,500 - 0.0% 64,770 58,848 66,726 69,616 2,890 4.3%

Notes:

1 Budget includes software licenses fees.

2 Budget includes an increase in funds for volunteer recognition as directed by Council.

3 Budget includes annual dues for UBCM and the Federation of Canadian Municipalities (FCM). Regular Council Meeting - March 3, 2020 - Page 39 of 158

Village of Lions Bay 2020 Draft Budget

General Fund - Emergency Management

YTD Actual 2018 Actual 2019 Budget 2020 Budget Change % Notes 2019

Expenditures Communications 3,167 3,040 3,500 3,500 - 0.0% Search and Rescue 2,944 1,979 2,100 2,100 - 0.0% 1 Emergency Support Services (ESS) 524 1,379 5,205 4,350 (855) -16.4% 2 Maintenance 11,656 4,188 6,800 7,850 1,050 15.4% Material, Supplies and Equipment - 2,114 7,500 7,500 - 0.0% 3 Salaries and Benefits - 19,095 25,871 21,441 (4,430) -17.1% 4 Training / Professional Development 50 675 1,000 2,275 1,275 127.5% 5 Utilities 1,013 951 1,500 1,500 - 0.0% 19,355 33,421 53,476 50,516 (2,960) -5.5%

Notes:

1 Search and Rescue phone paid for by the Village and their share of facility maintenance.

2 Lions Bay Emergency Social Services (ESS) provides an annual budget to the Village for their expenses which are included in the budget. The Village reimburses ESS for the actual costs incurred.

3 Includes $7,500 for EOC supplies, $5,000 of which was re-budgeted from 2019.

4 Budget is for a part-time Emergency Planning Co-ordinator (2 days per week - one year contract) which commenced in August 2019 and will end in July 2020.

5 Includes JIBC courses for all staff. Regular Council Meeting - March 3, 2020 - Page 40 of 158

Village of Lions Bay 2020 Draft Budget

General Fund - Fire Department

YTD Actual 2018 Actual 2019 Budget 2020 Budget Change % Notes 2019

Expenditures Communications 45,567 47,863 53,700 51,250 (2,450) -4.6% Fiscal Charges 96 148 125 175 50 40.0% Interest Payments 3,063 2,445 2,678 2,282 (396) -14.8% 1 Insurance 14,905 15,382 15,130 17,164 2,034 13.4% Maintenance 54,153 43,646 50,450 51,500 1,050 2.1% Material, Supplies and Equipment 106,599 61,158 52,500 38,500 (14,000) -26.7% 2 Salaries and Benefits 93,737 109,989 103,925 115,616 11,691 11.2% 3 Training / Professional Development 25,547 31,329 44,997 41,129 (3,868) -8.6% Utilities 3,142 2,876 3,200 3,200 - 0.0% 346,809 314,835 326,705 320,816 (5,889) -1.8%

Notes:

1 Budget includes interest on the E-Comm radios capital lease.

2 Budget includes lower uniform purchases - 2019 budget included the purchase of fire jackets.

3 Budget includes increases to shift and callout payments for the volunteers to reflect actual time spent in 2019. Regular Council Meeting - March 3, 2020 - Page 41 of 158

Village of Lions Bay 2020 Draft Budget

General Fund - Bylaw Services

YTD Actual 2018 Actual 2019 Budget 2020 Budget Change % Notes 2019

Expenditures Communications 1,054 1,256 1,200 1,300 100 8.3% Material, Supplies and Equipment 1,419 3,878 3,250 3,250 - 0.0% Professional Fees / Contract Services 1,370 744 2,250 2,250 - 0.0% 1 Salaries and Benefits 29,766 26,897 29,774 31,696 1,922 6.5% 2 Training / Professional Development - - 2,500 - (2,500) -100.0% 33,609 32,774 38,974 38,496 (478) -1.2%

Notes:

1 Includes fees for collection agency and bylaw enforcement contract.

2 Budgeted for 3 days per week from May 17 to September 30 - 8 hours Friday, 14 hours Saturday, Sunday and stats. Regular Council Meeting - March 3, 2020 - Page 42 of 158

Village of Lions Bay 2020 Draft Budget

General Fund - Parks and Recreation

YTD Actual 2018 Actual 2019 Budget 2020 Budget Change % Notes 2019

Expenditures Communications 626 594 650 650 - 0.0% Grants 25,050 15,107 18,294 17,212 (1,082) -5.9% 1 Insurance 290 20 500 250 (250) -50.0% Maintenance 53,821 46,814 47,000 51,750 4,750 10.1% 2 Material, Supplies and Equipment 7,756 4,018 7,500 8,500 1,000 13.3% 3 Professional Fees / Contract Services 13,194 8,051 8,100 8,100 - 0.0% 4 Recreation Programs 2,740 3,117 2,300 2,300 - 0.0% Salaries and Benefits 156,311 139,973 147,776 147,072 (704) -0.5% Training / Professional Development - - 1,250 1,250 - 0.0% 5 Utilities 5,272 4,709 7,000 6,000 (1,000) -14.3% 265,059 222,403 240,370 243,084 2,714 1.1%

Notes:

1 Budget includes the 2020 Municipal Grant requests.

2 Budget includes the cost for porta potties (unbudgeted in 2019) and repairs to the beach float.

3 Budget includes $3k for two bear proof garbage cans.

4 Budget includes $8,100 for invasive species eradication.

5 The 2019 budget included a Playground course for one staff which has been re-budgeted. Regular Council Meeting - March 3, 2020 - Page 43 of 158

Village of Lions Bay 2020 Draft Budget

General Fund - Planning and Development

YTD Actual 2018 Actual 2019 Budget 2020 Budget Change % Notes 2019

Expenditures Communications 4,163 1,531 4,000 4,000 - 0.0% Professional Fees / Contract Services 15,308 4,374 48,500 48,000 (500) -1.0% 1 Salaries and Benefits 28,366 30,602 39,973 40,996 1,023 2.6% Sundry 144 933 1,000 1,000 - 0.0% Training / Professional Development 2,301 1,027 2,500 2,000 (500) -20.0% 50,282 38,466 95,973 95,996 23 0.0%

Notes:

1 Budget is comprised of:

Building Inspection Services (vacation coverage) 2,000 Communication Consultant (initiatives per strategic plan) 7,500 (re-budget) Planning Consultants 25,000 (re-budget) Charging Station Design 5,500 Land Surveys 5,000 Land Appraisals 3,000 48,000 Regular Council Meeting - March 3, 2020 - Page 44 of 158

Village of Lions Bay 2020 Draft Budget

General Fund - Public Works

YTD Actual 2018 Actual 2019 Budget 2020 Budget Change % Notes 2019

Expenditures Communications 7,596 9,788 10,750 10,750 - 0.0% Interest Payments 16,649 18,562 22,551 18,514 (4,037) -17.9% Insurance 13,392 22,762 23,586 21,752 (1,834) -7.8% Internal Allocations (15,000) (15,000) (15,000) (15,000) - 0.0% Maintenance 162,216 146,825 195,334 231,530 36,196 18.5% 1 Material, Supplies and Equipment 42,473 48,892 44,368 46,500 2,132 4.8% Professional Fees / Contract Services 25,780 17,818 23,500 17,500 (6,000) -25.5% 2 Salaries and Benefits 190,536 201,830 200,668 205,773 5,105 2.5% Training / Professional Development 3,514 4,019 5,000 11,100 6,100 122.0% 3 Utilities 7,441 6,044 7,500 7,500 - 0.0% Total Expenditures 454,597 461,540 518,257 555,919 37,662 7.3%

Notes:

1 The 2019 budget included $67,745 to complete the work on the KG and one of the two BB railway grade crossings. The work was not completed and has been re-budgeted in 2020 along with funds for the second BB railway grade crossing. Staff have received updated budgets for the work ($117,950) and have budgeted $50,205 in 2020 to complete the three crossings (which must be upgraded by 2021).

2 Budget includes a $5,000 re-budget for the balance of the Oceanview drainage study (ISL Engineering).

3 Budget includes several group courses for PW staff, including bucket truck and forklift training and occupational first aid. Regular Council Meeting - March 3, 2020 - Page 45 of 158

Village of Lions Bay 2020 Budget - Proposed Capital and Supplemental Requests

Description Amount Notes

Bayview Road Drainage and Water Improvement Project to be Capital Expenditure ICIP Grant Application submitted February 2020 - decision discussed ICIP Grant anticipated early 2021. If successful, staff will submit an in closed MFA Loan application for MFA Borrowing for Fall 2021. If - - unsuccessful, could consider increasing borrowing to the remaining balance of Loan Authorization Bylaw ($1.94 M).

Lions Bay Beach Park Revitalization Project to be Capital Expenditure ICIP Grant Application submitted January 2019 - decision discussed ICIP Grant anticipated March 2020. If unsuccessful, funds available in closed Draw from Reserves (thorugh re-budgets and donations) to complete - - playground and kayak rack.

3 PRV Station Project to be Capital Expenditure (Upper) Bayview Road PRV, Mountain Drive PRV and discussed Balance of CWWF Grant/Loan PRV next to LB Community School in closed MFA Loan - -

Kelvin Grove Wastewater Treatment Plant 1,085,077 Capital Expenditure To be funded through a draw from sewer (200,000) Sewer Surplus surplus and a parcel tax. (885,077) Parcel Tax Revenue - -

Oceanview Road Drainage 74,000 Issued for tender drawings, tender documents, contract administration and project management Construction could commence in 2021

Upper Bayview 90,000 Survey and design of watermain, roads, and drainage Regular Council Meeting - March 3, 2020 - Page 46 of 158

Village of Lions Bay 2020 Budget - Proposed Capital and Supplemental Requests

Description Amount Notes

Construction of Water Main Replacement on Creekview Place 65,000 (constructed by staff)

Survey, design and construction to upsize Water 20,000 Main on Inlet/Outlet of Phase IV Tank (constructed by staff)

High Priority Bridge Repairs on Eight Bridges 99,500

Walkway to Lions Bay Beach Park 252,500 Capital Expenditure Potential Translink grant funding available over (202,000) TransLink Grant (75%) the period 2020 to 2021. 50,500 50,500

EV Charging Station 80,000 Capital Expenditure Staff to apply for a grant for the project when the (60,000) Grant intake is released. Currently, grants are covering 20,000 20,000 75% of the project costs.

Lions Bay Avenue Stairs to Bus Stop 80,000 Capital expenditure A Translink grant has been awarded (50% of cost to a maximum of $40k) (40,000) TransLink Grant (awarded) The project must be completed by 2021. (40,000) 2019 re-budget - -

Kelvin Grove Stairs to Beach 25,000 (25,000) Draw from restricted land reserve - -

Lions Bay Beach Park - Kayak Rack 20,000 (could use re-budget to put towards Village's share of LBBP project if (20,000) 2019 re-budget grant application is successful) - -

Lions Bay Beach Park - Playground 40,000 Regular Council Meeting - March 3, 2020 - Page 47 of 158

Village of Lions Bay 2020 Budget - Proposed Capital and Supplemental Requests

Description Amount Notes

(could use funds to put towards Village's share of LBBP project if (40,000) fundraising grant application is successful) - -

Emergency Generator(s) 65,000 Capital expenditure (Could use $30k for one generator for office only) (30,000) 2019 re-budget 35,000 35,000

Septic Field - Klatt Building 45,000 requires replacement in 2020

Admin - Office Laptop (Replacement) 2,000

Extend DEPC Contract: Currently budgeted to end of July 2020 at 2 days per week Annual Cost of Position - 2 days per week - $36,164 1 day per week to end of year (5 months) 7,573 2 days per week to end of year (5 months) add'l cost 7,573 Extend to Jan - July 2021 - 1 day per week - in 5 Year Plan ($10,548) Extend to Jan - July 2021 - 2 days per week - in 5 Year Plan ($10,548)

PW - Various Road Paving 125,000 (will request an additional $125,000 in 2021 and 2022) (88,000) Re-budget of prior years' unused funds 37,000 37,000

PW - Culvert replacements (minor) 25,000

Fire Department - Burn Building 20,000 Capital expenditure (20,000) 2019 re-budget - - Fire Capital: Turn-Out Gear 10,000 Hose & Fittings 2,000 Regular Council Meeting - March 3, 2020 - Page 48 of 158

Village of Lions Bay 2020 Budget - Proposed Capital and Supplemental Requests

Description Amount Notes

SCBA 4,500 Pagers 4,000 IPADS for trucks 2,000 Rip Run Router Setup Printer 3,000 Security Cameras for Pit 1,500 (22,500) 2019 re-budget of unspent capital 4,500 4,500

Fire Hall Expansion 50,000 2020 - design, building permit, tender, start process Complete in 2021

Kelvin Grove Beach Park Bridge to provide access to public park on the point of land adjacent to KG beach tbd

Geohazard mitigation through maintenance of previous Creek diversion work complete in-house tbd

Geohazard mitigation of Alberta Creek debris Flow Risk to Mtn View

Fire Trucks Replacement - E61 and E62 tbd Both trucks nearing end of insurable life (start to put money aside for estimated $750k replacment cost)

632,646 Regular Council Meeting - March 3, 2020 - Page 49 of 158

Village of Lions Bay Infrastructure Master Plan - Capital Project List (Table 7.2)

Project Schedule Priority Predecess Project Name Drivers / Description Status Notes Possible Grant Loan No or(s) Funded (Y/N) Authorization Bylaw (Y/N) Complete 01 2016 05 - Highest Survey & Design of 280m Galvanized Existing drain is severely corroded, with water eroding sub-grade below. Has Complete Project 12 consists of the implementation of this project Y Drain Replacement & Road Repair on started causing sinkholes. Presents significant safety risk. Adjacent road is and is the subject of a 2020 Grant Application through the Bayview Rd poor condition. Concurrent replacement opportunity. ICIP Grant Program.

02 2016 05 - Highest CCTV, Alignment Confirmation and Require CCTV of culvert under toilet block at Kelvin Grove Beach Park. Complete Condition Assessment of Kelvin Grove Beach Park culvert.

03 2016 05 - Highest WWTP Safety and Monitoring Condition assessment and operations staff consultation identified following Complete Improvements critical issues: no fall restraint in WWTP, rotten wooden access bridge, V- notch weir displaced. 06 2016 05 - Highest General Bridge Repairs (Very High Findings of bridge condition assessment performed in late 2015. Very High Complete Priority) Priority items only, includes 7/8 bridges. 08 2016 05 - Highest Survey & Design of Stormwater, Culvert blocked in 2015 and caused significant road damage. Road in Complete ISL Engineering feasibility study for Oceanview Drainage Y Road, Water (Hydrant) work on general vicinity is in poor condition. Hydrant is in very poor condition. complete. Work will be included in Oceanview Drainage Oceanview Rd. Plan implementation. Hydrant to be replaced in 2020 (operations). Balance to be discussed in 2020 Budget discussions. 51 2017 05 - Highest Remove danger trees at Alberta Remove danger trees to reduce risk of damage to Alberta Creek water main Complete Creek water main bridge and inspect bridge. Inspect the water main bridge crossings at Alberta and Harvey Creek. 2 water main bridge crossings.

56 2017 05 - Highest Design and Construction to replace The Harvey Creek water reservoir was constructed in 1980 using concrete Complete Y Harvey Creek 400,000 gallon water panels that incorporated horizontal pre-stressed strands. A 2004 inspection reservoir. of the plant revealed extensive leakage between the panel joints an indicated potential corrosion of the pre-stressed strands. An attempt to fix the leaks by coating the interior of the tank failed and further remediation has not been attempted. The existing tank does not meet seismic standards.

05 2016 04 - High Digitize, organize and backup all A significant volume of Village infrastructure information is missing, and a Complete hard copy engineering drawings. large proportion remains in paper format. Many of these plans are deteriorating and the information will be lost if they are not digitized ASAP.

07 2016 04 - High SCADA Control Strategy Study SCADA links can often go down in poor weather. Previous designers Complete identified that cellular technology and coverage has improved since project was implemented. May be a way to add redundancy and reliability to system. The Villages existing SCADA system is limited in its scope and does not provide operational efficiencies associated with modern systems. Obsolete components and technology results in increased replacement costs and labour intensive down time. Staff propose commissioning a SCADA Control Strategy Study to determine the most efficient and cost effective technology moving forward.

15 Unscheduled 03 - Moderate CCTV of sanitary and storm sewer Commence regular CCTV inspections and conditions assessment of sanitary Complete Next inspection to take place in 2024 system pipe network 41 Unscheduled 02 - Low Magnesia Tank requires additional Identified as Moderate Priority upgrade in GA report (No. 9). Could be Delete Additional capacity included within the new Harvey Tank storage capacity for fire flow. provided elsewhere within the service area. and new Mountain Control Valve (2020) will facilitate transfer of this additional capacity to the Magnesia side.

49 2018 04 - High Design for a new Harvey Creek raw VoLB staff report that the intake is in poor condition and was constructed in Complete Designed by Creus and constructed using funds diverted water intake structure the 1980's. from New Build Canada Fund Grant. 50 2020 04 - High Replacement of Harvey Creek raw VoLB staff report that the intake is in poor condition and was constructed in Complete Completed in 2018 water intake structure the mid 1980's. 04 2016 04 - High Purchase of UAV for Water Intake Current operating procedure for water intakes restricts access after Not feasible Altitude and distance requirements would put the operation Inspection. significant rainfall, but ops staff require method of inspection. UAV identified of this UAV under TC Regulations. Sightline issues would as low-cost, safe option. prevent inspection of intakes.

1 of 5 Regular Council Meeting - March 3, 2020 - Page 50 of 158

Village of Lions Bay Infrastructure Master Plan - Capital Project List (Table 7.2)

Project Schedule Priority Predecess Project Name Drivers / Description Status Notes Possible Grant Loan No or(s) Funded (Y/N) Authorization Bylaw (Y/N) 59 2019 03 - Moderate Wastewater Treatment Methodology Review treatment technologies with consideration for increased capacity of Deferred to Construction of a like for like replacement of the existing Review and Phased System the plant to allow for expansion of the sanitary sewer network. Developing a 2065 Kelvin Grove WWTP will defer this item into the year 2065 Expansion Study phased plan for providing sanitary sewers to the currently unserviced areas assuming a design life of 45 years for the new plant of the Village. Study will also include review of options for connecting the Oceanview Area to Kelvin Grove likely by pumping that crosses Rundle Creek. 61 Unscheduled 01 - Lowest 59 Oceanview Sewer and Pump Station Construction of sewers within Oceanview area (above Hwy 99) and Deferred to See note for project 59. connection of system to Kelvin Grove via pumping station and forcemain 2065 across Rundle Creek. 60 Unscheduled 02 - Low 59 WWTP Replacement WWTP replacement to meet existing capacity plus Oceanview with Deferred to Per Council and IC decision staff are moving forward with a allowances for expansion to accommodate full Village servicing. Cost will 2065 like for like replacement and deferment of expanded vary depending on results of review conducted under Project 59. sewering until the replacement RBC reaches end of life in 2065. 23 Unscheduled 03 - Moderate Survey, Design and Construction to The 600mm stormwater culvert (approx. 100 m plus tie-ins/discharge points) Abandoned Decision to abandon culvert and redirect flows down Y Y Reinstate Stormwater Pipe on that formally discharged to Rundle Creek requires reinstatement. Replace Oceanview - Part of the overall solution for the Oceanview Oceanview Rd sections of poor pavement (20 m) of Oceanview Rd Drainage Study -> see project 13

Ongoing 43 2016 05 - Highest Strategic water supply study Study to determine the long-term viability of Magnesia and Harvey Creek as Ongoing UBC Hydrology Study sustainable water supply sources into the future with the impacts of climate change. 44 2017 04 - High 43 Flow monitor stream flows, if Install two monitoring stations and collect data for two years to monitor Ongoing UBC Hydrology Study recommended by stream study in stream flow in Harvey and Magnesia Creek 2016 10 2017 05 - Highest Commence Survey of 70 Parcels with Seventy (70) Parcels have missing water connections that need to be located Ongoing Staff are diligently working towards locating all missing Lost Water Connections and and surveyed. The Village cadastral information also requires update and service connection locations. This is a slow process that potential encroachments and confirm realignment. Reclamation of public realm from private encroachment has involves exploratory excavations. property lines been identified as crucial factor in managing drainage and utilities over the long-term, and this is an important input.

Grant Project 12 2016 04 - High 1 Construction Galvanized Drain Refer to Project 01 Grant Funding ICIP Grant Application Submitted in Feb 2020 - project enhanced Y Y Replacement & Road Repair on Request - to include watermain upgrade to provide additional flows to the Bayview Rd (280m) Waiting on Magnesia system and School via an Automated Control Valve Outcome station at Mountain Dr. 2020 Budget Items 16 2019 04 - High Survey, Design and Construction of 150 CI water main on Creekview Pl is in very poor condition and requires 2020 This item is budgeted for in the 2020 Capital program and N Y Water Main Replacement on replacement. High incidence of leaks. will be constructed by staff. Estimated price is $65,000.00 Creekview Pl (90m) 38 2019 04 - High Survey, Design and Construction to Upgrade 4 in GA Modelling Report. Not meeting fire flow. List in report as 2020 This item is budgeted for in the 2020 Capital program and N Y upsize Water main on Inlet/Outlet of very high priority. will be constructed by staff. Estimated price is $20,000.000 Phase IV Tank (46 m)

34 Unscheduled 02 - Low Mill and Overlay poor sections (245 Pavement in poor condition -deep patch of fatigue 2020 Subject to budget funding in 2020 / 2021 N N m2) of Crosscreek Road 19 2017 04 - High Survey and Engineering Design of The pavement of Upper Bayview Rd is in very poor condition, with large Engineering in Remains a key high priority item - design should be N Y Upper Bayview Road - road, drainage sections likely requiring full pavement repair. The roadside drainage is 2020. completed as part of the 2020 capital program. Include and water main. disconnected, and water typically sheets down roadway. In many locations, Construction design of Bayview Place watermain as part of this project. roadside drains have been filled in. The road corridor should be surveyed (to beyond 2021. Project design and construction will likely not meet grant establish PLs, driveways, structures) and a holistic engineering design funding requirements. Total cost of construction estimated should be prepared. Engineering design should include cost estimating and at 2.0 M with Engineering at 10% of the estimated budget. scoping of construction phases. Should replace old AC/CI water main within the roadway congruently as the Village has already experienced one break.

2 of 5 Regular Council Meeting - March 3, 2020 - Page 51 of 158

Village of Lions Bay Infrastructure Master Plan - Capital Project List (Table 7.2)

Project Schedule Priority Predecess Project Name Drivers / Description Status Notes Possible Grant Loan No or(s) Funded (Y/N) Authorization Bylaw (Y/N) 13 2017 04 - High 8 Construction of Stormwater, Road, Refer to Project 08. Engineering in ISL Engineering feasibility study complete - Project includes Y Y Water (Hydrant) work on Oceanview 2020. drainage rehabilitation from 270 Oceanview to Alberta Creek Rd (200m) Construction at Crosscreek Road. Engineering drawings for construction beyond 2021. and tender documents required prior to moving forward with this project (10-11% of estimated costs). Construction estimate = $740K but does not include 1st flush mitigation (required for grant applicaions).

31 2019 04 - High High Priority Repairs on Eight (8) Variety of "High" priority bridge repairs as defined in Bridge Condition 2020 N Y Bridges assessment. 5 Year Plan Projects 33 2016 04 - High Reservoir rehabilitation and Reservoirs were inspected in 2004 but only the most urgent rehab work was 2021 Harvey Tank complete; Phase IV and V to be N Y inspection completed. Re-inspect reservoirs, determine seismic vulnerability, and decommissioned by staff as part of 3 PRV Project complete high priority rehabilitation work (except for Harvey 400,000 which (2020/2021); Bayview and Oceanview non potable tanks will be replaced in 2017). offline; Phase VI to be demolished in 2021 or 2022. Highway Tank installed in 80's can be deferred and reassessed in 2025 (See Project 52) - All that is contemplated for 2021 is tank cleaning and a new hatch.

11 2016 04 - High Site Investigation and Design for Village water network is currently unmetered, and there is limited information 2021 Water conservation and metering are criteria used to N N Zone / Branch Water Metering on the water consumption / leakage. Residential metering is long-term evaluate Provincial and Federal grant applications. Zone objective, however zone metering is likely to provide more immediate metering is likely to provde a cost effective solution and benefits in terms of tracking flows, identifying issues and exhibiting a long- should be contemplated in the 2021 budget. term commitment to water conservation.

14 Unscheduled 03 - Moderate 11 Construction of Meters for Zone / Refer to Project 11 2021 Critical to future grant funding opportunities - design and N N Branch Water Metering install in 2021. 48 Unscheduled 03 - Moderate Survey, Design and Construction to VoLB staff reported that the culvert has deteriorated. 2021 N N replace corroded culvert crossing Bayview Road just north of the school. 53 Unscheduled 03 - Moderate Deep patch asphalt on Oceanview Rd Deep patch of fatigue. Pavement in very poor condition. 2021 Subject to budget funding in 2020 / 2021 / 2022 N Y between Creekview Place and Highview Pl (250m)

17 Unscheduled 03 - Moderate General Bridge Repairs (Medium Findings of bridge condition assessment performed in late 2015. Medium 2021 N Y Priority) priority items only, includes 7 bridges). 57 2018 04 - High PRV Station Replacements Full replacement to improve performance of PRVs 3, 4, 5, 6, 7, and Bayview 2021 PRV 5 included in Bayview DWIP project, Bayview PRV @ Y Y including WorkSafe BC compliance and SCADA automation School to be completed in 2020. Balance of works may be grant funded - designs ready to go. 58 2017 04 - High PRV Station Replacements Retrofit and upgrade of existing PRVs 1, 2, 8, 9, 10, and 11 including 2021 Works may be grant funded - designs ready to go. Y Y WorkSafe BC compliance and SCADA automation 28 Unscheduled 02 - Low Survey, Engineering Design and Sections of road are in moderate to poor condition -some patching of fatigue 2022 Subject to budget funding in 2020 / 2021 / 2022 N Y Construction of Road repairs and and crack sealing required. Significant drainage issues were identified by Drainage Improvements on Isleview operations staff. Pl (1030m2 of distressed pavement)

3 of 5 Regular Council Meeting - March 3, 2020 - Page 52 of 158

Village of Lions Bay Infrastructure Master Plan - Capital Project List (Table 7.2)

Project Schedule Priority Predecess Project Name Drivers / Description Status Notes Possible Grant Loan No or(s) Funded (Y/N) Authorization Bylaw (Y/N) 47 2018 03 - Moderate Survey, design and construction to VoLB staff reported that the culvert is severely deteriorated. Assume it 2023 May be grant funded - design required prior to application. Y Y replace culvert in poor condition at requires replacement of 150 meters of pipe, including a railway crossing. Consider design in 2021/2022 - will require complete road the bottom of Tidewater Way as well Extent of required replacement to be confirmed with CCTV. Pavement on restoration. as culvert from Sweetwater Place to Tidewater is in poor-moderate condition. Repave full width of roadway where Tidewater Way. Confirm with CCTV if culvert is replaced. Crack seal and patch poor sections of roadway uphill of the railway crossing needs to be the culvert replacement. replaced as well. Crack seal and patch poor sections uphill of the culvert replacement.

32 Unscheduled 02 - Low Medium Priority Repairs on Bayview Repairs identified in Bridge Inspection, 2022 N Y Road (Private Driveway) over Alberta Creek 20 2018 04 - High 19 Construction of Road Repairs, Water See Project 19. Staging will be dependent on budget and phasing identified 2022/2023 Construction to include complete rebuild of road, drainage, N Y main and Drainage Works along in design component. and water mains (including PRV 4). Includes Bayview Place Upper Bayview Rd watermain construction 18 2019 04 - High 19 Survey, Engineering Design and Parts of Bayview Pl pavement are in poor condition. 150 CI water main is in 2022/2023 See above N Y Construction of Water Main Upsize, poor condition and requires upsizing to 200mm to achieve fire flow. Road Repairs, New Drain on Bayview Pl (300m) 35 Unscheduled 03 - Moderate 19 Survey, Design and Construction of Water main identified as Poor condition by operations staff. Drainage on 2022/2023 Need to confirm via test digs - if 1960's CI need to replace N Y Water Main Replacement, Drainage north side of road requires clean up. in conjunction with Upper Bayview Replacement. Repair on Centre Rd, (100m)

21 2019 04 - High Survey and Engineering Design of 150 CI pipe is undersized and in poor condition. Highview Pl roadway is in 2024 N Y Water Main Replacement (upsize), moderate condition, and Oceanview Rd is in very poor condition. Replace Road Repairs, Stormwater 415 meter of 150 CI water main on Highview Pl/Oceanview Rd and replace reinstatement on Highview Pl & entire width of asphalt. Oceanview Rd 22 2020 04 - High 21 Construction to upsize Water Main & See Project 21 2025/2026 N Y Road Repairs on Highview Pl & Oceanview Rd 45 2016 04 - High Survey, CCTV and Design to replace Invert of existing concrete pipe is completely deteriorated and a large 2024 Drainage for this section of Mountain Drive is compromised N N deteriorated concrete culvert on sinkhole has formed and needs to be corrected and re-installed. Mountain Dr 46 2017 04 - High 45 Construction to replace deteriorated Existing concrete pipe has deteriorated to the point that there is no bottom 2024 More than 40 m of pipe replacement required. Design in N N concrete culvert on Mountain Dr and and a large sinkhole has formed. Assume it requires replacement of 40 previous year will provide cost estimate for budgeting and permanent repair of road meters of pipe, extent of required replacement to be confirmed with CCTV. construction purposes.

54 Unscheduled 01 - Lowest Upsize the 300 mm CSP culvert from Existing 300 mm pipe is undersized. Also, the existing pipe is steel, and is 2024 N N Bayview Rd to Alberta Creek (50m) therefore probably near the end of its service life.

40 Unscheduled 03 - Moderate Survey, Design and Construction of Water main in poor condition. Identified as priority 2 by operations staff. 2026 Need to confirm via test digs. N Y Water Main Replacement, Road Repair on Bayview Rd (300m) 29 Unscheduled 02 - Low Survey, Engineering Design and Ditch on Eastern side of Lions Bay Ave has been infilled and requires 2023 Could be tied in with TransLink funding for sidewalk Y N Construction of Drainage reinstatement. Identified by operations staff as issue. Improvements on Lions Bay Ave (210m) Longer Term Projects 09 Unscheduled 03 - Moderate Subscription to ArcGIS Online Village asset GIS is antiquated and difficult to use. Online system will enable 2025 Staff to investigate potential grant funding via Asset ? N (Online GIS for asset data simplification of data management, and enable viewing through multiple Management Programs - Priority subject to revision based management) devices, systems (Inc. web site, phone) upon link to asset management strategy. 55 Unscheduled 01 - Lowest Install a ditch on the low side of Currently only a ditch on the uphill side of the road, which road run-off can't 2025 Not practical, no room for ditch. Solution is to mill and N N Cloudview Place. get to. overlay to change the camber of the road such that water flows to the ditch.

4 of 5 Regular Council Meeting - March 3, 2020 - Page 53 of 158

Village of Lions Bay Infrastructure Master Plan - Capital Project List (Table 7.2)

Project Schedule Priority Predecess Project Name Drivers / Description Status Notes Possible Grant Loan No or(s) Funded (Y/N) Authorization Bylaw (Y/N) 52 Unscheduled 03 - Moderate Reservoir replacement (design and Four of the village tanks are in poor condition and reaching the end of their 2028 Based upon current projects and water distribution strategy, Y Y construction of three tanks) service lives. The Harvey 400,000 gallon tank will be replaced in 2018 but the there will only be three tanks within the distribution remaining ones will need replacement in the near future. The condition network: Harvey, Highway, and Magnesia. Highway tank assessment in 2016 should determine which reservoir poses the highest risk replacement is estimated at $1.5M and not an urgent priority of failure and should be replaced first (probably Brunswick or Tank V). (reassess in 2025).

25 Unscheduled 02 - Low Survey, Engineering Design and Drainage between 26, 27 & 29 Brunswick Beach Rd is poor. Area is very low 2030 Need engineering study to determine a solution prior to any Y N Construction of Drainage and flat. New drain will likely be required. improvements - simple solution is to limit habitable space Improvements on Brunswick Beach for certain homes. Rd 24 Unscheduled 02 - Low Desalination Feasibility Study The frequency of turbidity events, smaller snow levels and water intake 2030 Defer to beyond 2025 - Though climate change dependent, N N shutdowns have resulted in concerns about long term viability of existing consumption remains very high and water conservation water supplies. There may be a business case for transitioning to a (consumption and development related changes) will extend desalination plant to improve reliability of supply, and there are likely to be the requirement to augment supply. significant improvements in small-scale desalination technology in the short term. A feasibility study should be performed within 5 yrs. to categorically determine if this is a suitable solution.

26 Unscheduled 02 - Low Survey, Engineering Design and Water main on Kelvin Grove Way (Upper) requires upsizing from 150mm to 2045 Ductile Iron watermain installed in 1980 (lifespan of 70+ N N Construction to upsize water main 200mm to achieve fire flow. Many drains have been filled in, and drainage years) - defer to beyond 2045 time horizon. and improve drainage on Kelvin regime along road should be redesigned and implemented. Road pavement Grove Way (Upper) (380m) is in poor to moderate condition. 27 Unscheduled 03 - Moderate Survey, Design and Construction to 150 DI water main on Stewart Rd is undersized and requires upsizing to 2045 Ductile Iron watermain installed in 2006 (lifespan of 70+ N N upsize Water main on Stewart Road 200mm to meet fire flow requirements. Identified as High Priority years) - defer to beyond 2045 time horizon. (250m) replacement by GeoAdvice. Stewart Road pavement is in moderate condition.

36 2018 04 - High Survey and Engineering Design of Mains Identified in GA Hydraulic as not meeting fire flow. Listed by GA as 2045 Ductile Iron watermain installed between 1986 and 2010 N N Water main Upsize Very High priority. Survey and Engineering Design of Water main Upsize (x2) (lifespan of 70+ years) - defer to beyond 2045 time horizon. from Highway Tank, under Highway 1 on Oceanview Road, onto Lions Bay Ave (Upgrade 1 GA Report) (273m), and From PRV 3, under Highway 1 on Oceanview Road, up Isleview Place (Upgrade 2) (630m)

37 2019 04 - High 36 Construction to upsize water main Refer to Project 36. 2045 Ductile Iron watermain installed between 1986 and 2010 N N (x2) from Highway Tank, under (lifespan of 70+ years) - defer to beyond 2045 time horizon. Highway 1 on Oceanview Road, onto Lions Bay Ave (Upgrade 1 GA Report) (273m), and from PRV 3, under Highway 1 on Oceanview Road, up Isleview Place (Upgrade 2) (630m)

42 Unscheduled 03 - Moderate Survey, Design and Construction of Identified as High Priority upgrade in GA report (No. 7). Road in poor 2045 Ductile Iron watermain installed in 2006 (lifespan of 70+ N N Water main Upsize on Timbertop Rd condition. years) - defer to beyond 2045 time horizon. (126m) 39 Unscheduled 03 - Moderate Survey, Design and Construction of Sections of road in very poor condition. Culvert crossing in poor condition. 2045 Ductile Iron watermain installed in 1980 (lifespan of 70+ N Y Road Repairs, and Drainage Water main upsizing is upgrade 8 in GA modeling report (medium priority). years) - defer to beyond 2045 time horizon. Improvements on Kelvin Grove Way (150m). Water main upsizing required (545 m).

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Regular Council Meeting - March 3, 2020 - Page 55 of 158

Type Request for Decision Title Council Resolution for UBCM EOC Grant Author Robert Whitney Reviewed By: Date February 21, 2020 Version 1 Issued for March 3, 2020 Council Meeting

Recommendation: THAT an application be submitted under the UBCM Community Emergency Preparedness Fund for an Emergency Operations Centre (EOC) stream grant for the purpose of funding the purchase of new equipment and technology assets to support and enhance the operation of an Emergency Operations Centre within the Village when required. Support for this project and overall grant management will be provided by the Village of Lions Bay.

Attachments: (1) CEPF Emergency Operations Centre 2020 Program & Application Guide;

Key Information: Under the Emergency Program Act, municipalities and regional districts are responsible for responding to emergencies in their area. Part of this response is the provision of the Emergency Operations Centre which is a physical location where representatives from responding agencies come together during an emergency to coordinate response and recovery actions and resources, support emergency response personnel in the field, and coordinate all official communications regarding the emergency.

Options: (1) Do nothing: We will be unable to apply for the Emergency Operations Centre stream grant. We would be able to operate a very limited EOC activation but will not be able to support the expanded operations required in larger and more complex emergencies.

(2) Provide the resolution: The Emergency Program will apply for a grant under the Emergency Operations Centre stream of the Community Emergency Preparedness Fund.

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Preferred Option: Council provides the resolution so that an application will be made. Doing this will help enable the Village to operate an EOC should it be required during an emergency response.

Legal Considerations: Being able to respond to emergencies, including being able to operate an EOC, are responsibilities of the Local Authority, as outlined in the Emergency Program Act.

Follow Up Action: Upon receipt of the Council Resolution the DEPC will complete the application package for the Emergency Operations Centre grant and submit to UBCM no later than March 12, 2020.

Communication Plan: Upon receipt of the grant an article will be written for the Village Update outlining the project to equip and outfit the EOC acknowledging the CEPF grant funding.

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Community Emergency Preparedness Fund Emergency Operations Centres & Training 2020 Program & Application Guide

1. Introduction

The Community Emergency Preparedness Fund (CEPF) is a suite of funding programs intended to enhance the resiliency of local governments, First Nations and communities in responding to emergencies. Funding is provided by the Province of BC and is administered by Union of BC Municipalities (UBCM). Starting in May 2019, the funding streams include: • Indigenous cultural safety and cultural humility training • Emergency operations centres and training • Emergency support services • Evacuation route planning • Flood risk assessment, flood mapping and flood mitigation planning • Structural flood mitigation • Volunteer and composite fire departments equipment and training

Background An Emergency Operations Centre is a physical location where representatives come together during an emergency to coordinate response and recovery actions and resources, support emergency response personnel in the field, and coordinate all official communications regarding the emergency. Under the Emergency Program Act, municipalities and regional districts are responsible for responding to emergencies in their area. In April 2017, Emergency Management BC entered into a 10 year service agreement with Indigenous Services Canada in order to be able to provide equivalent emergency management services to First Nations.

Emergency Operations Centres & Training Funding Stream The intent of this funding stream is to support eligible applicants to build local capacity through the purchase of equipment and supplies required to maintain or improve Emergency Operations Centres (EOC) and to enhance EOC capacity through training and exercises. Ongoing operational costs are not eligible.

2. Eligible Applicants

All local governments (municipalities and regional districts) and all First Nations (bands and Treaty First Nations) in BC are eligible to apply. Eligible applicants can submit one application per intake, including regional applications or participation as a partnering applicant in a regional application.

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3. Eligible Projects

In order to qualify for funding, applications must demonstrate the extent to which proposed projects will maintain or improve EOCs and/or enhance EOC capacity. In addition, to qualify for funding, projects must be: • A new project (retroactive funding is not available) • Capable of completion by the applicant within one year from the date of grant approval • In alignment with Emergency Operations Centre Operational Guidelines

Regional Projects Funding requests from two or more eligible applicants for regional projects may be submitted as a single application for eligible, collaborative projects. In this case, the maximum funding available would be based on the number of eligible applicants included in the application. It is expected that regional projects will demonstrate cost-efficiencies in the total grant request. The primary applicant submitting the application for a regional project is required to submit a resolution as outlined in Section 6 of this guide. Each partnering applicant is required to submit a resolution that clearly states their approval for the primary applicant to apply for, receive, and manage the grant funding on their behalf.

4. Eligible & Ineligible Costs & Activities

Eligible Costs & Activities Eligible costs are direct costs that are approved by the CEPF Evaluation Committee, properly and reasonably incurred, and paid by the applicant to carry out eligible activities. Eligible costs can only be incurred from the date of application submission until the final report is submitted. Eligible activities must be cost-effective and may include: • Updated November 2019 - Purchase and installation of equipment and supplies to maintain or improve EOCs (e.g. information technology, communication systems, generators, trailers, etc.) • Training and exercises to increase EOC capacity • Establishing public emergency communications systems or programs

The following expenditures are also eligible provided they relate directly to the eligible activities identified above: • Consultant costs • Incremental applicant staff and administration costs • Public information costs

Ineligible Costs & Activities Any activity that is not outlined above or is not directly connected to activities approved in the application by the CEPF Evaluation Committee is not eligible for grant funding. This includes: • Routine or ongoing operating costs (i.e. heating and lighting; security; software subscriptions or other subscription fees) • Use of an EOC during an emergency • Training offered through the Provincial Emergency Management Training Program • Major capital improvements or renovations to existing facilities and/or construction of new, permanent facilities • Purchase of vehicles

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• Costs related to developing or submitting the application package

5. Grant Maximum

The Emergency Operations Centres & Training funding stream can contribute a maximum of 100% of the cost of eligible activities to a maximum of $25,000.00. In order to ensure transparency and accountability in the expenditure of public funds, all other grant contributions for eligible portions of the project must be declared and, depending on the total value, may decrease the value of the grant.

6. Application Requirements & Process

Application Deadline The application deadline is March 13, 2020. Applicants will be advised of the status of their application within 90 days of the application deadline.

Required Application Contents • Completed Application Form • Local government Council or Board resolution, Band Council resolution or Treaty First Nation resolution, indicating support for the current proposed activities and willingness to provide overall grant management. • Detailed budget for each component identified in the application. This must clearly identify the CEPF funding request, applicant contribution, and/or other grant funding. • For regional projects only: local government Council or Board resolution, Band Council resolution or Treaty First Nation resolution from each partnering applicant that clearly states their approval for the primary applicant to apply for, receive and manage the grant funding on their behalf.

Resolutions from partnering applicants must include the language above

Submission of Applications Applications should be submitted as Word or PDF files. If you choose to submit your application by e-mail, hard copies do not need to follow. All applications should be submitted to: Local Government Program Services, Union of BC Municipalities E-mail: [email protected] Mail: 525 Government Street, Victoria, BC, V8V 0A8

Review of Applications UBCM will perform a preliminary review of applications to ensure the required application elements (identified above) have been submitted and to ensure that basic eligibility criteria have been met. Only complete application packages will be reviewed. Following this, the CEPF Evaluation Committee will assess and score all eligible applications. Higher application review scores will be given to projects that: • Were not funded as part of the 2018 or 2019 Emergency Operations Centres & Training intake • Clearly demonstrate how EOCs will be maintained or improved and/or demonstrate that EOC capacity will be enhanced • Consider large scale Emergency Support Services scenarios • Support recommendations or requirements identified in the local Emergency Plan

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• Demonstrate transferability to other local governments and First Nations in BC • Include in-kind or cash contributions to the project from the eligible applicant, partnering applicant(s), community partners or other grant funding • Are cost-effective

Point values and weighting have been established within each of these scoring criteria. Only those applications that meet a minimum threshold point value will be considered for funding. The CEPF Evaluation Committee will consider the provincial and regional distribution of all proposed projects. Funding decisions will be made on a provincial priority basis.

All application materials will be shared with the Province of BC

7. Grant Management & Applicant Responsibilities

Grants are awarded to eligible applicants only and, as such, the applicant is responsible for completion of the project as approved and for meeting reporting requirements. Applicants are also responsible for proper fiscal management, including maintaining acceptable accounting records for the project. UBCM reserves the right to audit these records.

Notice of Funding Decision All applicants will receive written notice of funding decisions. Approved applicants will receive an Approval Agreement, which will include the terms and conditions of any grant that is awarded, and that is required to be signed and returned to UBCM. Grants are paid at the completion of the project and only when the final report requirements have been met. Please note that in cases where revisions are required to an application, or an application has been approved in principle only, the applicant has 30 days from the date of the written notice of the status of the application to complete the application requirements. Applications that are not completed within 30 days may be closed.

Changes to Approved Projects Approved grants are specific to the project as identified in the application, and grant funds are not transferable to other projects. Approval from the CEPF Evaluation Committee will be required for any significant variation from the approved project. To propose changes to an approved project, approved applicants are required to submit: • Revised application package, including updated, signed application form, updated budget and an updated Council or Board resolution • Written rationale for proposed changes to activities and/or expenditures

The revised application package will then be reviewed by the CEPF Evaluation Committee at the next scheduled meeting. Applicants are responsible for any costs above the approved grant unless a revised application is submitted and approved prior to work being undertaken.

Extensions to Project End Date All approved activities are required to be completed within one year of approval. Under exceptional circumstances, an extension beyond this date may be requested in writing and is subject to approval by the CEPF Evaluation Committee.

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8. Final Report Requirements & Process

All funded activities must be completed within one year of notification of funding approval and the final report is due within 30 days of project completion. Applicants are required to submit an electronic copy of the complete final report, including the following: • Completed Final Report Form • Financial summary • Copies of any training or capacity building materials that were produced with grant funding • Optional: photos and/or media directly related to the funded project

Submission of Final Reports All final reports should be submitted to: Local Government Program Services, Union of BC Municipalities E-mail: [email protected] Mail: 525 Government Street, Victoria, BC, V8V 0A8

All final report materials will be shared with the Province of BC.

9. Additional Information

For enquiries about the application process or general enquiries about the program, please contact: Union of BC Municipalities 525 Government Street Victoria, BC, V8V 0A8 E-mail: [email protected] Phone: (250) 387-4470

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Type Request for Decision Title Curly Stewart Memorial Trust Fund Award Committee Terms of Reference Author Pamela Rooke Reviewed By: Peter DeJong Date February 27, 2020 Version Issued for March 3, 2020 Council Meeting

Recommendation: (1) THAT the amended Curly Stewart Memorial Trust Fund Award Committee Terms of Reference be adopted.

Attachments: (1) Amended Curly Stewart Memorial Trust Fund Award Committee Terms of Reference

Key Information: At the February 18, 2020 Council meeting, Kit McLean was appointed to the Curly Stewart Memorial Trust Fund Award Committee for a two year term. Council also agreed to amend the Terms of Reference to allow the Committee to be comprised of 5 to 7 members, rather than 5 or 7 members.

Options: (1) Adopt the amended Terms of Reference; (2) Further amend the Terms of Reference and then adopt; (3) Direct staff otherwise.

Preferred Option: Options 1 is the preferred, recommended option.

Communication Plan: Report out and notify Committee members accordingly.

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Curly Stewart Memorial Trust Fund Award Committee Terms of Reference

Purpose of the Committee The purpose of the Curly Stewart Memorial Trust Fund Award Committee (the “Committee”) is to advise Council on the selection of an applicant for the annual award of a scholarship from the Curly Stewart Memorial Trust Fund (the “Award”).

Establishment and Authority Section 142 of the Community Charter provides Council with the authority to establish a select committee to consider or inquire into any matter and to report its findings and opinion to Council. The Committee’s role is advisory; it has no authority to approve or implement decisions. The Committee shall report directly to Council through its Chair.

Composition The Committee shall be comprised of 5 toor 7 members, with the Chair to be a member of Council and the remaining members to be residents of Lions Bay as appointed by Council. For initial appointments to the Committee, one half of the members shall be for a term of one year and the other half shall be for a term of two years, with all appointments expiring on February 28th of their respective years. Thereafter, terms shall be for two years each, expiring February 28th.

Each year in January, the Committee members whose term is expiring the following month shall advise the CAO and Council if they will stand for re-appointment. If any members wish to resign, the CAO will advertise in the Village Update and bring the names of new applicants to the last Council meeting in February where Council will appoint or re-appointment members to the Committee in respect of those positions expiring.

Committee Responsibility The Committee shall recommend one award per year, based upon the criteria encapsulated in the application form, and review these Terms of Reference and the Application Form, and recommend any changes for the consideration of Council. This should be the first task of a newly convened Committee each year.

Committee Procedure The Committee will meet as often as is required between the close of applications on April 30th each year and the last Council meeting in June of each year. Meetings will be convened in “open Regular Council Meeting - March 3, 2020 - Page 65 of 158

meeting” and only closed to the public as required pursuant to the grounds enumerated in section 90 of the Community Charter. The Committee’s recommendations shall be by consensus; where consensus cannot be reached, each member shall have one vote. In the event of a tie, the Chair shall cast the deciding vote, but the dissenting views shall be minuted for Council.

The conflict of interest provisions of the Community Charter shall apply to all members, and any member with a conflict shall so declare and recuse themselves from the decision-making process. If, as a result of recusal of a member, the Committee is unable to make a recommendation by consensus or by voting, the Chair shall cast the deciding vote, but the dissenting views shall be minuted for Council.

The Committee will appoint one of its members to take descriptive, succinct minutes to be vetted by the Chair and approved by the Committee at a subsequent meeting.

Staff Role and Responsibility

Municipal staff will assist the Committee by preparing and posting Notices of Meeting, Agendas and Minutes of the open portion of meetings. Staff will not attend Committee meetings, unless requested to do so by the Committee or its Chair. Background or financial information from staff may be requested by the Chair to assist the Committee.

Adopted by Council: March 20, 2018

Amended:

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Schedule “A” C O N F I D E N T I A L Application for the Curly Stewart Memorial Trust Fund Award

The Curly Stewart Memorial Trust Fund was established to honour the life and public service of the first mayor of the Village of Lions Bay, Allan M. “Curly” Stewart, who served from 1971 to 1981. A $500 scholarship is awarded annually from the trust fund, to the applicant who best exemplifies the criteria described in the official terms of reference for the award, which are, in no particular order:  Lions Bay, British Columbia, Canada and world citizenship (for example, leadership, fundraising, volunteering, organisations, travel, family);  Academic, athletic, arts or personal achievement (for example, schooling, offices held, awards and prizes, team participation, work experience);  Future plans (for example, study, travel, career, service).  And such other qualifying requirements as may be set out in this application. All application materials are confidential to Lions Bay staff and the Award Committee. Do not supply originals: applications are not returned. Applications must be received at the municipal office by close of business on April 30th (or the next business day), by mail to PO Box 141, Lions Bay, BC V0N 2E0, by hand to 400 Centre Road, Lions Bay, BC V0N 2E0, or by email to [email protected] .

PLEASE NOTE THAT THE FOLLOWING INFORMATION WILL BE CONFIDENTIAL TO STAFF AND MEMBERS OF THE MAYOR CURLY STEWARD MEMORIAL TRUST FUND AWARD COMMITTEE.

Name: ______Phone: ______

Date of birth: ______Application date: ______Graduating from which secondary institution (independent and private schools included):

______

Applicants must be under 20 years old on the date of application, and have been resident in the Village of Lions Bay for at least four months in each of the past 3 years. Provide street address(es), adult guardian name(s) and dates here (use a separate sheet for more space):

______

______

______

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Name and city of intended CICIC-accredited post-secondary institution:

______

______

Intended field of study: ______

I hereby certify that I have truthfully represented my qualifications for the Curly Stewart Memorial Trust Fund Award with this application.

Signature of applicant: ______

Application checklist (submit only when complete)

 This completed form.  Applicant’s 500-1000 word statement of their achievements and intentions with respect to the selection criteria.  A letter to the Award Committee from a resident of Lions Bay on one or more aspects of the applicant’s participation in the community.  A reference letter to the Award Committee from the applicant’s current school.  Applicant’s final 11th year and most recent 12th year (or equivalent) grade/mark reports.

Applicants will not be contacted for further input, so this application should stand on its own. Council’s award is based on the Award Committee’s recommendation and is final. The full name of the Award recipient is publicly announced on the Village website, in one or more weekly Village Update newsletters, and at the Village’s Canada Day commemoration on July 1st (in respect of which it is preferred but not mandatory that the Award is announced and a plaque presented to the recipient in person by the Mayor or Acting Mayor).

The $500 monetary component of the award is paid to the recipient in Canadian funds upon delivery to the municipal office of an official half- or full-year course official transcript demonstrating full-time study (as defined by the applicable institution) at any Canadian Information Centre for International Credentials (CICIC)-accredited post-secondary education institution. Recipients may defer delivery of such transcript to the end of the second scholastic year following the award, after which time the monetary component, but not the award itself, is rescinded. Regular Council Meeting - March 3, 2020 - Page 68 of 158

Regular Council Meeting - March 3, 2020 - Page 69 of 158

Type Request for Decision Title 3 PRV Station Project Engineering Services Author Naizam Jaffer Reviewed By: Pamela Rooke Date February 25, 2020 Version 1.0 Issued for March 3, 2020 Regular Council Meeting

Recommendation:

(1) THAT Council award the 3 PRV Station Project Engineering Services to ISL Engineering and Land Services Limited in the amount of $66,405.00; and (2) THAT Council authorize the Mayor and Corporate Officer to execute contract documents substantially in the form attached.

Attachments:

(1) Request for Quote Solicitation (2) Professional Services Agreement (3) Individual Engineering Proposals and Price Sheets (Available On Table in Closed Meeting)

Key Information:

At the September 17, 2019 Council meeting, staff advised Council that the Clean Water and Wastewater Fund (CWWF) Harvey Tank Project was nearing completion and that there would be funds left over. The Province had agreed that the remaining grant funds could be put towards the completion of the (Upper) Bayview Road PRV and Mountain Drive PRV improvements (which were part of the original CWWF grant application), with the requirement that any monies over and above the remaining balance would need to be funded by the Municipality. A third PRV, next to the Lions Bay Community School, that was identified in the Infrastructure Master Plan was also included within scope of work for this project. Ultimately, it was decided that the capital costs would come from the balance of the CWWF funds and Municipal Finance Authority (MFA) borrowing for remainder of this project’s costs.

On Friday, February 7, 2020, staff solicited quotations for the provision of the required engineering, contract document and drawing preparations, project management, and contract administration for this project from five engineering firms. The deadline for response

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was Friday, February 21, 2020. Four firms provided the Municipality with quotations and ISL Engineering and Land Services Ltd. (ISL) was the low bid at $66,405.

After reviewing each proposal, staff believe that each of the proponent’s submissions meet the requirements of the request for quote and that each of the firms are wholly competent and capable to provide the requisite services. Consequently, staff recommend engaging with the lowest bidder for this work.

Options: (1) Award the 3 PRV Station Project engineering and project management to ISL Engineering in the amount of $66,405.00. (2) Direct staff in a manner other than as suggested above.

Preferred Option:

Option (1) is being recommended by staff as the preferred option.

Legal Considerations:

Contractual provisions to be finalized with lead proponent.

Follow Up Action:

Staff to engage with lead proponent to finalize the contract.

Communication Plan:

Village Update once agreement finalized.

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From: Naizam Jaffer To: Naizam Jaffer Cc: Hayley Cook; Pam Rooke Subject: 3 PRV Stations Project - Drawings and Tender Document Preparation - RFQ Date: Friday, February 7, 2020 2:00:04 PM

Good Day,

The Village of Lions Bay is looking for a qualified engineering firm to develop construction ready drawings and tender documents for the construction of two above ground pressure reducing valve stations (PRV)’s and one above ground automated control valve station (ACV) within the Municipality of Lions Bay. The contract documents may be either MMCD Platinum Edition or CCDC. Please break out project management and contract administration as a distinct line item in your pricing.

The 3 stations are as follows:

1. Upper Bayview Road above ground PRV station; 2. Mountain Drive above ground ACV station’; and 3. Bayview School above ground PRV station (between 245 and 249 Bayview Road, Lions Bay).

Background

In 2018, the Municipality issued a request for proposal for a water project that included the construction of two of the aforementioned stations. The project did not proceed; however, the design drawings and tender documentation (CCDC) can still be viewed on the Municipality’s website under ‘Contract Opportunities’ and ‘Water Storage Facilities Replacement [ITT-2018-60546407]’. The Upper Bayview Road PRV site plan is sheet C-306 and the Mountain Drive ACV is sheet 307. Design drawings for the Bayview School PRV do not exist.

Objective

The objective of this request for quotation is to prepare design drawings and tender documents for the 3 stations and to provide for project management during construction. The Upper Bayview PRV and Mountain ACV are to be as per the AECOM design (with exceptions – see below) and a new above ground design is required for the above ground Bayview School PRV station. The Bayview School PRV station will not require a mag meter or SCADA functionality – it will be a manual station. Survey is available for the Mountain ACV but not for the other two sites. Building Permits and associated schedules (B & C); VCH Submittals; BC Hydro Submittals; and any other permitting to be included in your quote.

Exceptions to AECOM drawings

Pressure reducing valves – Cla-Val w/position indicator, AWWA epoxy coating, and S.S. Trim. Low Flow Disc Guides where possible. Strainers – Cla-Val duplex strainers w/ AWWA epoxy coating and blowdown valves Pressure transmitters – Siemens Liquid filled pressure gauges - Siemens Regular Council Meeting - March 3, 2020 - Page 72 of 158

Air release valves – Valmatic Rigid Couplings – Victaulic or Shurjoint Gate valves – Muller, flanged Actuated Valves – Bray butterfly valves with Rotork Actuators MAG Meter – Siemens Dismantling Joints – Romac

Notes: 1. Low flow PRV lines to be controlled by gate valves (Cla-Val 92 – pressure sustaining and reducing) with flanged connections – ball valves are not preferred. 2. Low flow PRV’s to be Cla-Val 100 mm (not 75 mm)

Response Timeline and Details

Please provide a cost estimate to perform the works outlined above no later than 12:00 noon on Friday, February 21, 2020. Your digital response must be sent to [email protected].

Thank you kindly for your interest.

All the best,

Naizam (Nai) Jaffer Public Works Manager | Village of Lions Bay Village Office (604) 921-9833 | www.lionsbay.ca This email is intended only for the persons addressed and may contain confidential or privileged information. If you received this email in error, it'd be appreciated if you notify the sender and delete it. Statements and opinions herein are made by their authors in a personal capacity, and are not binding on the Municipality of the Village of Lions Bay until contracted. Be aware that this email is the property of the Municipality and may not be disseminated in whole or part without consent. This email may be exempt from disclosure under the British Columbia Freedom of Information and Protection of Privacy Act and other freedom of information or privacy legislation, and no admissible disclosure of this email can be made without the consent of the Municipality. Conversely, be aware that any response to the sender may be subject to disclosure under a freedom of information request.

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PROFESSIONAL SERVICES AGREEMENT

THIS AGREEMENT dated for reference March 3, 2020

BETWEEN:

VILLAGE OF LIONS BAY, a municipality duly incorporated under the laws of British Columbia and having an address at 400 Centre Road, Lions Bay, BC, V0N 2E0 (the “Municipality”).

AND:

Name of Firm, an engineering firm having an address at 123 Anywhere St., Vancouver, BC V0N 2E0 (the “Contractor”).

WHEREAS the Municipality wishes to engage the Contractor to provide Engineering Services in connection with the project management and contract administration for the engineering design, tender document preparation, project management and contract administration for the installation of the following three above ground control valve stations:

1. Upper Bayview Road above ground pressure reducing valve station; 2. Mountain Drive above ground automated control valve station’; and 3. Bayview School above ground pressure reducing valve station (between 245 and 249 Bayview Road, Lions Bay).

THEREFORE in consideration of the payment of one ($1.00) dollar and other good and valuable consideration paid by each of the parties to the other (the receipt and sufficiency of which is hereby acknowledged) the Municipality and the Contractor agree as follows:

1. DEFINITIONS AND INTERPRETATION

1.1 Definitions

In these General Terms and Conditions: (a) "Agreement" means this Agreement and all appendices attached hereto; (b) “Municipality” means the Village of Lions Bay; (c) “Contractor” means the Contractor who is providing Services under this Agreement; Regular Council Meeting - March 3, 2020 - Page 74 of 158

(d) "Disbursements" means the actual out-of-pocket costs and expenses as identified in Appendix 2 (or Appendix 3 if applicable), which the Contractor incurs in providing the Services; (e) “Fees” means the price set out in Appendix 2 (or Appendix 3 if applicable) for the provision of the Services, unless otherwise agreed by the parties in writing, and includes all taxes; (f) "Indemnitees" means the Municipality and all of its elected and appointed officials, officers, employees, servants, representatives, and agents; (g) “Proposal” means the Contractor’s Quote attached as Appendix 2; (h) “Services” means the services as described generally in Appendix 1, including anything and everything required to be done for the fulfilment and completion of this Agreement; and (i) "Term" has the meaning described in Section 3.1

1.2 Agreement

This Agreement may be modified only by express and specific written agreement. In the event of a conflict between the provisions of any documents listed below, then the following documents shall govern and take precedence in the following order: (a) this Agreement; (b) Addenda; (c) the Proposal; and (d) other terms, if any, that are agreed to by the parties in writing.

1.3 Appendices

The following attached Appendices are part of this Agreement: Appendix 1 – Scope of Services; Appendix 2 – Contractor’s Quote; Appendix 3 –Special Terms and Conditions and Negotiated Changes (if applicable)

2. SERVICES

2.1 Services

The Contractor covenants and agrees with the Municipality to provide the Services as described generally in Appendix 1, including anything and everything required to be done for the fulfillment and completion of this Agreement (the “Services”). Regular Council Meeting - March 3, 2020 - Page 75 of 158

2.2 Changes to Services

The Municipality may from time to time, by written notice to the Contractor, make changes in the scope of the Services. The terms of this Agreement will apply to any change in the Services, and the Fees for the changed Services, and the time for the Contractor’s performance, will generally correspond to the Fees and time of performance as described in Appendix 2. The Contractor will not provide any additional Services in excess of the scope of Services requested in writing by the Municipality.

2.3 Standard of Care

The Contractor will perform the Services with that degree of care, skill and diligence normally provided by a qualified and experienced practitioner performing services similar to the Services, and on the understanding that the Municipality is relying on the Contractor's experience and expertise. The Contractor represents that it has the expertise, qualifications, resources, and relevant experience to provide the Services.

2.4 Inspection and Acceptance

All Services performed under this Agreement may be subject to inspection and verification by the Municipality. The Contractor shall provide the Municipality with copies of all documentation deemed necessary by the Municipality for efficient expediting. The Municipality will notify the Contractor in writing of its rejection of any Services which are not in accordance with the description or specifications stipulated in this Agreement and the Contractor shall forthwith rectify all such defects at its own expense and be held liable for any and all expenses or losses resulting from such defect. No acceptance by, or on behalf of, the Municipality shall release the Contractor of its obligations as further stated hereunder.

2.5 Holdback for deficient Services

The Municipality may hold back from payments otherwise due to the Contractor up to 200% of a reasonable estimate, as determined by the Municipality, on account of deficient Services. This holdback may be held, without interest, until such deficiency or defect is remedied.

2.6 Completion

Completion of the Services shall be made free and clear of all liens and encumbrances within the time, in the manner, and to the destination stipulated in this Agreement. In the event of failure to meet this condition, the Municipality shall be entitled to the return of all monies paid by the Municipality on account of this Agreement and, in addition, may cancel this Agreement without liability or penalty and the Contractor shall be held liable for any and all expenses or losses resulting from such failure. Regular Council Meeting - March 3, 2020 - Page 76 of 158

2.7 Patents

The Contractor warrants and guarantees that Services delivered under this Agreement do not infringe any valid patent, industrial design, copyright or trademark, foreign or domestic, owned or controlled by any other corporation, firm or person, and agrees to indemnify and save harmless the Municipality and all of its elected and appointed officials, officers, employees, servants, representatives and agents, from and against any and all claims, demands, causes of action, suits, losses, damages and costs, liabilities, expenses and judgments (including all actual legal costs) by reason of any claim, action or litigation arising out of any alleged or actual infringement of any patent, copyright or trademark, foreign or domestic, relating to the use or sale of any Services supplied under this Agreement.

3. TERM

3.1 Commencement Date and Term

The Contractor shall provide the Services for the period commencing on February 18, 2020 and terminating September 30, 2020 (the "Term").

3.2 Term May Be Extended

The parties may extend the Term by mutual agreement. If the Term is extended, the provisions of this Agreement will remain in force except where amended in writing by the parties.

3.3 Time

The Contractor acknowledges that time is of the essence with respect to the provision of the Services and accordingly the Contractor will provide the Services within the performance or completion dates or time periods (the "Time Schedule") as set out in Appendix 2, or as otherwise agreed to in writing by the Municipality and the Contractor. If at any time the Contractor discovers that the Time Schedule cannot be met it will immediately advise the Municipality in writing and provide a revised Time Schedule. If the Contractor is delayed by an action or omission of the Municipality, then the Term will be extended for such reasonable time as agreed between the parties.

4. PERSONNEL

4.1 Qualified Personnel

The Contractor will provide only personnel who have the qualifications, experience and capabilities to perform the Services. Regular Council Meeting - March 3, 2020 - Page 77 of 158

4.2 Listed Personnel and Sub-Contractors

The Contractor will perform the Services using the personnel and sub-contractors as may be listed in the Proposal and the Contractor will not remove any such listed personnel or sub-contractors from the provision of the Services without the prior written approval of the Municipality.

4.3 Replacement of Personnel or Sub-Contractors

If the Municipality reasonably objects to the performance, qualifications, experience or suitability of any of the Contractor's personnel or sub-contractors then the Contractor will, on written request from the Municipality, replace such personnel or sub-contractors.

4.4 Sub-Contractors and Assignment

Except as provided for in this Agreement, the Contractor will not engage any personnel or sub-contractors, or sub-contract or assign its obligations under this Agreement, in whole or in part, without the prior written approval of the Municipality.

4.5 Agreements with Sub-Contractors

The Contractor will preserve and protect the rights of the Municipality with respect to any Services performed under sub-contract and incorporate the terms and conditions of this Agreement into all sub-contracts as necessary to preserve the rights of the Municipality under this Agreement. The Contractor will be as fully responsible to the Municipality for acts and omissions of sub-contractors and of persons directly or indirectly employed by them as for acts and omissions of persons directly employed by the Contractor.

5. LIMITED AUTHORITY

5.1 Agent of Municipality

The Contractor is not and this Agreement does not render the Contractor an agent or employee of the Municipality, and without limiting the above, the Contractor does not have authority to enter into any contract or reach any agreement on behalf of the Municipality, except for the limited purposes as may be expressly set out in this Agreement, or as necessary in order to provide the Services. The Contractor will make such lack of authority clear to all persons with whom the Contractor deals in the course of providing the Services.

5.2 Independent Contractor

The Contractor is an independent contractor. This Agreement does not create the relationship of employer and employee, a partnership, or a joint venture. The Regular Council Meeting - March 3, 2020 - Page 78 of 158

Municipality will not control or direct the details, means or process by which the Contractor provides the Services. The Contractor will determine the number of days and hours of work required to properly and completely provide the Services. The Contractor is primarily responsible for provision of the Services and may not delegate or assign the provision of any Services to any other person except as provided for in this Agreement. The Contractor will be solely liable for the wages, benefits, work schedules and work conditions of any partners, employees or sub-contractors.

6. FEES

6.1 Fees And Disbursements

The Municipality will pay to the Contractor the Fees and Disbursements in accordance with this Agreement. Payment by the Municipality of the Fees and Disbursements will be full payment for the Services and the Contractor will not be entitled to receive any additional payment without the prior written approval of the Municipality.

6.2 Costs included in Fees and Disbursements

For greater certainty, costs of general management, non-technical supporting services, general overhead, mobilization/demobilization, travel and all other items associated with the Services are deemed to be covered by the Fees and Disbursements and will not be subject to additional payment by the Municipality.

6.3 No increase in Fees and Disbursements without Written Agreement

No increases in Fees and Disbursements will be accepted by the Municipality without prior written acceptance by the Municipality.

6.4 Payment

Subject to any contrary provisions set out in this Agreement: (a) the Contractor will submit a monthly invoice (the “Invoice”) to the Municipality requesting payment of the portion of the Fees and Disbursements relating to the Services provided in the previous month and including the following information:

• an invoice number; • the Contractor's name, address and telephone number; • the Municipality's reference number for the Services: to be provided on execution of a signed contract; • the names, charge-out rates and number of hours worked in the previous month of all employees of the Contractor and any sub-contractors that have performed Services during the previous month; Regular Council Meeting - March 3, 2020 - Page 79 of 158

• the percentage of Services completed at the end of the previous month; • the total budget for the Services and the amount of the budget expended to the date of the Invoice; • taxes (if any); and • grand total of the Invoice; (b) the Contractor will on request from the Municipality provide receipts and invoices for all Disbursements claimed; (c) if the Municipality reasonably determines that any portion of an Invoice is not payable, then the Municipality will so advise the Contractor; (d) the Municipality will pay the portion of an Invoice which the Municipality determines is payable within 30 days of the receipt of the Invoice less any deductions for setoffs or holdbacks permitted by this Agreement, except the Municipality may hold back from payments 10% of the amount the Municipality determines is payable to the Contractor until such time as the Municipality gives final approval of completion of work; (e) if the Contractor offers the Municipality a cash discount for early payment, then the Municipality may, at the Municipality’s sole discretion, pay the portion of an Invoice which the Municipality determines is payable at any time after receipt of the Invoice; (f) Invoices will be submitted by the Contractor by mail to: Accounts Payable Department Village of Lions Bay PO Box 141, 400 Centre Road, Lions Bay, BC V0N 2E0; (g) the payment by the Municipality of any invoice will not bind the Municipality with respect to any subsequent payment or final payment and will not mean that the Municipality has accepted Services that are not in accordance with the requirements of this Agreement, or that the Contractor is in any manner released from its obligation to comply with this Agreement; and (h) unless otherwise provided, all dollar amounts referred to in this Agreement are in lawful money of Canada.

6.5 Records

The Contractor will prepare and maintain proper records related to the Services, including records, receipts and invoices relating to Disbursements. On request from the Municipality, the Contractor will make the records available open to audit examination by the Municipality at any time during regular business hours during the time the Contractor is providing the Services and for a period of six years after the Services are Regular Council Meeting - March 3, 2020 - Page 80 of 158

complete. This right to audit shall include sub-contractors to the Contractor. The Contractor shall ensure the Municipality has this right to audit with all sub-contractors.

6.6 Non-Residents

If the Contractor is a non-resident of Canada and does not provide to the Municipality a waiver of regulation letter, the Municipality will withhold and remit to the appropriate governmental authority the greater of: (a) 15% of each payment due to the Contractor; or (b) the amount required under applicable tax legislation.

7. MUNICIPALITY’S RESPONSIBILITIES

7.1 Municipal Information

The Municipality will, in co-operation with the Contractor, make efforts to make available to the Contractor information, surveys, and reports which the Municipality has in its files and records that relate to the Services. The Contractor will review any such material upon which the Contractor intends to rely and take reasonable steps to determine if that information is complete or accurate. The Contractor will assume all risks that the information is complete and accurate and the Contractor will advise the Municipality in writing if in the Contractor's judgment the information is deficient or unreliable and undertake such new surveys and investigations as are necessary.

7.2 Municipal Decisions

The Municipality will in a timely manner make all decisions required under this Agreement, examine documents submitted by the Contractor and respond to all requests for approval made by the Contractor pursuant to this Agreement.

7.3 Notice of Defect

If the Municipality observes or otherwise becomes aware of any fault in the Services, it may notify the Contractor, but nothing in this Agreement will be interpreted as giving the Municipality the obligation to review the Contractor's performance of the Services.

8. INDEMNITY, INSURANCE, DAMAGES AND LICENCING

8.1 Indemnity

The Contractor will indemnify and save harmless the Municipality and all of its elected and appointed officials, officers, employees, servants, representatives and agents Regular Council Meeting - March 3, 2020 - Page 81 of 158

(collectively the “Indemnitees”), from and against all claims, demands, causes of action, suits, losses, damages and costs, liabilities, expenses and judgments (including all actual legal costs) for damage to or destruction or loss of property, including loss of use, and injury to or death of any person or persons which any of the Indemnitees incur, suffer or are put to arising out of or in connection with any failure, breach or non-performance by the Contractor of any obligation of this Agreement, or any wrongful or negligent act or omission of the Contractor or any employee or agent of the Contractor.

8.2 Survival of Indemnity

The indemnity described in section 8.1 will survive the termination or completion of this Agreement and, notwithstanding such termination or completion, will continue in full force and effect for the benefit of the Indemnitees.

8.3 Contractor's Insurance Policies

The Contractor will, without limiting its obligations or liabilities and at its own expense, provide and maintain throughout this Agreement the following insurances in forms and amounts acceptable to the Municipality from insurers licensed to conduct business in Canada: (a) commercial general liability insurance on an occurrence basis, in an amount not less than five million ($5,000,000) dollars inclusive per occurrence against death, bodily injury and property damage arising directly or indirectly out of the work or operations of the Contractor, its employees and agents. The insurance will include cross liability and severability of interests such that the coverage shall apply in the same manner and to the same extent as though a separate policy had been issued to each insured. The insurance will include, but not be limited to: premises and operators liability, broad form products and completed operations, owners and Contractors protective liability, blanket contractual, employees as additional insureds, broad form property damage, non-owned automobile, contingent employers liability and broad form loss of use and personal injury, and the Municipality will be added as an additional insured; (b) automobile liability insurance on all vehicles owned, operated or licensed in the name of the Contractor in an amount not less than five million ($5,000,000) dollars per occurrence for bodily injury, death and damage to property; (c) professional errors and omissions liability insurance, in an amount not less than two million ($2,000,000) dollars; and (d) Contractors' equipment insurance in an all risks form covering construction machinery and equipment used for the performance of the Services. Regular Council Meeting - March 3, 2020 - Page 82 of 158

8.4 Insurance Requirements

The Contractor will provide the Municipality with evidence of the required insurance prior to the commencement of this Agreement. Such evidence will be in the form of a completed certificate of insurance acceptable to the Municipality. The Contractor will, on request from the Municipality, provide certified copies of all of the Contractor’s insurance policies providing coverage relating to the Services, including without limitation any professional liability insurance policies. All required insurance will be endorsed to provide the Municipality with thirty (30) days advance written notice of cancellation or material change restricting coverage. To the extent the Municipality has an insurable interest; the builder's risk policy will have the Municipality as first loss payee. The Contractor will be responsible for deductible amounts under the insurance policies. All of the Contractor's insurance policies will be primary and not require the sharing of any loss by the Municipality or any insurer of the Municipality.

8.5 Contractor Responsibilities

The Contractor acknowledges that any requirements by the Municipality as to the amount of coverage under any policy of insurance will not constitute a representation by the Municipality that the amount required is adequate and the Contractor acknowledges and agrees that the Contractor is solely responsible for obtaining and maintaining policies of insurance in adequate amounts. The insurance policy coverage limits shall not be construed as relieving the Contractor from responsibility for any amounts which may exceed these limits, for which the Contractor may be legally liable.

8.6 Additional Insurance

The Contractor shall place and maintain, or cause any of its sub-contractors to place and maintain, such other insurance or amendments to the foregoing policies as the Municipality may reasonably direct.

8.7 Waiver of Subrogation

The Contractor hereby waives all rights of recourse against the Municipality for loss or damage to the Contractor's property.

8.8 Protection of Property

The Contractor shall protect Municipality’s property and adjacent properties from damage that may arise as the result of the Contractor’s operations under the Agreement. Any such damage caused by the Contractor shall be made good by the Contractor at the Contractor’s expense. Regular Council Meeting - March 3, 2020 - Page 83 of 158

8.9 WorkSafe BC And Occupational Health And Safety

The Contractor agrees that: (a) it will, at its own expense, procure and carry full WorkSafe BC coverage for itself and all workers, employees, servants and others engaged in the supply of the Services; (b) the Municipality has the unfettered right to set off the amount of the unpaid premiums and assessments for the WorkSafe BC coverage against any monies owing by the Municipality to the Contractor and the Municipality will have the right to withhold payment under this Agreement until the WorkSafe BC premiums, assessments or penalties in respect of the Services have been paid in full; (c) it will provide the Municipality with the Contractor's WorkSafe BC registration number and a letter from the WorkSafe BC confirming that the Contractor is registered in good standing; (d) it is the prime contractor for the Services for the purposes of the Workers Compensation Act, it will have a safety program in place that meets the requirements of the WorkSafe BC Occupational Health and Safety Regulation and the Workers Compensation Act, as prime contractor, the Contractor will be responsible for appointing a qualified coordinator for insuring the health and safety activities for the location of the Services and that person will be the person so identified in Schedule C, of the Proposal, and the Contractor will advise the Municipality immediately in writing if the name or contact number of the qualified coordinator changes; (e) without limiting the generality of any other indemnities granted by the Contractor in this Agreement, the Contractor will indemnify and save harmless the Indemnitees from and against all claims, demands, causes of action, suits, losses, damages, costs, liabilities, expenses, judgments, penalties and proceedings (including all actual legal costs) which any of the Indemnitees incur, suffer or are put to arising out of or in any way related to unpaid WorkSafe BC assessments owing from any person or corporation engaged in the performance of this Agreement or arising out of or in any way related to the failure to observe safety rules, regulations and practices of WorkSafe BC, including penalties levied by WorkSafe BC; (f) it will ensure compliance with and conform to all health and safety laws, by-laws or regulations of the Province of British Columbia, including without limitation the Workers Compensation Act and Regulations pursuant thereto; (g) the Municipality may, on 24 hours written notice to the Contractor, install devices or rectify any conditions creating an immediate hazard existing that would be likely to result in injury to any person; however, in no case will the Municipality be Regular Council Meeting - March 3, 2020 - Page 84 of 158

responsible for ascertaining or discovering, through inspections or review of the operations of the Contractor or otherwise, any deficiency or immediate hazard; and (h) it understands and undertakes to comply with all the WorkSafe BC Occupational Health and Safety Regulations for hazardous materials and substances, and in particular with the "Workplace Hazardous Materials Information System (WHMIS)" Regulations.

9. TERMINATION

9.1 By the Municipality

The Municipality may at any time and for any reason by written notice to the Contractor terminate this Agreement before the completion of the provision of all Services, such notice to be determined by the Municipality at its sole discretion. Upon receipt of such notice, the Contractor will provide no further Services other than what is reasonably required to terminate the supply of Services and return the Municipality’s property to the Municipality. Despite any other provision of this Agreement, if the Municipality terminates this Agreement before the completion of providing all the Services, the Municipality will pay to the Contractor all amounts owing under this Agreement for Services provided by the Contractor up to and including the date of termination, plus reasonable termination costs in the amount as determined by the Municipality in its sole discretion. Upon payment of such amounts no other or additional payment will be owed by the Municipality to the Contractor, and, for certainty, no amount will be owing on account of lost profits relating to the portion of the Services not supplied or other profit opportunities.

9.2 Termination for Cause

The Municipality may terminate this Agreement for cause as follows: (a) if the Contractor is adjudged bankrupt, or makes a general assignment for the benefit of creditors because of its insolvency, or if a receiver is appointed because of its insolvency, the Municipality may, without prejudice to any other right or remedy the Municipality may have, terminate this Agreement by giving the Contractor or receiver or trustee in bankruptcy written notice; or (b) if the Contractor is in breach of any term or condition of this Agreement, and such breach is not remedied to the reasonable satisfaction of the Municipality within five days after delivery of written notice from the Municipality to the Contractor, then the Municipality may, without prejudice to any other right or remedy the Municipality may have, terminate this Agreement by giving the Contractor further written notice. Regular Council Meeting - March 3, 2020 - Page 85 of 158

If the Municipality terminates this Agreement as provided by this Section, then the Municipality may: (c) enter into contracts, as it in its sole discretion sees fit, with other persons to complete the Services; (d) withhold payment of any amount owing to the Contractor under this Agreement for the Services; (e) set-off the total cost of completing the Services incurred by the Municipality against any amounts owing to the Contractor under this Agreement, and at the completion of the provision of Services pay to the Contractor any balance remaining; and (f) if the total cost to complete the provision of Services exceeds the amount owing to the Contractor, charge the Contractor the balance, which amount the Contractor will forthwith pay.

9.3 Curing Defaults

If the Contractor is in default of any of its obligations under this Agreement, then the Municipality may without terminating this Agreement, upon five days written notice to the Contractor, remedy the default and set-off all costs and expenses of such remedy against any amounts owing to the Contractor. Nothing in this Agreement will be interpreted or construed to mean that the Municipality has any duty or obligation to remedy any default of the Contractor.

10. COMPLIANCE WITH LAWS

10.1 Applicable Laws

This Agreement shall be governed by and construed in accordance with the laws and statutes of the Province of British Columbia, regulations or bylaws. The Municipality and the Contractor accept the jurisdiction of the courts of British Columbia and agree that any action under this Agreement shall be brought in such courts and that any reference to any statute, regulation or bylaw refers to that enactment as it may be amended or replaced from time to time.

10.2 Compliance with Applicable Laws

The Contractor will provide the Services in full compliance with all applicable federal, provincial and municipal enactments and regulations. Regular Council Meeting - March 3, 2020 - Page 86 of 158

10.3 Interpretation of Enactments

The Contractor will, as a qualified and experienced contractor, interpret enactments and regulations applicable to the provision of the Services. If an authority having jurisdiction imposes an interpretation which the Contractor could not reasonably have verified or foreseen prior to entering into this Agreement, then the Municipality will pay the additional costs, if any, of making alterations so as to conform to the required interpretation.

11. CONFIDENTIALITY, DISCLOSURE OF INFORMATION AND WORK PRODUCT

11.1 No Disclosure

Except as provided for by law or otherwise by this Agreement, the Contractor will keep strictly confidential any information supplied to, obtained by, or which comes to the knowledge of the Contractor as a result of the performance of the Services and this Agreement, and will not, without the prior express written consent of the Municipality, publish, release, disclose or permit to be disclosed any such information to any person or corporation, either before, during or after termination of this Agreement, except as reasonably required to complete the Services.

11.2 Freedom of Information and Protection of Privacy Act

The Contractor acknowledges that the Municipality is subject to the Freedom of Information and Protection of Privacy Act of British Columbia and agrees to any disclosure of information by the Municipality required by law.

11.3 Return of Property

The Contractor agrees to return to the Municipality all of the Municipality’s property at the completion of this Agreement, including any and all copies or originals of reports provided by the Municipality.

11.4 Use of Work Product

The Contractor hereby sells, assigns and transfers to the Municipality the right, title and interest required for the Municipality to use and receive the benefit of all the reports, drawings, plans, designs, models, specifications, computer software, concepts, products, designs or processes or other such work product produced by or resulting from the Services rendered by the Contractor. Regular Council Meeting - March 3, 2020 - Page 87 of 158

12. DISPUTE RESOLUTION

12.1 Dispute Resolution Procedures

The parties will make reasonable efforts to resolve any dispute, claim, or controversy arising out of this Agreement or related to this Agreement (“Dispute”) using the dispute resolution procedures set out in this section 12.1 as follows: (a) the parties will make reasonable efforts to resolve any Dispute by amicable negotiations and will provide frank, candid and timely disclosure of all relevant facts, information and documents to facilitate negotiations; (b) If all or any portion of a Dispute cannot be resolved by good faith negotiations within 30 days, either party may by notice to the other party refer the matter to mediation. Within seven days of delivery of the notice, the parties will mutually appoint a mediator. If the parties fail to agree on the appointment of the mediator, then either party may apply to the British Columbia International Commercial Arbitration Centre for appointment of a mediator. The parties will continue to negotiate in good faith to resolve the Dispute with the assistance of the mediator. The place of mediation will be Lions Bay, British Columbia, or such other place as the Municipality may, in its sole discretion, specify. Each party will equally bear the costs of the mediator and other out-of-pocket costs, and each party will bear its own costs of participating in the mediation; and (c) If within 90 days of the request for mediation, the Dispute is not settled, or if the mediator advises that there is no reasonable possibility of the parties reaching a negotiated resolution, then the parties may mutually agree to submit the Dispute to binding arbitration in accordance with the rules of the British Columbia International Commercial Arbitration Centre, or either party may, without further notice, commence litigation.

13. MUNICIPAL POWERS

13.1 Powers Preserved

Nothing in this Agreement limits or abrogates, or will be deemed to limit or abrogate, the jurisdiction of the Council of the Municipality in the exercise of its powers, rights or obligations under any public or private statute, regulation or by-law or other enactment.

13.2 No financial commitments beyond current fiscal year

The Contractor recognizes and agrees that the Municipality cannot make financial commitments beyond the Municipality’s current fiscal year. The Municipality will annually make good faith requests for appropriation of sufficient funds to cover all Regular Council Meeting - March 3, 2020 - Page 88 of 158

payments covered by this Agreement. If Municipality Council does not appropriate funds, or appropriates insufficient funds, the Municipality will notify the Contractor of its intention to terminate or reduce the services so affected within 30 days after the non- appropriation becomes final. Such termination shall take effect 30 days from the date of notification, shall not constitute an event of default and shall relieve the Municipality, its officers and employees, from any responsibility or liability for the payment of any further amounts under this Agreement.

14. GENERAL

14.1 Entire Agreement

This Agreement, including the Appendices and any other documents expressly included by reference in this Agreement, contains the entire agreement of the parties regarding the provision of the Services, and no understandings or agreements, oral or otherwise, exist between the parties except as expressly set out in this Agreement. This Agreement supersedes and cancels all previous agreements between the parties relating to the Services. In the event that the Contractor issues an invoice, packing slip, sales receipt, or any like document to the Municipality, the Municipality accepts the document on the express condition that any terms and conditions in it which constitute terms and conditions which are in addition to or which establish conflicting terms and conditions to those set out in this Agreement are expressly rejected by the Municipality.

14.2 Amendment

This Agreement may be amended only by agreement in writing, signed by both parties.

14.3 Merger And Survival

The representations, agreements, covenants and obligations set out in this Agreement shall survive the performance of the Services and payment of the Fees and Disbursements.

14.4 Unenforceability

If any provision of this Agreement is invalid or unenforceable, it will be severed from the Agreement and will not affect the enforceability or validity of the remaining provisions of the Agreement.

14.5 Cumulative Remedies

The Municipality’s remedies under this Agreement are cumulative and in addition to any right or remedy which may be available to the Municipality at law or in equity. Regular Council Meeting - March 3, 2020 - Page 89 of 158

14.6 Notices

Any notice, report or other document that either party may be required or may wish to give to the other must be in writing, unless otherwise expressly provided for, and will be deemed to be validly given to and received by the addressee: (a) by hand, on delivery; (b) by facsimile or email, by acknowledgement; or (c) by mail, five calendar days after posting. The addresses for delivery will be as shown in the Proposal.

14.7 Headings

The headings in this Agreement are inserted for convenience of reference only and will not form part of nor affect the interpretation of this Agreement.

14.8 Assignment

This Agreement may not be assigned in whole or in part by the Contractor without the prior written consent of the Municipality.

14.9 Singular, Plural and Gender

Wherever the singular, plural, masculine, feminine or neuter is used throughout this Agreement the same will be construed as meaning the singular, plural, masculine, feminine, neuter or body corporate where the context so requires.

14.10 Waiver

Any failure of the Municipality at any time or from time to time to enforce or require the strict keeping or performance of any of the terms and conditions contained in this Agreement shall not constitute a waiver of the terms and conditions and shall not affect or impair the terms or conditions in any way or the Municipality's right at any time to avail itself of any remedies as the Municipality may have for any breach of the terms and conditions.

14.11 Counterparts

This Agreement may be executed in one or more counterparts all of which when taken together will constitute one and the same Agreement, and one or more of the counterparts may be delivered by fax transmission or as a PDF file by email or as a hard copy. Regular Council Meeting - March 3, 2020 - Page 90 of 158

14.12 Enurement

This Agreement shall enure to the benefit of and be binding upon the respective successors and permitted assigns of the Municipality and the Contractor.

END OF PAGE

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WHEREFORE, the parties have executed this Agreement on the dates indicated below: [SEE ATTACHED SIGNATURES]

VILLAGE OF LIONS BAY by its authorized signatories: c/s

Mayor

Corporate Officer:

Date executed: ______, 2020.

EHD Consulting Ltd. by its authorized signatories:

Ian Chadwick MSc C.Eng MICE P.Eng

Date executed: ______, 2020.

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APPENDIX 1 –SERVICES The Services shall consist of all Services described in this Agreement and the Proposal (as amended by Appendix 3 if applicable) and shall include the following:

• Contract administration and construction support for the Municipality including: • Preparation of design drawings and contract documents for procurement on BC Bid • Recommendation for award of the contract to a qualified construction firm • CCDC contract administration including, but not limited to, reviewing and approving progress payment draws, requests for information, contemplated change order requests, completion milestones, and related contractual obligations. • Building Permits and associated schedules (B & C); VCH Submittals; BC Hydro Submittals; and any other permitting required • Meetings with contractors engaged in the 3 PRV Project • Responding to requests for information from contractors engaged in this project or regulatory agencies • Regular site visits and quality assurance checks • Commissioning services, and • Preparation of record drawings.

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APPENDIX 2 – PROPOSAL

Successful Proponents Proposal

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APPENDIX 3 – SPECIAL TERMS AND CONDITIONS AND NEGOTIATED CHANGES

“NONE”

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Type Request for Decision Title Ride Hailing – Inter-Municipal Business License (IMBL) Bylaws Author Peter DeJong Reviewed By: Date February 28, 2020 Version Issued for March 3, 2020 Council Meeting

Recommendation:

A. THAT Inter-municipal TNS Business Licence Agreement Bylaw No.572, 2020 be introduced and given three readings; B. THAT Inter-municipal TNS Business Licence Bylaw No.573, 2020 be introduced and given three readings; C. THAT persons who consider they are affected by Bylaws 572 and 573 be given an opportunity to make representations to Council during the Public Participation and Public Questions and Comments portions of the Council meeting on March 3 and during the Public Participation portion on March 17, 2020, prior to consideration of adoption of the bylaws by Council.

Attachments: 1. Inter-municipal TNS Business Licence Agreement Bylaw No.572, 2020; 2. Inter-municipal TNS Business Licence Bylaw No.573, 2020; 3. IMBL Report FAQs;

Key Information:

At the February 4, 2020 Council meeting, staff brought forward a Direction Request report outlining the opportunity to participate in an Inter-municipal Business Licence scheme for ride hailing Transportation Network Services that have been or will be approved by the Passenger Transportation Board. The IMBL will streamline the licensing process across the region and allow ride-hailing companies to operate in all participating municipalities with a single business licence.

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The terms of the IMBL were developed collectively by the participating municipalities in a fast- tracked process convened by TransLink at the direction of the Mayors’ Council December 12, 2019. Participants in the IMBL are as follows:

Inter-municipal TNS Business Licence Participating Municipalities

1. Bowen Island Municipality 2. City of Abbotsford 3. City of Burnaby 4. City of Chilliwack 5. City of Coquitlam 6. City of Delta 7. City of Maple Ridge 8. City of Port Moody 9. City of Richmond 10. City of Surrey 11. District of Squamish 12. Resort Municipality of Whistler 13. The City of Pitt Meadows 14. The City of Vancouver 15. The Corporation of the City of Langley 16. The Corporation of the City of New Westminster 17. The Corporation of the City of North Vancouver 18. The Corporation of the City of Port Coquitlam 19. The Corporation of the City of White Rock 20. The Corporation of the District of North Vancouver 21. The Corporation of the District of West Vancouver 22. The Corporation of the Township of Langley 23. Village of Anmore 24. Village of Harrison Hot Springs 25. Village of Lions Bay

IMBL Administrative Program Cost:

Estimated Year 1 Total Cost: $140,000

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Direct and indirect costs and investments Include: • Privacy Management • Legal Services • Policy Development • Corporate Overhead, Materials and Rent • Licence processing including fee administration and reconciliation The City of Vancouver will retain licence fee revenue sufficient to recover IMBL administrative program costs. Any remaining funds will be distributed among participating municipalities based on the percent of total regional pick-ups and drop-offs that occur within each of their boundaries.

Licensing Authority: The City of Vancouver will be the licensing authority for the IMBL which means that ride-hailing companies will need to purchase the licence from the City of Vancouver. The licence will allow companies to operate in all participating Region 1 municipalities.

Licence Fee: The annual IMBL fee will be $155 per company plus vehicle fees of • $150 per standard vehicle • $30 per zero-emission vehicle • $0 per wheelchair accessible vehicle.

The proposed fees are set to be program cost recoverable and not to be prohibitive for companies.

Licence fee revenue will be shared among participating municipalities. The City of Vancouver will first retain funds sufficient to recover costs for set-up and administration of the licence program as set out above and remaining revenues will be shared based on the percent of total regional pick-ups and drop-offs that occur within each municipality. The information on pick- ups and drop-offs occurring in each municipality will be provided by the licensees.

Licence Conditions: Companies will be required to comply with the municipal by-laws and regulations of each participating municipality. Each municipality retains authority to enforce its own by-laws, for example street and traffic regulations, and also to suspend or cancel an IMBL. Staff in participating municipalities have established a shared protocol for escalating

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enforcement and have agreed to communicate enforcement actions between each other prior to any municipality considering suspension or cancellation of a licence.

Because the terms of the proposed ride-hailing IMBL were developed on a compressed timeline, they should be considered as interim. Staff of participating municipalities will continue to collaborate over the coming months on opportunities for future refinement. For example, there may be additional opportunities to encourage wheelchair accessible or zero emission vehicles, and to adjust the licence fee structure. As more companies are licensed and staff better understand the true costs for licensing and for monitoring industry impacts, such changes can be considered.

Provincial legislation in force since September 2019 has reduced the municipal authority to regulate Passenger Directed Vehicles (PDV) such as taxis, limousines, ride-hailing vehicles. The Province now has sole authority to regulate company fleet size and operational boundaries, to set vehicle standards, and to issue driver Chauffeur Permits. While the province’s new regulations surrounding PDV activities limit the role of municipalities in establishing local regulations, municipalities retain authority to: • Issue business licences; • Set business licence requirements; and • Regulate business activities, such as street and curb use and pick-up and drop-off locations, through bylaws.

The Province regulates Passenger Directed Vehicles through the Passenger Transportation Act, the Motor Vehicle Act, and the Commercial Transportation Act. Companies that operate passenger directed transportation services are licensed by the independent, provincially appointed BC Passenger Transportation Board (PTB). Municipalities may issue business licences to companies once those companies have been licensed by the PTB.

The PTB has the authority to determine operating boundaries, and has established a regional approach to ride hailing that allows companies to operate across municipal boundaries. Vancouver is part of Region 1 (Whistler-Lower Mainland) comprised of 32 municipalities. In October 2019 Council directed staff to work with other Region 1 municipalities and with TransLink to develop a region-wide inter-municipal business licence (IMBL) for ride-hailing that could replace or complement the Vancouver licence.

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An IMBL is a business licence that allows mobile businesses to operate across participating municipalities with the purchase of one licence. An IMBL is formed through common by-laws enacted by each participating municipality. The IMBL Agreement By-law allows municipalities to enter into agreement with the partner municipalities. It addresses terms such as the licence fee, revenue sharing formula and distribution, and overall administration of the licence. The second by-law, the IMBL by-law, is the formal mechanism through which the IMBL is implemented in each municipality and sets out the various terms and conditions that apply to the IMBL across the participating municipalities.

When implementing an IMBL participating municipalities work together to determine: • the types of businesses eligible to be covered under the particular IMBL (e.g. trades/construction); • how much to charge for an IMBL; • the model for collecting and sharing revenue from the sales of the IMBL (e.g. seller retains revenue from sales or cost sharing among jurisdictions); and • the terms of the by-law to be enacted by each participating municipality.

In Region 1, there are four existing sub-regional IMBL groups: Fraser Valley, Metro West, North Shore and Tri-Cities that cover mobile businesses such as trades, construction, and catering. None of these existing IMBLs apply to vehicles for hire or any other transport services.

The process of developing an IMBL generally takes six months to a year. For ride-hailing, a year- long process carried the risk that a patchwork of municipal licensing frameworks would emerge and have a potentially negative impact on the regional roll-out of the industry. On December 12, 2019 the Mayors’ Council on Regional Transportation directed TransLink to facilitate an expedited IMBL development process with Region 1 municipalities with agreement on by-law terms by January 31, 2020.

Region 1 municipalities commenced work in late December 2019. An IMBL Working Group was established and met weekly throughout the month of January 2020 to develop the proposal for an IMBL for ride-hailing. The proposed IMBL by-laws establish licensing authority; licence fee and structure; licence conditions; and licence fee revenue sharing among participating municipalities (Appendix A and Appendix B). They represent the outcome of two-thirds majority based voting undertaken by the IMBL Working Group members. Staff advocated and voted for licence terms and conditions that reflected the Council approved licensing framework from

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October 2019, which considered the City’s Climate Emergency Response, Transportation 2040, and principles for ride-hailing regulation.

Participating municipalities will bring reports to their Councils in February and March 2020 recommending approval of the by-laws as presented. If approved, the IMBL will take effect on April 1, 2020. For any participating municipalities that enact the by-law after April 1, 2020, the licence will take effect in that municipality on the day of enactment.

Given the expedited process for development, the terms of the by-law should be understood as interim. Participating municipalities will assess the effectiveness of the licence over the coming months, as more companies are licensed and operating.

Strategic Analysis

The draft IMBL by-laws establish the following:

Licensing Authority The City of Vancouver will be the licensing authority for the IMBL which means that ride-hailing companies will need to purchase the licence from the City of Vancouver. The licence will allow companies to operate in all participating Region 1 municipalities.

Given the expedited timeframe to develop a licencing scheme, the working group agreed that the City of Vancouver is well positioned for this role as it has developed an infrastructure to support tracking and issuing TNS business licences.

Licence Fee and Structure The annual licence fee will be a company fee of $155 plus per vehicle fees of • $150 for each vehicle • $30 for each zero emission vehicle • $0 for each wheelchair accessible.

The discounted fee for zero emission vehicles provides a meaningful incentive while acknowledging that these vehicles do have an administrative cost and physical impact on streets. Wheelchair accessible vehicles are understood to be more expensive to purchase and maintain than non-accessible vehicles, and municipalities want to encourage their participation in ride-hailing as much as possible. Therefore, a $0 per vehicle fee is proposed.

Licence fees are to be pro-rated to align with the City of Vancouver’s calendar licensing structure.

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Companies will self-report monthly all new vehicles operating under their licence, and whether they are standard, zero emission or wheelchair accessible. Once a vehicle has been reported and the associated fee paid, the vehicle may operate for the remainder of the calendar year.

The per vehicle fee structure was agreed upon as it can be implemented immediately; it enables incentives for specific vehicle types; and it is equitable among companies of all fleet sizes.

The per vehicle fee of $150 was set with the aim of achieving administrative program cost recovery (Appendix D), and recovery of costs to participating municipalities associated with monitoring business activity and impacts in their communities. Because ride-hailing is a new business type the full costs of licensing and monitoring are not yet known. The licence fee is comparable to licensing fees in other Canadian jurisdictions such as the City of Calgary.

Licence Fee Revenue Sharing Licence fee revenue will be shared among participating municipalities. The City of Vancouver will first retain funds sufficient to recover costs for set-up and administration of the licence program,(Appendix D) and remaining revenues will be shared based on the percent of total regional pick-ups and drop-offs that occur within each municipality.

Year 1 of the IMBL program includes set-up costs that are expected to fall in subsequent years as the program is regularized. At the end of each licence year, the City of Vancouver will provide participating municipalities with a year-end account of costs, and revenue to be shared.

Licence Requirements Companies will be required to comply with the municipal by-laws and regulations of each participating municipality.

Each participating municipality will retain authority to enforce its own by-laws, for example street and traffic regulations, and also to suspend or cancel an IMBL. Because suspension or cancellation of a licence would affect all participating municipalities, staff in participating municipalities will establish a shared protocol for escalating enforcement prior to any municipality considering suspension or cancellation. This protocol will include communicating with the Provincial Registrar and Passenger Transportation Branch about on-going concerns with a company or vehicle.

The Province will be enforcing compliance with provincial regulations and licence conditions. Field investigations will be carried out by the Commercial Vehicle Safety and Enforcement (CVSE) Branch; the Registrar of the Passenger Transportation Branch is authorized to investigate and audit companies for issues including compliance with licence conditions and

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public safety. At this time, the number of provincial enforcement staff that will be assigned to address potential issues in [Vancouver] is not available.

Monitoring Industry Impacts – Access to Data Access to detailed trip data is critical for municipalities in understanding the impact of ride- hailing in their communities at both the system-wide and street levels. At the system-wide level it will assist in identifying changes in travel mode share like transit use, cycling and walking. At the street level it can be used to establish solutions to mitigate safety concerns and congestion impacts such as identification of ride-hailing pick-up and drop-off zones. It can also highlight locations that may require enforcement attention.

The BC Passenger Transportation Branch requires comprehensive vehicle and trip data from companies. In early February, the Province confirmed that municipalities will be able to access these data on a regular, on-going basis through a Partnership Agreement with the Passenger Transportation Branch. Consequently, detailed trip data will not be a requirement of the IMBL; municipalities will benefit from access to provincial data, and companies will benefit from not having to duplicate data submission efforts.

As a condition of the IMBL, licenced ride-hailing companies will still be required to report the total number of pick-ups and drop-offs occurring in each participating municipality so as to enable the City of Vancouver to calculate the share of revenue owed to each participating municipality.

Public/Civic Agency Input

The working group held an industry information session on January 22, inviting the 17 TNS operators who had applied to the PTB to operate in Region 1 at that time. Participants were informed about the proposed IMBL framework, including specifics, such as fee structure and data requirements. At the time of the consultation, the proposed IMBL included data submission requirements that have since been removed. Fifteen of the applicants invited sent representatives.

In addition to the comments given during the information session, three companies submitted written comments following the session. The working group reviewed and considered all comments submitted.

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The TNS industry representatives were generally appreciative of the expedited IMBL process, particularly as two of the applicants received PTB approval during the process and had a more urgent need for an IMBL.

The key concerns heard by the working group were: 1. Fee structure and smaller operators: The working group heard concerns that the fee structure disadvantaged smaller operators who are less able to absorb the per-vehicle charges compared to larger operators. 2. Fee structure and TNS fluidity: The working group heard concerns that the way that fees are charged – based on vehicles that sign on with the company rather than number of vehicles in operation – do not match the fluid nature of the ride-hailing industry which tends to have high driver turnover. 3. Data requirements and granularity: The working group also heard concerns about the level of granularity required for data submissions, with respect to customer privacy.

The working group will take key concerns 1 and 2 under advisement and consider options to address these concerns as part of the ongoing development of a permanent IMBL. The concerns are significant enough and industry perspectives varying enough that further work and consultation is required, and was not possible prior to the January 31 deadline for the interim IMBL.

Regarding data requirement concerns, the working group has since determined that detailed data submission will not be required as part of the IMBL. Municipalities will access provincially collected data through a Partnership Agreement with the Provincial Transportation Branch.

Implications/Risks

Bylaw provisions not supported by Council

The terms proposed in the Inter-Municipal Business Licence for ride-hailing have been developed and agreed to by staff from the municipalities that participated in the Working Group. Should Council seek to amend terms of the bylaws at this time, further consultation with all participating municipalities would be required. Consequently, the proposed effective date for implementation of the licence, April 1, 2020, would likely be delayed.

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The IMBL will be effective in all participating municipalities that adopt the bylaws and enter into agreement. If Council chooses not to support the proposed bylaws as presented, the Village of Lions Bay will not be included as a participant in the IMBL. Ride-hailing companies holding the licence will not be able to operate under that licence in Lions Bay. As a result, residents may not be able to access regionally integrated ride-hailing services.

Financial

Year one (2020) set up and administration of the proposed Inter-Municipal Business Licence is estimated to cost the City of Vancouver $140,000. It is anticipated that these costs will be recovered through licence fee revenue. Should year one licence fee revenue be insufficient for cost recovery, the City will seek to recover outstanding costs from future year IMBL revenues.

Included in the administrative costs is the addition of one half-time licence clerk at an approximate cost of $33,000 per year.

The City of Vancouver will obtain a share of the licence fee revenue that remains once administrative program costs have been recovered. That share will be based on Vancouver’s proportion of regional pick-ups and drop-offs and will be used to offset costs related to monitoring industry impacts in the municipality.

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Environmental Based on evidence from other jurisdictions, the introduction of ride-hailing (TNS) could adversely impact municipal streets and increase vehicle kilometers travelled by private vehicles. Other jurisdictions report the following impacts in their communities: • While many trips taken with a TNS vehicle substitute trips that passengers would have otherwise driven themselves, travel surveys indicate that between 42% and 61% of urban TNS users would have taken transit, walked, biked, or not taken the trip at all if TNS services had not been available; • Up to 50% of the vehicle kilometres travelled by TNS vehicles carry no passengers at all, resulting in “deadhead” kilometres TNS drivers travel while looking for patrons; this increases congestion and greenhouse gas emissions associated with transportation. • In August 2019, Uber and Lyft shared some of their own data which indicated that ride- hailing accounted for 1.7% up to 13.4% of all vehicle kilometres travelled (VKT) in core urban areas and between 1.0% and 2.9% in suburban areas. The impacts of the introduction of ride-hailing in [Vancouver] and the Lower Mainland will be better understood once the City and region have access to ride-hailing trip data.

Legal Section 59(2) of the Community Charter applies in the circumstances of business regulation and therefore persons who consider themselves affected by the bylaws must be given an opportunity to be heard before Council adopts the bylaws. This may be done in the form, manner and times Council considers to be reasonable. In addition to specifically noting the opportunity on this agenda, Council is requested to endorse the methodology recommended at the outset of this report, effectively providing for an additional opportunity near the end of this meeting and at the beginning of the next meeting. Of course, the public may also provide correspondence to be included in the next Council meeting agenda.

Next Steps: Assuming three readings of the bylaws at the March 3rd meeting, they will come back for consideration of adoption at the March 17th meeting. Should they be approved by Council and by other participating municipalities, then City of Vancouver staff are prepared to issue IMBL licences on April 1, 2020; prepare invoices; and set-up revenue distribution.

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The IMBL terms were developed on an expedited time frame; staff will work with participating municipalities to monitor its effectiveness and consider refinement of terms. For example, there may be opportunities to further encourage wheelchair accessible or zero emission vehicles. Industry representatives requested a fee structure that more accurately reflects their business model such as a monthly fee based on active vehicles. As more companies are licensed and staff come to better understand the costs for licensing and for monitoring industry impacts, such changes may be considered.

The PTB has announced that it will review its regulations with regard to taxi operating areas, but taxis cannot be considered for an IMBL at this time as the PTB restricts their operations to be within municipal boundaries.

Communication: Staff will post information in the Village Update drawing attention to this report and the information in it, along with the opportunity to be heard for those who consider their interests to be affected.

PDJ

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INTER-MUNICIPAL TNS BUSINESS LICENCE AGREEMENT BYLAW NO. 572, 2020

A Bylaw to enter into an agreement among the Participating Municipalities regarding an Inter-municipal Transportation Network Services Business Licence Scheme

THE COUNCIL OF THE VILLAGE OF LIONS BAY, in public meeting, enacts as follows:

1. Council hereby authorizes the Village of Lions Bay to enter into an Agreement with the Participating Municipalities in substantially the form and substance of the Agreement attached to this Bylaw as Schedule A, and also authorizes the Mayor and the Corporate Officer to execute the Agreement on behalf of the Village of Lions Bay, and for the Corporate Officer to deliver it to the Participating Municipalities on such terms and conditions as the Corporate Officer deems fit.

2. This Bylaw is to come into force and take effect on the date of its enactment.

3. This Bylaw is to be cited as the "Inter-municipal TNS Business Licence Agreement Bylaw No.572, 2020".

READ A FIRST TIME March 3, 2020 READ A SECOND TIME March 3, 2020 READ A THIRD TIME March 3, 2020

ADOPTED March__, 2020

Mayor

Corporate Officer

Certified a true copy of Inter-municipal TNS Business Licence Agreement Bylaw No.572, 2020, as adopted.

Corporate Officer

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Schedule A

Inter-municipal TNS Business Licence Agreement

WHEREAS the City of Abbotsford, the Village of Anmore, the Bowen Island Municipality, the City of Burnaby, the City of Chilliwack, the City of Coquitlam, the City of Delta, the Village of Harrison Hot Springs, the Corporation of the City of Langley, the Corporation of the Township of Langley, the Village of Lions Bay, the City of Maple Ridge, the Corporation of the City of New Westminster, the Corporation of the City of North Vancouver, the Corporation of the District of North Vancouver, the City of Pitt Meadows, the Corporation of the City of Port Coquitlam, the City of Port Moody, the City of Richmond, the District of Squamish, the City of Surrey, the City of Vancouver, the Corporation of the District of West Vancouver, the Resort Municipality of Whistler, and the Corporation of the City of White Rock (the “Participating Municipalities”), wish to permit transportation network services (“TNS”) businesses to operate across their jurisdictional boundaries thereby eliminating the need to obtain a separate municipal business licence in each jurisdiction;

NOW THEREFORE the Participating Municipalities agree as follows:

1. The Participating Municipalities agree to establish an Inter-municipal TNS Business Licence scheme among the Participating Municipalities, pursuant to section 14 of the Community Charter and section 192.1 of the Vancouver Charter.

2. The Participating Municipalities will request their respective municipal Councils to each ratify this Agreement and enact a by-law to implement an Inter-municipal TNS Business Licence scheme effective April 1, 2020 if this Agreement is ratified and a by-law is enacted prior to or on April 1, 2020, or upon the date of enactment if this Agreement is ratified and a by-law is enacted after April 1, 2020.

3. In this Agreement:

“Accessible Vehicle” means a motor vehicle designed and manufactured, or converted, for the purpose of transporting persons who use mobility aids;

“Administrative Costs” means the direct and indirect costs and investments attributable to setting up and administering the Inter-municipal TNS Business Licence scheme, including wages, materials, corporate overhead and rent;

“Business” has the same meaning as in the Community Charter;

“Community Charter” means the Community Charter, S.B.C. 2003, c. 26, as may be amended or replaced from time to time;

“Inter-municipal TNS Business” means a TNS Business that has been licensed to operate in the Region 1 operating area by the Passenger Transportation Board;

“Inter-municipal TNS Business Licence” means a business licence which authorizes an Inter-municipal TNS Business to be carried on within the jurisdictional boundaries of any or all of the Participating Municipalities;

“Inter-municipal TNS Business Licence By-law” means the by-law adopted by the Council

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of each Participating Municipality to implement the Inter-municipal TNS Business Licence scheme contemplated by this Agreement;

“Mobility Aid” has the same meaning as in the Passenger Transportation Act, S.B.C 2004, c. 39, as may be amended or replaced from time to time;

“Municipal Business Licence” means a licence or permit, other than an Inter-municipal TNS Business Licence, issued by a Participating Municipality that authorizes a Business to be carried on within the jurisdictional boundaries of that Participating Municipality;

“Participating Municipality” means any one of the Participating Municipalities;

“Premises” means one or more fixed or permanent locations where the TNS Business ordinarily carries on Business;

“TNS Business” means a person carrying on the business of providing Transportation Network Services;

“Transportation Network Services” has the same meaning as in the Passenger Transportation Act, S.B.C 2004, c. 39, as may be amended or replaced from time to time;

“Vancouver Charter” means the Vancouver Charter, S.B.C. 1953, c. 55, as may be amended or replaced from time to time; and

“Zero Emission Vehicle” means a motor vehicle that is exclusively propelled by electricity or hydrogen from an external source.

4. Subject to the provisions of the Inter-municipal TNS Business Licence By-law, each Participating Municipality will permit a TNS Business that has obtained an Inter-municipal TNS Business Licence to carry on the Business of providing Transportation Network Services within that Participating Municipality for the term authorized by the Inter-municipal TNS Business Licence without obtaining a Municipal Business Licence for the TNS Business in that Participating Municipality.

5. All Inter-municipal TNS Business Licences will be issued by the City of Vancouver.

6. The City of Vancouver may issue an Inter-municipal TNS Business Licence to a TNS Business if the TNS Business is an Inter-municipal TNS Business and meets the requirements of the Inter-municipal TNS Business Licence By-law, in addition to the requirements of the City of Vancouver’s License By-law No. 4450.

7. Notwithstanding that a TNS Business may hold an Inter-municipal TNS Business Licence that would make it unnecessary to obtain a Municipal Business Licence for the TNS Business in the Participating Municipalities, the TNS Business must still comply with all orders and regulations under any municipal business licence by-law in addition to those under any other by-laws, regulations, or provincial or federal laws that may apply within any jurisdiction in which the TNS Business carries on Business.

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8. Any Participating Municipality may require that the holder of an Inter-municipal TNS Business Licence also obtain a Municipal Business Licence for any Premises that are maintained by the licence holder within the jurisdiction of the Participating Municipality.

9. The annual Inter-municipal TNS Business Licence fee is $155, plus $150 for each vehicle operating under the authority of the Inter-municipal TNS Business, except that the per vehicle fee for Zero Emission Vehicles will be $30, and there will be no per vehicle fee charged for Accessible Vehicles. Any fees paid by an applicant to any Participating Municipality for a Municipal Business Licence for the TNS Business prior to the availability of the Inter-municipal TNS Business Licence that are not refunded by that Participating Municipality will be credited against the initial Inter- municipal TNS Business Licence fee owing under this section 9.

10. The fee for any additional vehicles that begin operating under the authority of an Inter- municipal TNS Business License holder after the annual license fee is paid will be the per vehicle fee set out in section 9, pro-rated by dividing the applicable annual per vehicle fee by 12 and multiplying the resulting number by the number of months remaining in that calendar year, including any partial months which will be counted as whole months.

11. The City of Vancouver will distribute the revenue generated from Inter-municipal TNS Business Licence fees amongst all Participating Municipalities based on the City of Vancouver retaining an amount to cover its Administrative Costs, with the remaining fees to be distributed proportionally to the Participating Municipalities, including the City of Vancouver, based on the number of pick-ups and drop-offs in that Participating Municipality. The City of Vancouver will provide the other Participating Municipalities with an itemized accounting of the fees collected and disbursed, including an accounting of its Administrative Costs, at the time it distributes the remaining fees to those Participating Municipalities.

12. If the revenue generated from Inter-municipal TNS Business Licence fees in the initial year is insufficient to cover the Administrative Costs relating to the initial set up of the scheme, then the City of Vancouver may retain such portion of the Inter-municipal TNS Business Licence fees collected in the subsequent year or years as is necessary to reimburse the City of Vancouver for such initial Administrative Costs, until the full amount has been recovered.

13. Any revenue payable to a Participating Municipality in the initial year will be offset by any fees collected and not refunded by that Participating Municipality for a Municipal Business License for the TNS Business prior to the availability of the Inter-municipal TNS Business Licence, and if the fees collected by the Participating Municipality exceed the amount owing to that Participating Municipality, then that Participating Municipality shall remit the difference to the City of Vancouver for inclusion in the revenue distribution set out above.

14. The revenue generated from Inter-municipal TNS Business Licence fees collected from January 1 to December 31 inclusive that is to be distributed to the Participating Municipalities in accordance with section 11, including the fees collected for any additional vehicles under section 10, will be distributed by the City of Vancouver by February 28 of the year following the year in which fees were collected.

15. The length of term of an Inter-municipal TNS Business Licence is 12 months, except that the length of term of the initial Inter-municipal TNS Business Licence issued to an Inter-municipal TNS Business by the City of Vancouver may be less than 12 months in order to harmonize the expiry date of the Inter­municipal TNS Business Licence with the calendar year, in which case the annual fee will be pro-rated by dividing the applicable annual license fee by 12 and multiplying

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the resulting number by the number of months remaining in that calendar year, including any partial months which will be counted as whole months.

16. An Inter-municipal TNS Business Licence will be valid within the jurisdictional boundaries of all of the Participating Municipalities until its term expires, unless the Inter-municipal TNS Business Licence is suspended or cancelled. If a Participating Municipality withdraws from the Inter-municipal TNS Business Licence scheme among the Participating Municipalities in accordance with the Inter-municipal TNS Business Licence By-law, then the Inter-municipal TNS Business Licence will cease to be valid within the jurisdictional boundary of that former Participating Municipality.

17. A Participating Municipality may exercise the authority of the City of Vancouver as the issuing municipality and suspend an Inter-municipal TNS Business Licence in relation to conduct by the holder within the Participating Municipality which would give rise to the power to suspend a business licence under the Community Charter or Vancouver Charter or under the business licence by-law of the Participating Municipality. The suspension will be in effect throughout all of the Participating Municipalities and it will be unlawful for the holder to carry on the Business authorized by the Inter-municipal TNS Business Licence in any Participating Municipality for the period of the suspension.

18. A Participating Municipality may exercise the authority of the of the City of Vancouver as the issuing municipality and cancel an Inter-municipal TNS Business Licence in relation to conduct by the holder within the Participating Municipality which would give rise to the power to cancel a business licence under the Community Charter or Vancouver Charter or the business licence by-law of the Participating Municipality. The cancellation will be in effect throughout all of the Participating Municipalities.

19. The suspension or cancellation of an Inter-municipal TNS Business Licence under section 17 or 18 will not affect the authority of a Participating Municipality to issue a Municipal Business Licence, other than an Inter-municipal TNS Business Licence, to the holder of the suspended or cancelled Inter-municipal TNS Business Licence.

20. Nothing in this Agreement affects the authority of a Participating Municipality to suspend or cancel any Municipal Business Licence issued by that municipality or to enact regulations in respect of any category of Business under section 15 of the Community Charter or sections 272, 273, 279A, 279A.1, 279B, and 279C of the Vancouver Charter.

21. A Participating Municipality may, by notice in writing to each of the other Participating Municipalities, withdraw from the Inter-municipal TNS Business Licence scheme among the Participating Municipalities, and the notice must:

(a) set out the date on which the withdrawing municipality will no longer recognize the validity within its boundaries of Inter-municipal TNS Business Licences, which date must be at least 6 months from the date of the notice; and

(b) include a certified copy of the municipal Council resolution or by-law authorizing the municipality's withdrawal from the Inter-municipal TNS Business Licence scheme.

22. Nothing contained or implied in this Agreement shall fetter in any way the discretion of the Councils of the Participating Municipalities. Further, nothing contained or implied in this

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Agreement shall prejudice or affect the Participating Municipalities' rights, powers, duties or obligations in the exercise of their functions pursuant to the Community Charter, Vancouver Charter, or the Local Government Act, as amended or replaced from time to time, or act to fetter or otherwise affect the Participating Municipalities' discretion, and the rights, powers, duties and obligations under all public and private statutes, by-laws, orders and regulations, which may be, if each Participating Municipality so elects, as fully and effectively exercised as if this Agreement had not been executed and delivered by the Participating Municipalities.

23. Despite any other provision of this Agreement, an Inter-municipal TNS Business Licence granted in accordance with the Inter-municipal TNS Business Licence Bylaw does not grant the holder a licence to operate in any jurisdiction other than within the jurisdictional boundaries of the Participating Municipalities. Furthermore, a business licence granted under any other inter- municipal TNS Business licence scheme is deemed not to exist for the purposes of this Agreement even if a Participating Municipality is a participating member of the other inter­municipal TNS Business licence scheme.

24. This Agreement may be executed in several counterparts, each of which shall be deemed to be an original, and may be delivered by email or facsimile transmission, and each such counterpart, howsoever delivered, shall be deemed to be an original. Such counterparts together shall constitute one and the same instrument, notwithstanding that all of the Participating Municipalities are not signatories to the original or the same counterpart.

25. In the event that the municipal Council of a Participating Municipality other than the City of Vancouver does not ratify this Agreement, then that municipality will not be considered a Participating Municipality for the purposes of this Agreement, and the terms and conditions of this Agreement shall be effective as among the other Participating Municipalities.

Signed and delivered on behalf of the Participating Municipalities, the Councils of each of which have, by By-law, ratified this Agreement and authorized their signatories to sign on behalf of the respective Councils, on the dates indicated below.

The City of Abbotsford

Mayor ______

Corporate Officer ______

Date ______

Village of Anmore

Mayor ______

Corporate Officer ______

Date ______

Bowen Island Municipality

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Mayor ______

Corporate Officer ______

Date ______

City of Burnaby

City Clerk ______

Date ______

City of Chilliwack

Mayor ______

Corporate Officer ______

Date ______

City of Coquitlam

Mayor ______

City Clerk ______

Date ______

City of Delta

Mayor ______

City Clerk ______

Date ______

Village of Harrison Hot Springs

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Mayor ______

Corporate Officer ______

Date ______

The Corporation of the City of Langley

Mayor ______

Corporate Officer ______

Date ______

The Corporation of the Township of Langley

Mayor ______

Township Clerk ______

Date ______

Village of Lions Bay

Mayor ______

Corporate Officer ______

Date ______

City of Maple Ridge

Presiding Member ______

Corporate Officer ______

Date ______

The Corporation of the City of New Westminster

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Mayor ______

City Clerk ______

Date ______

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The Corporation of the City of North Vancouver

Mayor ______

City Clerk ______

Date ______

The Corporation of the District of North Vancouver

Mayor ______

Municipal Clerk ______

Date ______

The City of Pitt Meadows

Mayor ______

Corporate Officer ______

Date ______

The Corporation of the City of Port Coquitlam

Mayor ______

Corporate Officer ______

Date ______

City of Port Moody

Mayor ______

Corporate Officer ______

Date ______

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The City of Richmond

Chief Administrative Officer ______

General Manager ______

Corporate and Financial Services

Date ______

District of Squamish

Mayor ______

Corporate Officer ______

Date ______

City of Surrey

Mayor ______

City Clerk ______

Date ______

The City of Vancouver

Director of Legal Services ______

Date ______

The Corporation of the District of West Vancouver

Mayor ______

Corporate Officer ______

Date ______

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Resort Municipality of Whistler

Mayor ______

Municipal Clerk ______

Date ______

The Corporation of the City of White Rock

Mayor ______

Director of Corporate Administration ______

Date ______

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INTER-MUNICIPAL TNS BUSINESS LICENCE BYLAW NO. 573, 2020

A Bylaw to enter into an Inter-municipal Transportation Network Services Business Licence Scheme

WHEREAS the municipalities that have entered or will enter into the Inter-municipal TNS Business Licence Agreement (the “Participating Municipalities”) wish to permit licensed transportation network services (“TNS”) businesses to operate across their jurisdictional boundaries thereby eliminating the need to obtain a separate municipal business licence in each jurisdiction;

AND WHEREAS each of the Participating Municipalities has or will adopt a similar by-law to implement the Inter-municipal TNS Business Licence scheme;

NOW THEREFORE THE COUNCIL OF THE VILLAGE OF LIONS BAY, in public meeting, enacts as follows:

1. There is hereby established an Inter-municipal TNS Business Licence scheme among the Participating Municipalities, pursuant to section 14 of the Community Charter and section 192.1 of the Vancouver Charter.

2. In this By-law:

“Accessible Vehicle” means a motor vehicle designed and manufactured, or converted, for the purpose of transporting persons who use mobility aids;

“Business” has the same meaning as in the Community Charter;

“Community Charter” means the Community Charter, S.B.C. 2003, c. 26, as may be amended or replaced from time to time;

“Inter-municipal TNS Business” means a TNS Business that has been licensed to operate in the Region 1 operating area by the Passenger Transportation Board;

“Inter-municipal TNS Business Licence” means a business licence which authorizes an Inter-municipal TNS Business to be carried on within the jurisdictional boundaries of any or all of the Participating Municipalities;

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“Mobility Aid” has the same meaning as in the Passenger Transportation Act, S.B.C 2004, c. 39. as may be amended or replaced from time to time;

“Municipal Business Licence” means a licence or permit, other than an Inter-municipal TNS Business Licence, issued by a Participating Municipality that authorizes a Business to be carried on within the jurisdictional boundaries of that Participating Municipality;

“Participating Municipality” means any one of the Participating Municipalities;

“Premises” means one or more fixed or permanent locations where the TNS Business ordinarily carries on Business;

“TNS Business” means a person carrying on the business of providing Transportation Network Services;

“Transportation Network Services” has the same meaning as in the Passenger Transportation Act, S.B.C 2004, c. 39, as may be amended or replaced from time to time;

“Vancouver Charter” means the Vancouver Charter, S.B.C. 1953, c. 55, as may be amended or replaced from time to time; and

“Zero Emission Vehicle” means a motor vehicle that is exclusively propelled by electricity or hydrogen from an external source.

3. Subject to the provisions of this By-law, each Participating Municipality will permit a TNS Business that has obtained an Inter-municipal TNS Business Licence to carry on the Business of providing Transportation Network Services within that Participating Municipality for the term authorized by the Inter-municipal TNS Business Licence without obtaining a Municipal Business Licence for the TNS Business in that Participating Municipality.

4. All Inter-municipal TNS Business Licences will be issued by the City of Vancouver.

5. The City of Vancouver may issue an Inter-municipal TNS Business Licence to a TNS Business if the TNS Business is an Inter-municipal TNS Business and meets the requirements of this By-law, in addition to the requirements of the City of Vancouver’s License By-law No. 4450.

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6. Notwithstanding that a TNS Business may hold an Inter-municipal TNS Business Licence that would make it unnecessary to obtain a Municipal Business Licence for the TNS Business in the Participating Municipalities, the TNS Business must still comply with all orders and regulations under any municipal business licence by-law in addition to those under any other by-laws, regulations, or provincial or federal laws that may apply within any jurisdiction in which the TNS Business carries on Business.

7. Any Participating Municipality may require that the holder of an Inter-municipal TNS Business Licence also obtain a Municipal Business Licence for any Premises that are maintained by the licence holder within the jurisdiction of the Participating Municipality.

8. The annual Inter-municipal TNS Business Licence fee is $155, plus $150 for each vehicle operating under the authority of the Inter-municipal TNS Business, except that the per vehicle fee for Zero Emission Vehicles will be $30, and there will be no per vehicle fee charged for Accessible Vehicles. Any fees paid by an applicant to any Participating Municipality for a Municipal Business Licence for the TNS Business prior to the availability of the Inter-municipal TNS Business Licence that are not refunded by that Participating Municipality will be credited against the initial Inter-municipal TNS Business Licence fee owing under this section 8.

9. The fee for any additional vehicles that begin operating under the authority of an Inter- municipal TNS Business License holder after the annual license fee is paid will be the per vehicle fee set out in section 8, pro-rated by dividing the applicable annual per vehicle fee by 12 and multiplying the resulting number by the number of months remaining in that calendar year, including any partial months which will be counted as whole months.

10. The length of term of an Inter-municipal TNS Business Licence is 12 months, except that the length of term of the initial Inter-municipal TNS Business Licence issued to an Inter-municipal TNS Business by the City of Vancouver may be less than 12 months in order to harmonize the expiry date of the Inter­municipal TNS Business Licence with the calendar year, in which case the annual fee will be pro-rated by dividing the applicable annual license fee by 12 and multiplying the resulting number by the number of months remaining in that calendar year, including any partial months which will be counted as whole months.

11. An Inter-municipal TNS Business Licence will be valid within the jurisdictional boundaries of all of the Participating Municipalities until its term expires, unless the Inter-municipal TNS Business Licence is suspended or cancelled. If a Participating Municipality withdraws from the Inter-municipal TNS Business Licence scheme among the Participating Municipalities in

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accordance with this By-law, then the Inter-municipal TNS Business Licence will cease to be valid within the jurisdictional boundary of that former Participating Municipality.

12. A Participating Municipality may exercise the authority of the City of Vancouver as the issuing municipality and suspend an Inter-municipal TNS Business Licence in relation to conduct by the holder within the Participating Municipality which would give rise to the power to suspend a business licence under the Community Charter or Vancouver Charter or under the business licence by-law of the Participating Municipality. The suspension will be in effect throughout all of the Participating Municipalities and it will be unlawful for the holder to carry on the Business authorized by the Inter-municipal TNS Business Licence in any Participating Municipality for the period of the suspension.

13. A Participating Municipality may exercise the authority of the City of Vancouver as the issuing municipality and cancel an Inter-municipal TNS Business Licence in relation to conduct by the holder within the Participating Municipality which would give rise to the power to cancel a business licence under the Community Charter or Vancouver Charter or the business licence by- law of the Participating Municipality. The cancellation will be in effect throughout all of the Participating Municipalities.

14. The suspension or cancellation of an Inter-municipal TNS Business Licence under section 12 or 13 will not affect the authority of a Participating Municipality to issue a Municipal Business Licence, other than an Inter-municipal TNS Business Licence, to the holder of the suspended or cancelled Inter-municipal TNS Business Licence.

15. Nothing in this By-law affects the authority of a Participating Municipality to suspend or cancel any Municipal Business Licence issued by that municipality or to enact regulations in respect of any category of Business under section 15 of the Community Charter or sections 272, 273, 279A, 279A.1, 279B, and 279C of the Vancouver Charter.

16. A Participating Municipality may, by notice in writing to each of the other Participating Municipalities, withdraw from the Inter-municipal TNS Business Licence scheme among the Participating Municipalities, and the notice must:

(a) set out the date on which the withdrawing municipality will no longer recognize the validity within its boundaries of Inter-municipal TNS Business Licences, which date must be at least 6 months from the date of the notice; and

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(b) include a certified copy of the municipal Council resolution or by-law authorizing the municipality’s withdrawal from the Inter-municipal TNS Business Licence scheme.

17. The invalidity or unenforceability of any provision of this By-law shall not affect the validity or enforceability of any other provisions of this By-law and any such invalid or unenforceable provision shall be deemed to be severable.

18. Despite any other provision of this By-law, an Inter-municipal TNS Business Licence granted in accordance with this By-law does not grant the holder a licence to operate in any jurisdiction other than within the jurisdictional boundaries of the Participating Municipalities.

19. A business licence granted under any other inter-municipal TNS Business licence scheme is deemed not to exist for the purposes of this By-law, even if a Participating Municipality is a participating member of the other inter-municipal TNS Business licence scheme.

20. This Bylaw is to be cited as the "Inter-municipal TNS Business Licence Bylaw No.573, 2020".

READ A FIRST TIME March 3, 2020 READ A SECOND TIME March 3, 2020 READ A THIRD TIME March 3, 2020

ADOPTED March__, 2020

Mayor

Corporate Officer

Certified a true copy of Inter-municipal TNS Business Licence Bylaw No.573, 2020, as adopted.

______Corporate Officer

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IMBL Report FAQs

Contents Provincial Regulations and Licences ...... 1 Municipal Authority to Regulate ...... 1 Inter-municipal Business Licence ...... 2 BY-LAW AMENDMENTS ...... 2 WORKING GROUP/PARTICIPATING MUNICIPALITIES ...... 2 LICENSING AUTHORITY ...... 3 FEES ...... 3 DATA ...... 4 OTHER IMBL REQUIREMENTS ...... 5 ENFORCEMENT ...... 5 Supplement: Provincial Regulations Tables ...... 7

Provincial Regulations and Licences

1. What licence do companies need from the PTB? a. Companies must also hold a Provincial Transportation Network Service (TNS) licence from the Passenger Transportation Board 2. When did the PTB start accepting applications? a. September 3, 2019 3. How many companies have applied to PTB for Region 1? a. 17 as of February 21 4. How many companies are licensed by the PTB for Region 1? a. Five: Kabu, Whistle, Apt Rides, Lyft, Uber 5. How many vehicles do we expect in the region? a. We do not know how many vehicles to expect. The City of Calgary is a Canadian jurisdiction with similar commercial driver training requirements and we understand they have roughly 4000 ride-hailing vehicles on the road.

Municipal Authority to Regulate

1. Can we use the IMBL to limit the number of ride-hailing vehicles per company? a. No. Province has authority over fleet size. 2. Can we use the IMBL to set driver training requirements? a. The Province has sole authority over driver requirements 3. Can we use the IMBL to require driver background checks? a. The Province has sole authority over driver requirements 4. Can we use the IMBL to require zero emission or wheelchair accessible fleets?

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a. The Province has authority to regulate fleet size and composition. 5. Can we use the IMBL to set vehicle standards like age or mechanical inspection? a. The Province has a maximum age allowance of 10 years for ride-hailing vehicles. Municipalities cannot set age limits that are more restrictive. 6. Can we use the IMBL to set minimum fares? a. The Province has authority over fare rates. 7. Can we require companies to have car seats for children? a. Safety requirements are regulated by the Province.

See Supplemental Materials at end for details of Provincial regulatory authority.

Inter-Municipal Business Licence

BY-LAW AMENDMENTS

1. Can amendments to the by-law be made today? a. The IMBL requires all participating municipalities to adopt a common by-law. That means any amendment requested by Council today would have to be brought back to the WG for consideration. That would disrupt the planned timing of 25 Councils considering the IMBL in February, to reconvene the Working Group members and reach agreement on amended terms. The April 1 effective date would be jeopardized. b. The proposed IMBL is considered interim by the Working Group members; staff are committed to working with municipal partners on a permanent IMBL; there will be opportunities to consider refinements to the terms during that process.

WORKING GROUP/PARTICIPATING MUNICIPALITIES

1. How many municipalities were eligible? How many are taking the report to Council? a. 32 (includes TFN) municipalities are eligible b. 25 are taking the report to Council 2. Why did 7 other municipalities not join? a. All eligible municipalities were contacted for participation in the WG process; not all participated in the process to develop the by-laws or to take them forward. 3. Can they join later? How will ride-hailing be licensed in those communities? a. The next opportunity will be the permanent IMBL b. In the meantime those municipalities can: i. issue their own business licences ii. choose to allow the companies to operate without a business licence 4. Why was Mission not included? a. All eligible municipalities were contacted for participation in the WG process 5. What happens if a Council listed on the Agreement doesn’t approve the IMBL? a. That municipality would not be a participating municipality for the purposes of the IMBL. b. Ride-hailing companies would not be allowed to operate in that city under the IMBL

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c. The city would have the option of issuing its own municipal business licence d. The city can choose to allow companies to operate without a business licence 6. What happens if I want to take a ride to a municipality that did not adopt the IMBL? a. For the consumer, there is no impact. Companies with PTB licences to operate in Region 1 may do so in any Region 1 municipality. It is up to the city whether they want to issue the company a municipal business licence, or choose to allow companies to operate without municipal business licences.

LICENSING AUTHORITY 1. Why is there only one licensing authority? Why is Vancouver the sole licensing authority? a. Under the short time-frame of the process to develop bylaws, the WG decided that Vancouver should be the sole licensing authority because it had a licensing framework in place. b. When the process started WG members anticipated companies would submit detailed trip and vehicle data on a monthly basis as part of the IMBL and not all participating municipalities have the capacity to accept, store, and distribute the data. c. There will be a limited number of companies operating in the Region

FEES 1. Why did you settle on these fees? If data collection, storage and distribution are no longer part of the administration of the IMBL, why is the fee per vehicle so high, $150? Isn’t this going to be too expensive for companies? a. Licensing fees aim to recover the costs for Vancouver to administer this program, and for other cities to monitor ride-hailing in their municipalities. They are not meant to be prohibitive for the ride-hailing companies. Because ride- hailing is a new business the full costs of licensing and monitoring are not yet known. Our fees are comparable to licensing fees in other Canadian jurisdictions such as the City of Calgary (about $229/driver), and were decided by all members of the working group. b. The $150 IMBL per vehicle allows the vehicle to operate across Region 1; the overall cost for companies is much lower than if a company had to purchase licenses in each Region 1 municipality. c. The fees are pro-rated over the calendar year; $13/month (rounded up from $12.50) 2. How did you calculate the cost to administer the IMBL? a. Estimated Year 1 Total Cost: $140,000 Direct and indirect costs and investments from COV Include: • Privacy Management • Legal Services • Policy Development • Corporate Overhead, Materials and Rent • Licence processing including fee administration and reconciliation b. Costs to participating municipalities for monitoring the impact of industry are not fully known at this time. 3. What feedback did you get from companies about the $150 fee?

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a. We heard from smaller companies that the $150 fee is somewhat high. Licensing fees aim to recover the costs for Vancouver to administer this program, and for other cities to monitor ride-hailing in their municipalities. They are not meant to be prohibitive for the ride-hailing companies. Because ride-hailing is a new business the full costs of licensing and monitoring are not yet known. Our fees are comparable to licensing fees in other Canadian jurisdictions such as the City of Calgary (about $229/driver), and were decided by all members of the working group. 4. If we want to encourage ZEV, why are they not discounted to $0 vehicle fee? a. The $30 fee is a significant discount from the $150 standard vehicle fee; it acknowledges that these vehicles do have an impact on the street, and an administrative cost. 5. Did you consider different fee structures, such as a tiered structure with a maximum fee? The report says the companies wanted a fee structure that more accurately reflects the fluidity of their business. Did you consider that? a. Given the compressed timeline for achieving bylaw terms, the Working Group agreed to use the fee structure Vancouver already has in place. Namely a per vehicle fee. The fee is pro-rated. b. The per vehicle fee allows for discounts to encourage wheelchair accessible and ZEV. c. The fee structure may be a subject for further consideration in development of the permanent IMBL. 6. Did you consider per trip fees? a. Per trip fees cannot make up the cost of a licence; the licence fees should cover the costs of administering the licence and monitoring impacts of the industry b. The inability to charge per trip fees was confirmed to the WG by provincial representatives. 7. If companies purchase the IMBL but have already paid business licence fees in individual municipalities will they be paying twice to operate in those municipalities? a. No. Any licence fees paid to an individual municipality can be applied to the IMBL. 8. What happens between now and when the IMBL becomes effective? Do municipalities have to purchase licences in individual municipalities for 6 weeks? a. Cities can choose to not require companies to have a business licence in the interim, until the IML is available b. Cities can require companies to purchase a municipal BL for the interim; fees paid will be credited against the IMBL.

DATA 9. The report says staff expect access to Provincially collected data. What is the status of the Partnership Agreement? a. Staff are connected with the Province and are working to ensure data access will be sufficient for industry monitoring purposes. 10. How will we be able to use the data that is collected by the Province? a. Staff are connected with the Province and are working to ensure data access will be sufficient for industry monitoring purposes. This includes verification of monthly report on number of vehicles and on total pick-ups and drop-offs in the

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each participating municipality (IMBL licence requirements for purpose of licence fee invoicing and revenue sharing). The data can also be used to assess street level activity such as identification of high activity areas that might require new pick-up and drop-off zones, or may require on the ground attention from Street Use enforcement staff. It can also be used to assess larger system wide impacts such as shifts in mode share. 11. In the data collected by the Province, will the Municipality be able to access data on driver wages to ensure that ride-hailing drivers can make a living wage? a. The Province are collecting these data; staff can inquire as to whether we can access that data. 12. Can we make submission of wage data a requirement of the IMBL? a. Staff would have to review our authority to do so. 13. Are ride-hailing companies still going to submit monthly data to the City of Vancouver? a. The number and type of vehicles – for licence fee invoicing purposes b. The total pick-ups and drop-offs in each municipality for licence fee redistribution purposes

OTHER IMBL REQUIREMENTS 1. Did the Working Group consider requirements for vehicle identification? a. The Province has established vehicle identification requirements. 2. Do cities have authority to set requirements for vehicle identification? a. Municipal authority in this area is unclear. 3. Other questions related to Provincial jurisdiction: a. The Province will be reviewing all ride-hailing regulations in 2022. We anticipate the opportunity for municipalities to provide input at that time. 4. What issues has the WG identified for review during development of the permanent IMBL? a. The WG will monitor the industry to identify areas for consideration b. We heard from stakeholders that they would like a fee structure that reflects the fluidity of their driver/vehicle pool so that is an item the WG is likely to consider 5. The Mayors’ Council recommended harmonization of taxi fees with ride-hailing fees. How is that addressed in the IMBL? a. Taxis are not included in the IMBL; they are licensed by individual municipalities. Each municipality will have to decide whether they want to harmonize the licence fees. 6. Does the IMBL address caps on the number of taxis? a. Fleet size for all PDVs is under authority of the Province. 7. Does the IMBL address taxi boundaries? a. Operating service areas for all PDVs are under authority of the Province.

ENFORCEMENT 1. How will municipalities be able to enforce local by-laws? a. Each participating municipality will retain authority to enforce its own by-laws, for example street and traffic regulations; b. Staff will work with companies to ensure compliance with street use and licence by- laws. The Municipality has a number of tools to pursue by-law compliance which

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includes on-street enforcement through Bylaw Enforcement Officers, Licensing Orders, fines, business licence suspensions and prosecution. 2. How will we be able to verify the number of vehicles reported for licensing purposes is correct? How will we be able to verify the number of pick-ups and drop-offs reported for our municipality is correct? a. The City of Vancouver expects to enter the Partnership Agreement with the Passenger Transportation Branch that will allow us to access the trip and vehicle data the province collects as a condition of the provincial licence. These data can be used to verify number of vehicles and pick-up and drop-offs per municipality. 3. Will other municipalities be able to suspend or cancel a company’s IMBL? a. All municipalities retain authority to suspend or cancel an IMBL. Because suspension or cancellation of a licence would affect all participating municipalities, staff in participating municipalities will establish a shared protocol for escalating enforcement prior to any municipality considering suspension or cancellation. This protocol will include communicating with the Provincial Registrar and Passenger Transportation Branch about on-going concerns with a company or vehicle.

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Supplement: Provincial Regulations Tables

Table 1. Passenger Transportation Act and Regulations New Definitions Passenger Directed a commercial passenger vehicle, when the vehicle is operated to or Vehicle (PDV) from locations determined by or on behalf of the passengers (includes taxis, limousines, shuttle buses, and ride-hailing vehicles) Transportation Network services respecting the connection of drivers of passenger directed Service (TNS) vehicles with passengers who hail and pay for the services through the use of an online platform Changes to municipal regulatory authority Supply and prohibition of Municipalities cannot regulate supply; cannot prohibit provincially PDVs approved vehicles from operating within municipal boundaries Driver background checks Province will determine driver criminal & driver record check requirements and issue Chauffeur Permits Insurance ICBC Authority ICBC is authorized to develop new insurance products for Passenger Directed Vehicles and companies Data submission required Taxi and TNS Must submit data to the Passenger Transportation Board; data may include trip rates, wait times, pick up and drop off locations and times Driver requirements - all Passenger Directed Vehicle drivers including ride-hailing Driver’s Licence BC issued Class 4 licence Provincial Record Check Annual police information check with Vulnerable Sector Search and driver abstract (record of driving infractions) Licensee (company) requirements – All PDV and TNS Driver identity Ensure identity of driver matches criminal record check; may issue record check certificate National Safety Code Obtain National Safety Code which requires company to: ensure drivers are properly licensed; monitor hours of driver service; ensure vehicles are mechanically sound Vehicle safety requirements Mechanical Inspections, Annual mechanical inspection required; semi-annual if 40,000 or all PDVs more km per year Vehicle Age – TNS Vehicles must be 10 years old or newer vehicles Taxi & Limousine No minimum age, however new fleet must be low emissions Licence fees TNS $5,000 annual + $0.30 fee per trip made by non-accessible vehicles Taxi & Limousine $100 per vehicle fee annually

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Enforcement & Fines All PDV Audit and inspection is a PTB function Fines increased to a maximum of $5,000/day for drivers and $100,000/day for unlicensed companies

Table 2. Passenger Transportation Board Licence Conditions

Licence Condition TNS Taxi & Limousine Company fleet size unrestricted fleet size current fleet sizes; application required for additional vehicles Company service See Table 3 below existing service boundaries boundary maintained Vehicle identification Determined by PTB Determined by PTB Fare rates Total fare may not be lower rates set by Passenger than Taxi flag drop rate; Transportation Board, unchanged;

Data submission See Appendix H See Appendix H

Table 3. Passenger Transportation Board TNS Service Boundaries

Region 1: Region2: Region 3: Region 4: Region 5: Lower Mainland, Capital Vancouver Island, Okanagan- BC North Central Whistler excluding CRD Kootenay & other regions of Boundary-Cariboo BC • Metro • Capital Regional • Cowichan Valley • Okanagan- • Fraser-Fort Vancouver District • Nanaimo Similkameen George • Fraser Valley • Comox Valley • Central • Bulkey Nechako • Squamish- • Alberni- Okanagan • Kitimat-Stikine Lillooet Clayoquot • North Okanagan • Peace River • Strathcona • Kootenay • Northern Rockies • Mt. Waddington Boundary • North Coast • Qathet (Powell • Shuswap Cariboo • Island Trust River) • Thompson- • Sunshine Coast Nicola • Columbia

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Regular Council Meeting - March 3, 2020 - Page 133 of 158

VILLAGE OF LIONS BAY Incoming Correspondence - March 3, 2020

General Correspondence: G1: Wilderness Committee - Climate Emergency (Page 1) G2: Alzheimer Society of BC - Walk in a Box 2020 (Page 3) G3: Howe Sound Community Forum - Climate Emergency Newsletter (Page 5) G4: MP Patrick Weiler - Local Labour Market Areas (Page 10) G5: LMLGA - Strata Premiums and deductables (Page 11)

Resident Correspondence: R1: Karl Buhr - Wood Burning Appliances (Page 13) R2: Andrea & Matthew Klas - Village lots (Page 14) R3: Rose Dudley - Dog Bags and Collection - Further Response (Page 19) R4: Gillian Smith - Noise reduction pavement (Page 22) Regular Council Meeting - March 3, 2020 - Page 134 of 158

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From: Lions Bay Reception To: Municipal Subject: FW: Alzheimer Society of B.C. - Join us for Walk in a Box 2020! Date: Thursday, February 20, 2020 9:00:22 AM

From: Kerry Sloane Sent: Wednesday, February 19, 2020 5:00 PM To: Lions Bay Reception Subject: Alzheimer Society of B.C. - Join us for Walk in a Box 2020!

Good afternoon,

I hope all is well with you and everyone at Office and Community Hall.

This spring, the Alzheimer Society of B.C. is thrilled to be joined by 22 communities across B.C. at the IG Wealth Management Walk for Alzheimer’s on Sunday, May 3, 2020. The Walk is a way we can honour, celebrate and remember people in our lives that have been affected by dementia while raising vital funds and awareness to create change in our community.

However, if you are unable to join us for the Walk, we would like to invite you to take part by hosting your very own fundraiser through our Walk in a Box initiative!

Hosting a Walk in a Box can be as simple as gathering your friends, families and members of your community together to enjoy a stroll in your local neighborhood and asking for a donation in support of the Alzheimer Society of B.C. Pick a day during April or the first two weeks of May and it’s up to you how and where you walk. Not only is Walk in a Box an easy event to organize and take part in, it’s also a wonderful opportunity to bring your community together for a fun, social and inclusive experience!

With an estimated 70,000 British Columbians living with dementia, will you and your team join us in raising funds and awareness to support people affected by the disease?

Register to host your own event today! We’ll send you a complimentary host kit full of handy event materials and helpful tips to help make your Walk in a Box a success.

You can find more information on our website, but if you have any further questions please feel free to email me on [email protected] or give me a call on 604-742-4936.

Thank you for your kind consideration in hosting a Walk in a Box! Together, we make memories matter.

With best wishes,

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Kerry

Kerry Sloane Development Coordinator, Events Alzheimer Society of B.C. [email protected] 604 742 4936

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From: Lions Bay Office To: Lions Bay Office Subject: FW: Greenest City | Climate Emergency Newsletter – February 8, 2020 Date: Tuesday, February 25, 2020 11:24:19 AM Attachments: The View - Newsletter for HSCF - January 2020.pdf HSCF Oct. 25th Climate Emergency break out session summary.pdf

From: Ruth Simons Date: Tuesday, February 18, 2020 at 1:28 PM To: Norman Barmeier Cc: Jaime Cunliffe , Penny Nelson

Subject: Re: Greenest City | Climate Emergency Newsletter – February 8, 2020

Hello Penny, Jaime and Norm,

Following the last Howe Sound Community Forum held last October in Squamish, in my role as lead of the Howe Sound Biosphere Region Initiative and coordinator of these forums I sent to all local Governments a follow up newsletter and summary report on the results of the Roundtable discussions on Bold Moves local governments in the Howe Sound region are taking in order to lead in a Climate Emergency. Jaime you were at the Forum, I trust this correspondence and report was noted at Council, I attach it here for reference.

I intended on coming to Council to follow up on the discussions held at the Forum and suggest Lions Bay join the other communities in declaring a Climate Emergency as a first step. This could then kick start community discussion about the bold moves others in the region are taking. Lions Bay lags behind all other communities I am sorry to say, this will be highlighted in the next report from Ocean Wise in the Ocean Watch Howe Sound edition.

As a reminder, the Lions Bay Official Community Plan states the Village will be a leader in sustainability and there are commitments to reducing greenhouse gas emissions that became part of our OCP a number of years ago. Our Mayor sits on the Metro Vancouver Climate Action Committee. I believe it costs nothing to declare a Climate Emergency as others have done and to recognize what actions have been taken by the Village in the right direction, this does not take additional resources, it just needs leadership to get onto the agenda.

If the Village Council were to add this report and the declaration of a Climate Emergency to the Council agenda, it could attract interest from community members willing to volunteer and help bring this dialogue forward. There are many resources available on this topic which reduces the workload greatly.

I am willing to discuss further with Council members by phone or meet in person.

Ruth Simons,

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Executive Director, Future of Howe Sound Society 604 921-6564 cell: 778 834-4292 www.futureofhowesound.org www.facebook.com/futureofhowesound Committed to the stewardship and conservation of Howe Sound for current and future generations.

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Leading in a Climate Emergency – Break Out Session Summary HOWE SOUND COMMUNITY FORUM October 25, 2019

HSCF Communities that have passed Climate Emergency Declarations - Current to January 2019 • District of Squamish • District of West Vancouver • Bowen Island Municipality • Islands Trust • Squamish Lillooet Regional District • Metro Vancouver Area A • Sunshine Coast Regional District and Town of Gibsons (urged Province to declare a Climate Emergency)

Key Themes. This synthesis presents key themes surfaced in the Break-out discussion. Detailed table notes/transcriptions are available upon request.

What meaningful actions and bold moves is your community taking to address the climate emergency?

• Integration of climate declarations in strategic plans, budgeting; redirecting resources, creation of climate leadership teams (internal, external with community), zero waste teams and working groups, shifting policies and operations (procurement policies, remote meetings to reduce carbon footprint) • Energy and Emissions Planning – inventories and target setting, refining plans, increasing collaboration and sharing at regional level • Transportation planning – advancing regional transit, free transit under 18, electrification of fleets (EV, e-bikes) • Green Building – step code implementation and advancing targets • Ecosystem Based Management and Protection – watershed and ecosystem protection strategies, foreshore protection areas, conservancies and land trusts, community forests, evaluating forest/canopy health, living dikes • Asset Management (Natural Capital) – developing and implementing NC accounting frameworks (Gibsons, West Vancouver). Learn more here. • Accelerating climate adaptation and emergency management planning (flood hazard management plans, wildfire risk reduction measures and development permit areas, financing sea level rise measures.

January 2019 1 Howe Sound Community Forum PAGE 7 Regular Council Meeting - March 3, 2020 - Page 141 of 158

How are engaging on, operationalizing and prioritizing climate action plans?

• Campaigns, community engagement and education to shift norms, choices; youth initiatives • Integrating internal and community environmental and climate advisories and working groups • Incentives – zero emissions, from gas to electric heating systems, taxation, pay parking and transit investments • Monitoring and research – base line community-wide data, report cards, natural asset inventories, studies and plans (ground water protection, forest management, harbour plans) • Decision support – climate considerations in all reports, impact assessments and accounting • Growth management – focused growth areas, limiting footprints and sprawl,

How can we support each other? What is the role of the HSCF in this work? • Regional level climate planning and coordination; considering ‘transboundary’ issues, priorities and solutions/actions amongst Howe Sound communities • Leadership – commitment to stepping up together; building increasing advocacy/collective voice and lobby (climate accountability, • Build shared knowledge base, data pooling, resources and best practices; tracking actions and improvements, + dialogue opportunities for learning and networking (staff, elected officials) • Improve coordination, joint funding, opportunities through procurement (equipment, renewable energy).

January 2019 2 Howe Sound Community Forum PAGE 8 Regular Council Meeting - March 3, 2020 - Page 142 of 158

January 2019

Save the Date for the Spring 2020 Forum! – April 24th – hosted by the Resort Municipality of Whistler in the Longhouse at the Squamish Lil’wat Cultural Centre. Details here. Climate Emergency – two pages of bold ideas and actions local governments are taking to address climate change shared at the October 25th roundtable discussions on Climate Emergency can be found on this page. Vessels of Concern and Marine Debris Workshop - February 28th. This is a strategic action item of the Ocean Watch Task Force. Read more here. Ocean Watch Task Force – next steps on structure and governance conference call was held November 29th, workshop date on task force governance TBD. Past notes and reports can be found here

Sea to Sky Air Quality – Following discussions with Fraser Basin Council a roundtable on the state of the Howe Sound sea to sky airshed is being planned, date TBD. Atl’ka7tsem/Howe Sound UNESCO Biosphere Reserve nomination is now under review by the Canadian Commission for UNESCO in Ottawa. Learn more here. . ------Photo of Anvil Island in Atl’ka7tsem – Howe Sound by Ruth Simons How to pronounce Atl’ka7tsem? You can find an audio clip on this page of Chief Ian Campbell recorded by Bob Turner in 2015.

[email protected]

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HOUSE OF COMMONS CHAMBRE DES COMMUNES CANADA Patrick Weiler Member of Parliament West Vancouver-Sunshine Coast-Sea to Sky Country

February 24, 2020

Dear Friends and Neighbours,

It’s with great enthusiasm that I share with you a recent change made by The Centre for Labour Market Information.

The Centre is currently working on providing labour market information for a new level of geography called local labour market areas. This new variant of the Standard Geographical Classification is based on observed commuting pattern of residents in an area and as such captures the reality of labour market boundaries. It aims to fill geographical data gaps, particularly in regions outsides CMA’s and CA’s.

On February 13, I held meetings in the community where the concern of employment statistics was raised and how useful it would be to have data at the community level on different sectors. Currently, Whistler is grouped with Surrey, which have two very different employment markets. This doesn’t give an accurate understanding of the current data in the region or of the labour shortages.

Under this new geographical variant, the census subdivision of Whistler will be grouped with Pemberton, Squamish-Lillooet C, Nesuch, Mount Currie and Nequatque to form the local labour market area of Whistler. Labour market information for this new level of geography will be available in April 2020. I look forward to working with you in the months and years ahead to strengthen our labour market information.

Sincerely,

Patrick Weiler, MP West Vancouver-Sunshine Coast-Sea to Sky Country

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From: To: Council Cc: Municipal Subject: Shared from BBC News Date: Friday, February 14, 2020 1:37:43 PM

Hello Council,

As you know, I believe a rethink is needed on your recent policy actions on smoke- producing open fireplaces and inefficient wood appliances. I'd be interested to know which of you after reading the article below still think woodsmoke is benign, and that Lions Bay needs no improvement. Even with Lions Bay kids exposed for their first say 18 years, and all winter, not only during wildfire episodes?

https://www.bbc.com/news/science-environment-51313538 .

Regards, Karl

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From: Ron McLaughlin To: Cc: Peter DeJong; Pam Rooke; Municipal Subject: Re: January 24 Village Update Date: Monday, February 24, 2020 7:23:00 PM

Hi Andrea and Matthew.

Thank you for taking the time to write and to call me last evening. Your emails are very articulate. I am following up as I mentioned I would.

I very much understand your comments and concerns about parking, green space, and where homes are located in relation to a potential lot.

Messaging to the Public about our infrastructure needs and how we need to fund them are ongoing. Potential asset sales are one of the funding vehicles. In the article captioned I referred to Council's strategy session and key targets for this year. 4 of 5 Council members ranked the sale of two potential properties as a priority. CAO DeJong has been requested to have two "road ends" surveyed and appraised. One of them is the Brunswick property beside your home. At Council's meeting of March 3rd I will ask him to update the situation.

Likely not different from 52 Brunswick or the KG lot (that is for sale), the road end recognizes the Village's position. There likely is no caveat that the property cannot be converted to a zoned lot. I will have this confirmed by the CAO as well. If you have any documentation from the time of the purchase of your home to the contrary, please consider providing it. You have already commented on recollection of verbal conversations at the time.

Receipt of the information on the two "road ends", and where we stand at the time with respect to sale of the KG lot, will be important as Council decides how and when to proceed, or not. Survey's will define the potential lots, and appraisals will advise market value. When the surveys and the appraisals are in hand the Village will also be able to ascertain what physical work needs to be done to qualify the potential lots, costs, and the time it will take to get paper work aligned. While a decision to develop a lot can be made when details of the opportunity are known, developing a lot is a slow process.

You and John Robbins and Kelly Taylor are the most affected if the Brunswick property is developed into a lot.

My suggestion is to make Council aware of our interaction so that they know of and understand your concerns. You gave me permission to place our dialogue into public correspondence and it will appear before Council next Tuesday. I will keep you all informed as anything is known. You are welcome to attend any Council meeting and speak for 2 minutes or make a delegation request (there is paperwork to do beforehand) which would allow 10

PAGE 14 Regular Council Meeting - March 3, 2020 - Page 148 of 158 minutes to make a presentation.

Regards,

Ron McLaughlin Mayor

The Village of Lions Bay PO Box 141, 400 Centre Road, Lions Bay, BC V0N 2E0, Canada Tel: (604) 921-9333 | Cell: (604) 353-7138 | www.lionsbay.ca

This email is intended only for the persons addressed and may contain confidential or privileged information. If you received this email in error, it'd be appreciated if you'd notify the sender and delete it. Statements and opinions herein are made by their authors in a personal capacity, and are not binding on the Municipality of the Village of Lions Bay ("Municipality") until contracted. This email is the property of the Municipality and may not be reproduced or further disseminated in whole or part without the Municipality's consent. It may be exempt from disclosure under the British Columbia Freedom of Information and Protection of Privacy Act and other freedom of information or privacy legislation, and no admissible disclosure of this email can be made without the consent of the Municipality.

From: ANDREA KLAS Sent: Saturday, February 22, 2020 1:41 PM To: Ron McLaughlin Cc: Matthew KLAS

Subject: Re: January 24 Village Update

Dear Ron,

Thank you for your reply to my husband Matt. . Prior to this survey being undertaken we need to point out some important issues and history related to this green space. As Mayor and a resident of Lions Bay I hope you have a different perspective than the non residents who are interested in developing all of our Green Space . We share the common love for the Village, and what it represents and a common love for the preservation of our green spaces.

We bought this property in 2003 . We bought knowing and agreeing that this was Esplanade/ Easement /Green Space and was never to be touched and was very important access to the beach for the residents of Lions Bay. Two resident Eagles live in this space .They bring their offspring to teach them how to hunt every Spring and have lost their tree that was perched on Lot 15 due to the new build. There has been such a fight here with all the residents demanding the green space and trees don't get pruned or cut down I am surprised that the Council would even look into zoning this space.

When we bought our property , it was made clear by our Realtor and Village that the

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Esplanade can never be sold because it is Esplanade/ Easement and not a zoned lot . Our house was built by the previous owners facing directly West and not on an angle like lot 15 which faces NW. Esplanade actually crosses on an angle directly in front of our house and faces NW . So if a house was to be built on it it would be in front of our house , If the Esplanade was a zoned lot at the time of our house being built it would have been built facing NW and not West .

Also there is already no parking at our end of the street for any guests.

You say that "In the past there has been no resident or Community consultation on the conversion of "road ends" to lots". However in a situation like this where adjacent residents and the entire fabric of a village neighbourhood are impacted so adversely the Council is obligated to show some accountability to its residents.

Andrea and Matthew Klas

From: "Matthew KLAS" To: "ANDREA KLAS" Sent: Friday, February 21, 2020 11:27:38 AM Subject: Fwd: January 24 Village Update

Sent from my iPhone

Begin forwarded message:

From: Ron McLaughlin Date: February 21, 2020 at 11:19:55 AM PST To: Matthew Klas Subject: Re: January 24 Village Update

Good morning Matthew.

As one of the means of funding future infrastructure requirements, Council has pursued the sale of superfluous real estate assets. Four "road ends" which could be converted into residential building lots have been identified. Two have been converted to lots. Early last year 52 Brunswick was sold. Currently 35 Kelvin Grove Way is listed. It takes about a year to convert a "road end" into a titled lot and to do any work that would make the lot saleable.

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In the past there has been no resident or Community consultation on the conversion of "road ends" to lots. As progress continues on the two properties mentioned in my article I will report it in the Village Update. The CAO is on holiday. I suspect surveys for both properties have been requested or will be upon the CAO's return at the start of the month.

Excerpted from the Feb. 4th Council meeting minutes (Public Participation) one of the Brunswick residents addressed Council on this topic.

E. John Robins Mr. Robins questioned the Village’s intentions with respect to the sale of green space (Esplanade) adjacent to his property at 17 Brunswick Beach Road. He asked about the process and CAO DeJong indicated that Council had directed staff to have the land surveyed and appraised (along with another parcel at Oceanview Rd. and Highview Place) and return to Council for consideration as to next steps (i.e whether to proceed with road closure bylaws to create lots to be sold).

Until surveys and appraisals are available for Council to consider we are standing down.

Regards,

Ron McLaughlin Mayor

The Village of Lions Bay PO Box 141, 400 Centre Road, Lions Bay, BC V0N 2E0, Canada Tel: (604) 921-9333 | Cell: (604) 353-7138 | www.lionsbay.ca

This email is intended only for the persons addressed and may contain confidential or privileged information. If you received this email in error, it'd be appreciated if you'd notify the sender and delete it. Statements and opinions herein are made by their authors in a personal capacity, and are not binding on the Municipality of the Village of Lions Bay ("Municipality") until contracted. This email is the property of the Municipality and may not be reproduced or further disseminated in whole or part without the Municipality's consent. It may be exempt from disclosure under the British Columbia Freedom of Information and Protection of Privacy Act and other freedom of information or privacy legislation, and no admissible disclosure of this email can be made without the consent of the Municipality.

From: Matthew Klas Sent: Thursday, February 20, 2020 8:29 PM To: Ron McLaughlin Subject: January 24 Village Update

Mayor McLaughlin

As a long time resident of Brunswick Beach I am inquiring to get more

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information about what land or lot is being explored for development. I am unaware of any discussion or notice about this with the residents. As you can imagine this would have a huge impact on the residents and neighbourhood.

I cannot imagine where this is as as there is really inadequate extra space anywhere on the waterfront without building on top of or in front of an existing home or homes.

I would request you consult with the local residents before going any further.

Respectfully

Matthew Klas

Sent from my iPhone

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From: Naizam Jaffer To: Cc: Peter DeJong; Shawna Driscoll; Municipal; Ron McLaughlin Subject: RE: How Much is Dog Collection Actually Costing Us? Date: Tuesday, February 25, 2020 11:26:46 AM

Hello Rose,

Turns out the compostable bags are cheaper than our current bags. We will be switching over once out existing stock runs out.

All the best,

Naizam (Nai) Jaffer Public Works Manager | Village of Lions Bay Box 141, 400 Centre Road, Lions Bay, BC V0N 2E0 Public Works Yard (604) 921-9833 | www.lionsbay.ca This email is intended only for the persons addressed and may contain confidential or privileged information. If you received this email in error, it'd be appreciated if you notify the sender and delete it. Statements and opinions herein are made by their authors in a personal capacity, and are not binding on the Municipality of the Village of Lions Bay until contracted. Be aware that this email is the property of the Municipality and may not be disseminated in whole or part without consent. This email may be exempt from disclosure under the British Columbia Freedom of Information and Protection of Privacy Act and other freedom of information or privacy legislation, and no admissible disclosure of this email can be made without the consent of the Municipality. Conversely, be aware that any response to the sender may be subject to disclosure under a freedom of information request.

From: Naizam Jaffer Sent: Thursday, February 13, 2020 2:28 PM To: Ron McLaughlin ; Rose Dudley Cc: Peter DeJong ; Shawna Driscoll ; Municipal Subject: RE: How Much is Dog Collection Actually Costing Us?

Hello Rose,

I believe you’re still out of country but wanted to shoot you a quick note about this.

First off, a couple of points of clarification:

1. Public bins get collected bi-weekly during the off-season and weekly during the busy summer season. Typically, collection takes place in conjunction with Friday pick-ups but during the summer and at times where the haulers are very busy or have mechanical breakdowns, they add additional pick-ups. We don’t get charged for they type of waste in these cans, nor do we get charged for their weight, so it really isn’t any additional cost to us for collection.

2. We spend about 2k per year on dog bags exclusive of collection which is part of our overall waste collection contract. The bags are technically described as ‘oxo- biodegradable’ but the time frame for full disintegration is debatable.

We are looking into the cost of a truly biodegradable product that is designed to disintegrate in 180

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days in a landfill and 10-45 days in composting facilities. That said, Metro Vancouver composting facilities do not accept pet waste even though the high temperatures achieved in composting kills pathogens. Until this changes, pet waste is sent to Metro Vancouver landfills.

To your point about providing a shovel to dog owners, while it is a great idea, we do have dog walkers all over and not just on trails. The supply of dog bags equates to about 6 cents per day per year and is considered well worth it by Public Works staff who are concerned that people would not pick up after their pets thereby requiring their time to clean up or at the least, bylaw enforcement.

All the best,

Naizam (Nai) Jaffer Public Works Manager | Village of Lions Bay Box 141, 400 Centre Road, Lions Bay, BC V0N 2E0 Public Works Yard (604) 921-9833 | www.lionsbay.ca This email is intended only for the persons addressed and may contain confidential or privileged information. If you received this email in error, it'd be appreciated if you notify the sender and delete it. Statements and opinions herein are made by their authors in a personal capacity, and are not binding on the Municipality of the Village of Lions Bay until contracted. Be aware that this email is the property of the Municipality and may not be disseminated in whole or part without consent. This email may be exempt from disclosure under the British Columbia Freedom of Information and Protection of Privacy Act and other freedom of information or privacy legislation, and no admissible disclosure of this email can be made without the consent of the Municipality. Conversely, be aware that any response to the sender may be subject to disclosure under a freedom of information request.

From: Ron McLaughlin Sent: Thursday, January 30, 2020 8:58 AM To: Rose Dudley < ; Naizam Jaffer Cc: Peter DeJong ; Shawna Driscoll ; Municipal Subject: Fw: How Much is Dog Collection Actually Costing Us?

Good morning Rose. Please give me a call when you have a moment to go over Council's discussion on your issues.

When he has a moment Nai will send you a note on some aspects of the service. Our contract with the service provider is multi year reviewable in March. Minor discussion may ensue at that time about the use of smaller vehicles for pick up. The company is considered very green.

Regards,

Ron McLaughlin

Mayor

The Village of Lions Bay

PO Box 141, 400 Centre Road, Lions Bay, BC V0N 2E0, Canada

PAGE 20 Regular Council Meeting - March 3, 2020 - Page 154 of 158

Tel: (604) 921-9333 | Cell: (604) 353-7138 | www.lionsbay.ca

This email is intended only for the persons addressed and may contain confidential or privileged information. If you received this email in error, it'd be appreciated if you'd notify the sender and delete it. Statements and opinions herein are made by their authors in a personal capacity, and are not binding on the Municipality of the Village of Lions Bay ("Municipality") until contracted. This email is the property of the Municipality and may not be reproduced or further disseminated in whole or part without the Municipality's consent. It may be exempt from disclosure under the British Columbia Freedom of Information and Protection of Privacy Act and other freedom of information or privacy legislation, and no admissible disclosure of this email can be made without the consent of the Municipality.

From: Rose Dudley Sent: Saturday, January 11, 2020 12:20 PM To: Ron McLaughlin Subject: How Much is Dog Collection Actually Costing Us?

Dear Mayor Ron and Council, I have been intending to write, for some time, about our village garbage collection, more specifically about the garbage truck that I have seen coming on Sundays to empty the public bins. Bearing in mind that these bins contain 95% dog , it would seem to be a questionable expense. Of course, for all I know, this may well be a part of the whole garbage collection package and that this is just the way our collector chooses to deal with it, but, in any case, a huge truck plying our streets just for this purpose is hardly an environmentally sound decision, particularly as what is being collected is a biodegradable product. In speaking with other community members, I realise that few have been aware of the practice. Perhaps, providing everyone with a trowel as they pick up their dog licenses might be a cheaper and environmentally sound option. When we first moved to Oceanview Rd. 22 years ago, our neighbour carried a shovel to bury her dog's waste. It is not such a crazy idea in a village surrounded by forest, and it would put and end to seeing those interminable bags of that decorate our trails when dog owners fail to retrieve them on the return journey. Yours sincerely, Rose Dudley

PAGE 21 Regular Council Meeting - March 3, 2020 - Page 155 of 158

From: Municipal To: Lions Bay Office Subject: FW: Noise reduction pavement Date: Thursday, February 27, 2020 9:32:10 AM

From: Gillian Smith Sent: Wednesday, February 26, 2020 7:17 PM To: Ron McLaughlin Subject: Re: Noise reduction pavement

Hi Ron,

Thank you kindly for the follow up. It is greatly appreciated and I know many villagers who are impacted by the highway noise will be thankful of what can be done to keep the village a peaceful place to live.

Take good care,

Gillian

Dr. Gillian Smith,

I respectfully acknowledge Simon Fraser University is on unceded Coast Salish Territory: the traditional territories of the Musqueam, Skxwú7mesh and Tsleil-Waututh Nations.

From: Ron McLaughlin

PAGE 22 Regular Council Meeting - March 3, 2020 - Page 156 of 158

Sent: Wednesday, February 26, 2020 3:04 PM To: Gillian Smith Cc: Council; Municipal; Peter DeJong; Pam Rooke Subject: Fw: Noise reduction pavement

Hi Gillian.

Thank you very much for you note. It was received last Council meeting and my reply will be in the meeting next Tuesday.

We know why there is noise. Volume and speed are the primary culprits. Many of us have good memories about the sound reducing pavement at it's inception. Volume of traffic and speed have ramped up since then.

Council has asked me to place noise reduction on my list of things to do. It is a painful task.

I am still putting pieces in place so that I can articulate to the community where I am at with reduced noise. My Mayor's article in the Village Update on March 6th will advise the Village where I am on highway noise. In advance of the article I can advise I am working on it but steps are slow and small.

Regards,

Ron McLaughlin

Mayor

The Village of Lions Bay

PO Box 141, 400 Centre Road, Lions Bay, BC V0N 2E0, Canada Tel: (604) 921-9333 | Cell: (604) 353-7138 | www.lionsbay.ca

This email is intended only for the persons addressed and may contain confidential or privileged information. If you received this email in error, it'd be appreciated if you'd notify the sender and delete it. Statements and opinions herein are made by their authors in a personal capacity, and are not binding on the Municipality of the Village of Lions Bay ("Municipality") until contracted. This email is the property of the Municipality and may not be reproduced or further disseminated in whole or part without the Municipality's consent. It may be exempt from disclosure under the British Columbia Freedom of Information and Protection of Privacy Act and other freedom of information or privacy legislation, and no admissible disclosure of this email can be made without the consent of the Municipality.

From: Gillian Smith Sent: Friday, February 7, 2020 8:03 AM To: Council

PAGE 23 Regular Council Meeting - March 3, 2020 - Page 157 of 158

Cc: Municipal Subject: Noise reduction pavement

Hello all,

Thank you for all of the hard work you put into our village. It is always appreciated.

I have a query about the highway noise that seems to be increasing exponentially.

When we first moved to Lions Bay in 1996, there was one lane each way through the village, and of course, less traffic.

When the 2010 Olympics came, the highway was increased to four lanes and noise reducing pavement was installed to mitigate the impact. When the quiet pavement was installed we noticed a difference right away.

But that was 10 years ago. I understood from inquiring to highways a few years ago that Lions Bay never secured a contract to maintain the noise reduction properties of the roadway through the village. The quiet pavement seems to no longer be working.

I am wondering if the village/council could be prepared to investigate the noise levels of the highway and whether the time has come to take steps to reduce the noise decibels to a healthy level again for our villagers. Perhaps traffic lights would indicate to travellers this is a community, lessening the speed zone, or returning to one lane.

https://www.healthlinkbc.ca/health-topics/tf4173

I have friends who live at the upper levels of the village (Mountain Drive, Timbertop) and the noise is still very loud from their properties as well. We are located at 20 Oceanview, a close proximity to the highway.

Thank you kindly for your time and consideration,

PAGE 24 Regular Council Meeting - March 3, 2020 - Page 158 of 158

Gillian

I respectfully acknowledge Simon Fraser University is on unceded Coast Salish Territory: the traditional territories of the Musqueam, Skxwú7mesh and Tsleil-Waututh Nations.

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