VoLB Regular Council Meeting - April 7, 2015 - Page 1 of 158 REGULAR MEETING OF THE COUNCIL OF THE VILLAGE OF LIONS BAY HELD ON TUESDAY, APRIL 7, 2015 at 7:00 PM COUNCIL CHAMBERS, 400 CENTRE ROAD, LIONS BAY AGENDA 1. Call to Order 2. Approval of Agenda 3. Public Participation 4. Delegations A. Mr. Jurgen Franke – Lions Bay Playschool Grant Application (Page 3) 5. Adoption of Minutes A. March 3, 2015 Regular Council Minutes (Page 13) B. March 26, 2015 Special Council Minutes (Page 19) 6. Business Arising from the Minutes 7. Unfinished Business 8. Reports A. Chief Administrative Officer (Page 21) B. Mayor and Council C. Committees i. Bylaw and Policy Review Committee Terms of Reference (DRAFT) (Page 23) ii. Trees, Views & Landscapes Committee – Application #56 (Page 25) iii. Infrastructure Committee • Beach Wall Remediation (Page 27) D. Staff i. Leak-Down Test Results (Page 31) E. Emergency Services Reports (Page 33) 9. Resolutions A. Metro Vancouver Air Quality Initiatives in Lions Bay (Page 35) 10. Bylaws 11. Correspondence A. List of Correspondence to Wednesday, April 1, 2015 (Page 41) VoLB Regular Council Meeting - April 7, 2015 - Page 2 of 158 Agenda – Regular Meeting of Council – April 7, 2015 Village of Lions Bay Page 2 of 2 12. New Business A. Repeal of Secondary Suites Policy (Page 135) B. Workplace Harassment Policy (Page 153) 13. Public Questions & Comments 14. Resolution to Close Meeting BE IT RESOLVED THAT the Village of Lions Bay Council does close the April 7, 2015 Regular Council Meeting to the public on the basis of matters to be considered under the following section(s) 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: c) labour relations or other employee relations; j) information that is prohibited, or information that if it were presented in a document would be prohibited, from disclosure under section 21 of the Freedom of Information and Protection of Privacy Act S.22(3)(f) 15. Reporting Out from Closed Session 16. Adjournment VoLB Regular Council Meeting - April 7, 2015 - Page 3 of 158 DELEGATIONREQUESTFORM PleaseforwardyourDelegationRequestFormtotheVillageOffice by4:00pm,theWednesdaypriortotheregularCouncilmeeting. Delegationsmayspeakforamaximumof10minutestotal. Today’sDate:Wednesday March 11th 2015 CouncilMeetingDate:Tuesday March 17th 2015 SUBJECTOFDELEGATION IwishtospeakbeforetheCouncilregarding: The subject of the Lions Bay Play School Association in regards to the Village of Lions Bay Grant. Seeking clarity on the process and decision of the grant to the Play School. SUPPORTINGMATERIAL IwillprovideadditionalinformationinadvanceoftheCouncilmeeting: (by4:00pmtheWednesdaypriortotheCouncilmeetingsothatthematerialcanbeincludedinCouncilpackage.) Email chain with the Village's past CFO Hari regarding the grant application. Have also included the grant application again for reference. ACTION.ThespecificactionIwouldlikeCounciltotakeis: Provide clarity on the grant approval process and re-confirm the Village's position on the grant to the Lions Bay Play School Association. NAMEANDADDRESSOFSPEAKERFORTHEDELEGATION: Digitally signed by Jurgen Franke Name:Jurgen Franke DN: cn=Jurgen Franke, o=FSD, ou=Engineering, Jurgen Franke [email protected], c=CA Signature:Date: 2015.03.11 05:41:23 -07'00' Organization(ifany):Lions Bay Play School Association Address:250 Bayview avenue Phone:778.838.7581 Fax: Email:[email protected] Note:Atelephonenumber(whereamessagecanbeleftwithapersonorvoicemail),faxnumberoremailaddressisrequired sothatwecancontactyouinatimelymanner. Click to submit form VoLB Regular Council Meeting - April 7, 2015 - Page 4 of 158 Attachment MUNICIPALGRANTAPPLICATION ForSpecificProjects/Services/Events/Programs Onlyapplicationsthatarecompletedlegiblyandinfullwillbeaccepted. ThedeadlineforsubmittinggrantapplicationsisDecember31,2014. Pleaseprovideacopyofyourorganization’sfinancialstatements(forthemostrecentcompleteyear andyourmostrecentfinancialstatementforthecurrentfiscalyear). A. APPLICANTINFORMATION ApplicationDate NameofOrganization/Group ContactPerson Telephone Email BCSocietyNumber DateofRegistration Describeyourorganization’sobjectives Numberofmembers Page|3 VoLB Regular Council Meeting - April 7, 2015 - Page 5 of 158 B. PROJECTINFORMATION Amountrequested (*seenotebelow) *Pleaseincluderequestsofanonmonetarynaturesuchasfeewaiversandstaffassistance(referto Fees&ChargesBylawNo.453andFees&ChargesAmendmentBylawNo.480forfeeschedules) Providedetailsofotherservicesandfacilitiesrequested(e.g.hallrental,PublicWorkstime) ProjecttitleandDescription Describeyourtargetpopulation(age,gender,disabilityetc.) Describeyourgoalsandyoursuccesscriteria Page|4 VoLB Regular Council Meeting - April 7, 2015 - Page 6 of 158 Approximatelyhowmanyindividualswillbeservedbyyourproject? Whatcommunityneedorissueisyourproject/eventrespondingto? Describeanypartnersorsponsorsinvolvedinyourproject/event. C. ACCOUNTABILITY Describehowyouwillevaluatetheeffectivenessoftheproject/event Page|5 VoLB Regular Council Meeting - April 7, 2015 - Page 7 of 158 D. FINANCIALINFORMATION Attachyourmostrecentfinancialstatement Providecurrentfiscalyearprojectbudgetforyourorganization Provideadetailedbudget,includingfinancialcontributionsandapplicationsfrom sourcesotherthantheVillage,fortheproject/event.Indicatethetypeandvalueof“in kind”contributions. TERMS&CONDITIONS Intheeventthatthefundsarenotusedortheproject/event,asdescribedintheapplication,orthere aremisrepresentationsintheapplication,thefullamountofthefinancialassistancemaybepayable forthwithtothemunicipality. 1. Ifthereareanychangesinthefundingoftheproject/eventfromthatcontemplatedin theapplication,themunicipalitywillbenotifiedofsuchchangesimmediately. 2. Theapplicantwillmake,orcontinuetomakeattemptstosecurefundingfromother sourcesindicatedinitsapplication. 3. Theapplicantwillkeepproperrecordsandaccountsofallreceiptsandexpenditures relatingtotheproject/event. 4. Iftheproject/eventisnotcommenced,notcompleted,oriftheproject/eventis completedwithoutrequiringthefulluseofthegrantfundsandthereremainmunicipal fundsonhand,orifCouncildirectsthatthefundsbereturned;allunusedfundswillbe returnedwithoutdelay. 5. UnlessthereispriorwrittenapprovalfromtheVillageofLionsBay,theproject/event maynotberepresentedasamunicipalproject,andtheapplicantdoesnothavethe authoritytoholditselfasanagencyofthemunicipalityinanyway.Theonlyrelationship beingthatthemunicipalityhasapprovedandgrantedfinancialassistancetothe applicant. Page|6 VoLB Regular Council Meeting - April 7, 2015 - Page 8 of 158 Wecertifythattothebestofourknowledgetheinformationprovidedinthismunicipalgrant requestisaccurateandcompleteandisendorsedbytheorganizationwhichwerepresent.If ourorganizationreceivesamunicipalgrant,weagreetotheconditionssetoutbelowandto anyotherconditionsdeterminedbyCouncil. (Mustbesignedbytwoofficersoftheorganization). Signed Name Title Date Signed Name Title Date Page|7 VoLB Regular Council Meeting - April 7, 2015 - Page 9 of 158 BASC Preliminary Budget Calculations ‐ 2015 ITEM 2015 COMMENTS CHILD CARE OPERATING INCOME JAN ‐ JUNE* CHILD CARE OPERATING INCOME PREDICTIONS SEPT‐DEC REVENUE Playschool Reg Rate Weekly Playschool Reg Rate Weekly CCOF $2,157 See adjacent chart 5 days 2 $1.40 $14.00 5 days 1 $1.40 $7.00 Gaming Grant $0 3 days 2 $1.40 $8.40 3 days 2 $1.40 $8.40 Other Funding $500 LBPSA funding 2 days 5 $1.40 $14.00 2 days 5 $1.40 $14.00 Deposits $2,400 See adjacent chart Drop In 10 $1.40 $14.00 Drop In 10 $1.40 $14.00 Tuition $37,158 See adjacent chart Weekly $50 Weekly $43 Total Revenue $42,215 Jan ‐ Jun $1,159.20 Jan ‐ Jun $998.20 EXPENSES *Based on fall of 2014 enrollment AGM Hall Rental $0 2015 TOTAL $2,157.40 Emergency Preparedness $500 Insurance $1,000 DEPOSIT AND TUITION INCOME JAN ‐ JUNE DEPOSIT AND TUITION INCOME JAN ‐ JUNE Payroll $37,260 see adjacent chart Playschool Reg Rate Annual Playschool Reg Rate Annual Worksafe BC $0 comes due Jan 2016 5 days 2 $515 $6,180 5 days 1 $515 $3,090 Rent $0 3 days 2 $350 $4,200 3 days 2 $350 $4,200 Marketing/Advertising $500 2 days 2 $240 $2,880 2 days 2 $240 $2,880 Gifts/Miscellaneous $250 Drop in ‐ am 2 $104 $624 Drop in ‐ am 2 $104 $624 Office expenses $500 Drop In ‐ pm 7 $840 $5,040 Drop In ‐ pm 5 $600 $3,600 Photobooks $0 Drop in ‐ full 1 $120 $720 Drop in ‐ full 1 $120 $720 Books $0 Deposits 12 $100 $1,200 Deposits 12 $100 $1,200 Equipment $2,500 NSNH Pod 28 Annual $20,844 25 Annual $16,314 Field Trips $0 *Based on fall of 2014 enrollment Deposits: $2,400 Licencing Requirements $250 Criminal Record 2015 TOTAL $37,158 Phone $250 Consumable Supplies $500 WAGES WAGES Special Events $500 Playschool Hrs Rate Weekly Playschool Hrs Rate Weekly Teacher Education $600 Lead 20 $19.50 $390 Lead 20 $19.50 $390 Gaming Grant $0 Asst 10 $18 $180 Asst 10 $18 $180 Total Expenses $44,610 Specialty Instruction 3 $50 $150 Specialty Instruction 3 $50 $150 NET INCOME (LOSS) ‐$2,395 Weekly $720 LB CC Administrator 12 $15 $180 Jan ‐ Jun $16,560.00 Weekly $900 Sept to Dec $20,700.00 2015 TOTAL $37,260 LB BASC budget 2015 ‐ Confidential Last updated December 28th, 2014 VoLB Regular Council Meeting - April 7, 2015 - Page 10 of 158 From: Jurgen Franke To: Pam Rooke Subject: RE: Grant application from Lions Bay Play School Association Good morning Hari I’ll try and reach out to you today or Monday to discuss. Sorry for the delay in response. Regards, Jurgen From: Hari