Agenda for the 7:00 pm Monday, September 14, 2015, Town of Qualicum Beach Regular Council Meeting to be held in the Council Chamber, Municipal Office, 660 Primrose Street, Qualicum Beach, BC Page No. (This meeting may be recorded) 1-4 1. ADOPTION OF THE AGENDA THAT Council adopts the September 14, 2015 regular Council meeting agenda. 2. RECOGNITION (1) Fire Rescue Department Member Service Recognition Mark Watson -25 Year Provincial Service Medal 5-9 3. APPROVAL OF THE MINUTES THAT Council approves the July 13, 2015 regular Council meeting minutes. 4. BUSINESS ARISING FROM THE MINUTES 5. DELEGATIONS (1) Jared Shaw, presenting on the Digital Media Studio - For Information (2) Pat Chern, Qualicum Beach Memorial Golf Course, presenting on the Qualicum Beach Curling Club's 50th anniversary album. 10-55 (3) John Webb, Garry Young, Ron Schuler, presenting on airport noise abatement procedures. 6. CORRESPONDENCE 56-60 (1) Correspondence Log - September 14, 2015 - For Information 61-62 (2) L. MacCallum, President, Qualicum Beach Farmers' Market (20 Jul 2015), requesting permission to allow artisan vendors at the Qualicum Beach Farmers' Market. 63-64 (3) J. Stanhope, Association of Vancouver Island and Coastal Communities (9 Sept 2015), regarding an update on natural gas operating agreement - For Information 7. COMMITTEE & LIAISON REPORTS (1) General Government (Mayor Teunis Westbroek) (2) Arts & Culture (Councillor Barry Avis) (3) Parks & Recreation (Councillor Neil Homer) (4) Protective Services (Councillor Bill Luchtmeijer) (5) Community Development (Councilor Anne Skipsey) 8. STAFF REPORTS (1) Chief Administrative Officer (Daniel Sailland) (a) Monthly Management Update - For Information (2) Corporate Administrator (Heather Svensen) (a) Announcement of Council Meeting Motions PAGE Town of Qualicum Beach September 14 Regular Council Meeting Agenda Page 2 of 4 65-68 (b) Vancouver Island University Memorandum of Understanding - Mount Arrowsmith Biosphere Reserve Staff Recommendation: THAT the Memorandum of Understanding between Vancouver Island University and the Town of Qualicum Beach for the Mount Arrowsmith Biosphere Reserve be approved; AND FURTHER THAT Council authorizes the Mayor and Corporate Administrator to enter into the agreement on behalf of the Town, which will exist in perpetuity until either party provides 30 days written notice to the other. 69-72 (c) 2016 Regular Council Meeting Schedule Staff Recommendation: THAT Council establishes the following schedule for the 2016 regular Council meetings to be held on Mondays at 7:00 pm in the Council Chamber, Town Hall, 660 Primrose Street, on: January 11, 2016 July 11, 2016 February 1, 2016 August 15, 2016 February 22, 2016 September 12, 2016 March 14, 2016 October 3, 2016 April 4, 2016 October 24, 2016 April 25, 2016 November 14, 2016 May 16, 2016 December 5, 2016 June 13, 2016 AND FURTHER THAT Council establishes the following schedule for the 2016 Committee of the Whole meetings (if required) to be held on Wednesdays or Thursdays at 10:00 am in the Council Chamber, Town Hall, 660 Primrose Street, on Wednesday, January 27, 2016 Thursday, June 9, 2016 Wednesday, February 17, 2016 Wednesday, July 6, 2016 Thursday, March 10, 2016 Thursday, August 11, 2016 Wednesday, March 30, 2016 Wednesday, September 7, 2016 Wednesday, April 20, 2016 Wednesday, October 19, 2016 Thursday, May 12, 2016 Wednesday, November 30, 2016 (d) Halloween Event, Saturday, October 31, 2015 Staff Recommendation: THAT Council authorizes staff to proceed with hosting the Halloween pumpkin walk and fireworks display on Saturday, October 31,2015 at the Qualicum Beach Civic Centre. Town of Qualicum Beach September 14 Regular Council Meeting Agenda Page 3 of 4 73-74 (e) 2015 Fall Subsidized Rental Applications for the Civic Centre Staff Recommendation: THAT Council approves the St. Stephen's United Church for a one-time subsidy for the use of the Civic Centre on December 12, 2016, for a Community Carol Sing by charging a reduced rate of $379.00, plus applicable taxes, as opposed to the regular rate of $716.00, plus applicable taxes, resulting in a $337.00 subsidy. THAT Council approves the Qualicum Beach Chamber of Commerce for a one-time subsidy for the use of the Civic Centre on February 17,2016, for their annual Community Awards ceremony by charging a reduced rate of $368.00, plus applicable taxes, as opposed to the regular rate of $576.00, plus applicable taxes, resulting in a $208.00 subsidy. THAT Council approves the Rotary Sunrise Club of Qualicum Beach for a one-time subsidy for the use of the Civic Centre on March 19, 2016, for their annual dinner and dance by charging a reduced rate of $958.00, plus applicable taxes, as opposed to the regular rate of $1114.17 plus applicable taxes, resulting in a $156.00 subsidy. THAT Council approves the Rotary Club of Qualicum Beach for a one-time subsidy for the use of the Civic Centre on April 9, 2016, for their annual 'Winefest' by charging a reduced rate of $874.00, plus applicable taxes, as opposed to the regular rate of $1,310.00 plus applicable taxes, resulting in a $436.00 subsidy. THAT Council approves the Qualicum Beach Chamber of Commerce for a one-time subsidy for the use of the Civic Centre on May 18, 2016, for their annual joint meeting by charging a reduced rate of $312.00, plus applicable taxes, as opposed to the regular rate of $587.00, plus applicable taxes, resulting in a $275.00 subsidy. (3) Fire Department (Darryl Kohse, Fire Chief) 75-76 (a) Monthly Fire Department Report - For Information 77-82 (4) Financial Administration (John Marsh, Financial Administrator) (a) Monthly Financial Report - For Information (5) Planning (Luke Sales, Director of Planning) 83-84 (a) Monthly Construction and Building Permit Report - For Information (b) Monthly Bylaw Compliance - Verbal Update PA9E Town of Qualicum Beach September 14 Regular Council Meeting Agenda Page 4 of 4 9. BYLAWS 85-95 (1) Property Permissive Tax Exemption Bylaws 701 & 702 Staff Recommendations: THAT the bylaw entitled "Town of Qualicum Beach 2016 Taxation Exemption Bylaw No. 701, 2015" be introduced and read a first time. THAT the bylaw entitled "Town of Qualicum Beach 2016 Taxation Exemption Bylaw No. 702, 2015 be introduced and read a first time. 10. COMMENTS FROM THE GALLERY (Maximum 2 minutes each for comments only (no questions or dialogue), regarding business discussed by Council at this meeting except public hearings topics) 11. ADJOURNMENT THAT Council adjourns the meeting. NEXT SCHEDULED REGULAR COUNCIL MEETING: Monday, October 5, 2015 at 7:00 pm DRAFT Minutes of the 7:00 pm Monday, July 13, 2015, Town of Qualicum Beach Regular Council Meeting held in the Council Chamber, Municipal Office, 660 Primrose Street, Qualicum Beach, BC PRESENT: Council: Mayor Teunis Westbroek Councillor Barry Avis Councillor Neil Horner Councillor Bill Luchtmeijer Councillor Anne Skipsey ALSO PRESENT: Staff: John Marsh, Financial Administrator, Deputy CAO Bob Weir, Director of Engineering Luke Sales, Director of Planning Heather Svensen, Corporate Administrator Karla Duarte, Office Assistant Rebecca Augustyn, Special Projects Planner ABSENT: Daniel Sailland, CAO Al Cameron, Superintendent of Public Works, Parks & Buildings The Mayor called the meeting to order at 7:00 pm ADOPTION OF THE AGENDA Council adopted, by unanimous consent, the Monday, July 13, 2015 regular Council meeting agenda. Councilor Avis MOVED and Councillor Horner SECONDED, THAT Council not accept the July 13, 2015 correspondence from LiveWell Cohousing as a late item to the July 13, 2015 Council agenda. CARRIED APPROVAL OF THE MINUTES Council approved, by unanimous consent, • the June 22, 2015 special Council meeting minutes; • the June 23, 2015 special Council meeting minutes; • the June 24, 2015 special Council meeting minutes; • the June 29, 2015 regular Council meeting minutes; • the July 2, 2015 special Council meeting minutes, as amended, noting Councillor Skipsey's absence; and • the July 9, 2015 special Council meeting minutes, as corrected for spelling and grammar. DELEGATIONS (1) Janet Thony, Coombs Farmers' Institution, thanked Council for their assistance and support for their NCED funding proposal - For Information PAGE Town of Qualicum Beach July 13, 2015 Regular Council Meeting Minutes - DRAFT Page 2 of 5 PUBLIC INPUT ON EVENING MARKETS - Dave Wood, Qualicum Beach Downtown Business Association (QBDBA) representative, stated that the QBDBA is cancelling the Thursday night market effective immediately. Wendy Maurer, 215 Elizabeth Avenue, provided a written submission noting her opposition for an additional weekly market in Qualicum Beach and suggested everyone work together to find an effective solution. Mimi Shewchuk, 579 Sumac Drive, Qualicum Beach Farmers' Market (QBFM) Manager, noted that the QBFM's motivation to request an additional market came from their customers' request for a mid week market to 'top up' on fresh produce. Mariane Sadik, artisan, spoke about the survey results conducted by the Town noting that 57% of respondents were in support of a Wednesday evening market and she also spoke about the right to an earn an adequate standard of living. Leona Matte, 355 Dorset Road, also spoke about the survey results conducted by the Town noting that 57% of respondents supported the Wednesday market and further commented that the residents should have access to farm fresh produce. Bobbie Williams, 1425 Reef Road, Nanoose, spoke in favour of a mid week market and the benefits of direct sales for farmers, cutting out the middle man and the coupon program. Jean Young, 218 Fifth Avenue West, spoke as a business owner of 17 years in Qualicum Beach noting that there are markets in the region every day. The QBDBA were working to create a venue on Thursday evenings for everyone to participate in. Ms. Young encouraged the farmers to join the Thursday night market. Lorne MacCallum, Dashwood, President of the QBFM, commented on the success of the Saturday Farmers' Market. Mr. MacCallum also noted that he had been a vendor at the Thursday night market in 2014 and it was not successful for them.