 | COMOX VALLEY REGIONAL DISTRICT BOARD | |
| Tuesday, January 28, 2025 | ||
| Minutes of the meeting of the Comox Valley Regional District Board of Directors held on Tuesday, January 28, 2025 in the Civic Room of the Comox Valley Regional District offices located at 770 Harmston Avenue, Courtenay, BC commencing at 3:10 pm. | ||
| MINUTES | ||
| Present: | ||
| Chair: | W. Cole-Hamilton | City of Courtenay |
| Vice-Chair: | J. Kerr | Town of Comox |
| Directors: | D. Arbour | Baynes Sound-Denman/Hornby Islands (Area A) |
| V. Brown | Village of Cumberland | |
| K. Grant | Town of Comox | |
| E. Grieve | Puntledge/Black Creek (Area C) | |
| R. Hardy | Lazo North (Area B) | |
| D. Hillian | City of Courtenay | |
| M. McCollum | City of Courtenay | |
| W. Morin | City of Courtenay | |
| Staff: | J. Warren | Chief Administrative Officer |
| L. Wiwcharuk | Chief Financial Officer | |
| J. Martens | General Manager of Corporate Services | |
| D. DeMarzo | General Manager of Community Services | |
| A. Mullaly | General Manager of Planning and Development | |
| M. Rutten | General Manager of Engineering Services | |
| L. Dennis | Manager of Legislative Services | |
| CLOSED MEETING: | ||||||
| E. Grieve/D. Hillian: THAT the Board adjourn to a closed session pursuant to the following sub-sections of section 90 of the Community Charter:
90(1)(a) Personal information about an identifiable individual who holds or is being considered for a position as an officer, employee or agent of the regional district or another position appointed by the regional district; and 90(1)(i) The receipt of advice that is subject to solicitor-client privilege, including communications necessary for that purpose; 90(1)(k) Negotiations and related discussions respecting the proposed provision of a regional district service that are at their preliminary stages and that, in the view of the committee/board, could reasonably be expected to harm the interests of the regional district if they were held in public. | ||||||
| 208 | Carried | |||||
| RISE AND REPORT: | ||||||
| The Board rose from its closed session at 3:50 pm. | ||||||
| RECOGNITION OF TRADITIONAL TERRITORIES: | ||||||
| The Chair acknowledged that the meeting was being held on the unceded traditional territory of the K’ómoks First Nation and read the following Call to Action from the Truth and Reconciliation Commission of Canada: Calls to Action report:
Call to Action 63: Education for Reconciliation: We call upon the Council of Ministers of Education, Canada to maintain an annual commitment to Aboriginal education issues, including: i. Developing and implementing Kindergarten to Grade Twelve curriculum and learning resources on Aboriginal peoples in Canadian history, and the history and legacy of residential schools. ii. Sharing information and best practices on teaching curriculum related to residential schools and Aboriginal history. iii. Building student capacity for intercultural understanding, empathy, and mutual respect. iv. Identifying teacher-training needs relating to the above. | ||||||
| ADOPTION OF MINUTES: | ||||||
| V. Brown/M. McCollum: THAT the Comox Valley Regional District Board minutes dated January 14, 2025 be adopted. [Item] | ||||||
| 208 | Carried | |||||
| PETITIONS AND DELEGATIONS: | ||||||
| H0MELESSNESS IN THE COMOX VALLEY | ||||||
| Joanne Bays, Community Development Coordinator, City of Courtenay, presented information regarding the final report of the key outcomes and impacts of the activities funded by the Union of British Columbia Municipalities (UBCM) through the Strengthening Communities Grant (SCG). [Item] | ||||||
| REPORTS: | ||||||
| COMOX VALLEY TRANSIT MANAGEMENT ADVISORY COMMITTEE MINUTES | ||||||
| K. Grant/D. Hillian: THAT the Comox Valley Transit Management Advisory Committee minutes dated November 12, 2024 be received. [Item] | ||||||
| 208 | Carried | |||||
| BLACK CREEK – OYSTER BAY SERVICES COMMITTEE – JANUARY 13, 2025 | ||||||
| K. Grant/J. Kerr: THAT the Black Creek – Oyster Bay Services Committee minutes dated January 13, 2025 be received. [Item] | ||||||
| 208 | Carried | |||||
| ELECTORAL AREAS SERVICES COMMITTEE – JANUARY 13, 2025 | ||||||
| K. Grant/J. Kerr: THAT the Electoral Areas Services Committee minutes dated January 13, 2025 be received. [Item] | ||||||
| 208 | Carried | |||||
| COMOX VALLEY SEWAGE COMMISSION – JANUARY 14, 2025 | ||||||
| D. Hillian/J. Kerr: THAT the Sewage Commission minutes dated January 14, 2025 be received. [Item] | ||||||
| 208 | Carried | |||||
| COMOX VALLEY RECREATION COMMISSION - JANUARY 14, 2025 | ||||||
| V. Brown/W. Morin: THAT the Recreation Commission minutes dated January 14, 2025 be received. [Item] | ||||||
| 208 | Carried | |||||
| REGIONAL GRANT-IN-AID PROGRAM | ||||||
| K. Grant/D. Hillian: THAT the report dated January 21, 2025 regarding a policy and related implementation actions for the creation of a Regional Grant-in-Aid Program be received. [Item] | ||||||
| 208 | Carried | |||||
| J. Martens, General Manager of Corporate Services, provided an overview of the report regarding a policy and related implementation actions for the creation of a Regional Grant-in-Aid Program. | ||||||
| Jolean Finnerty, Executive Director of the Comox Valley Community Foundation presented an overview of the Foundation and its services. [Item] | ||||||
| D. Hillian/M. McCollum: THAT the Board adopt Policy No.117 being “Regional Grant-in-Aid” and direct staff to include $31,500 in the recommended 2025-2029 Financial Plan within Service 110 Administration and General Government.
| ||||||
| 208 | Carried | |||||
| D. Hillian/E. Grieve: THAT the Comox Valley Regional District enter into a three-year agreement with the Comox Valley Community Foundation for the administration and distribution of the Regional District’s annual Regional Grant-in-Aid Program as generally outlined in the staff report dated January 21, 2025. | ||||||
| 208 | Carried | |||||
| V. Brown/W. Morin: THAT the 2025-2029 Financial Plan for the Comox Valley Regional District Service 110 Administration and General Government, include a one-time regional grant of $20,000 in 2025 to the Lush Valley Food Action Society for administration and coordination of the Comox Valley Food Policy Council. | ||||||
| 208 | Carried | |||||
| MAJOR PLANNED EVENTS ADVOCACY | ||||||
| K. Grant/D. Hillian: THAT the report dated January 23, 2025 regarding a resolution to advocate for the Ministry of Emergency Management and Climate Readiness to include unenforceable Major Planned Events regulations within the Emergency and Disaster Management Act (EDMA) be received. [Item] | ||||||
| 208 | Carried | |||||
| E. Grieve/D. Hillian: THAT the following resolution be submitted to the 2025 Association of Vancouver Island and Coastal Communities Annual General Meeting and Convention for consideration:
WHEREAS local governments, particularly in rural and remote areas, face significant logistical and resource challenges when major planned events occur within or near their jurisdiction, even when these events are outside of local government jurisdictional control and/or enforcement areas; AND WHEREAS such events often require substantial public safety planning and emergency response efforts, yet local governments typically lack the authority to require or enforce event organizers to submit comprehensive emergency response plans, leaving local governments to bear the burden of increased public safety demands and resource strain as a result of these events without the ability to mitigate or control the associated costs; THEREFORE BE IT RESOLVED that the Union of British Columbia Municipalities request the provincial government to establish province-wide regulations to address gaps in Local Government Act bylaws and event permitting powers, ensuring local governments can recover costs for public safety and emergency services related to major planned events beyond their control, and that adequate support, coordination, and reimbursement be provided for resources used in the management and planning of these events. | ||||||
| 208 | Carried | |||||
| 2025 – 2029 PROPOSED FINANCIAL PLAN AND CAPITAL EXPENDITURE | ||||||
| K. Grant/D. Hillian: THAT the report dated January 20, 2025 regarding an overview of the 2025 – 2029 Proposed Financial Plan and Capital Expenditure Program be received. [Item] | ||||||
| 208 | Carried | |||||
| L. Wiwcharuk, Chief Financial Officer, presented an overview of the 2025-2029 Proposed Financial Plan and Capital Expenditure Program. [Item] | ||||||
| UPDATE ON FINANCIAL POLICIES | ||||||
| D. Hillian/W. Morin: THAT the report dated January 20, 2025 regarding an update on financial policies be received. [Item] | ||||||
| 208 | Carried | |||||
| K. Powell, Manager of Financial Operations, provided an overview of the report regarding an update on financial policies. | ||||||
| K. Grant/V. Brown: THAT the Staff Travel Policy (Board Policy P42), as set out in Appendix A to the staff report dated January 20, 2025 , be converted from a Board Policy to an Administrative Policy. | ||||||
| 208 | Carried | |||||
| ASSET MANAGEMENT POLICY | ||||||
| E. Grieve/K. Grant: THAT the report dated January 22, 2025 regarding the Asset Management Policy as an essential governance document required to guide the implementation of the corporate-wide asset management program be received. [Item] | ||||||
| 208 | Carried | |||||
| T. He, Manager of Asset Management, presented an overview of the Asset Management Policy. [Item] | ||||||
| K. Grant/E. Grieve: THAT the Asset Management Policy, Appendix A of the staff report dated January 22, 2025, be approved in principle;
AND FURTHER THAT the Asset Management Policy be referred to the Comox Strathcona Waste Management Board for consideration with follow-up presentation to Comox Valley Regional District Board for approval. | ||||||
| 208 | Carried | |||||
| BYLAWS AND RESOLUTIONS: | ||||||
| J. Kerr/W. Morin: THAT Bylaw No. 862 being “Electoral Areas Parks Regulations Bylaw No. 103, 2010, Amendment No. 11” be given first and second readings concurrently. [Item] | ||||||
| 209 | Carried | |||||
| K. Grant/E. Grieve: THAT Bylaw No. 862 being "Electoral Areas Parks Regulations Bylaw No. 103, 2010, Amendment No. 11" be read a third time. | ||||||
| 209 | Carried | |||||
| D. Hillian/K. Grant: THAT Bylaw No. 857 being "Black Creek-Oyster Bay Fire Protection Local Service Area Conversion/Establishment Bylaw No. 1964, 1997, Amendment No. 10" be adopted. [Item] | ||||||
| 208 | Carried | |||||
| D. Hillian/E. Grieve: THAT Bylaw No. 859 being "Black Creek-Oyster Bay Water Local Service Area Bylaw 1993, Amendment No. 20" be adopted. [Item] | ||||||
| 208 | Carried | |||||
| ADDENDUM - UPON APPROVAL OF THE BOARD: | ||||||
| E. Grieve/D. Hillian: THAT the addendum be considered. | ||||||
| 208 | Carried | |||||
| SUSTAINABLE FUNDING FOR SMALL WATER SYSTEMS | ||||||
| D. Hillian/K. Grant: THAT the report dated January 24, 2025 regarding a proposed resolution for submission to the 2025 Association of Vancouver Island and Coastal Communities and subsequently the 2025 Union of BC Municipalities Conventions, which advocates for sustainable funding models for small and medium sized water systems be received. [Item] | ||||||
| 208 | Carried | |||||
| D. Hillian/E. Grieve: THAT the following resolution be submitted to the Association of Vancouver Island and Coastal Communities for consideration at their 2025 Annual General Meeting:
Sustainable Funding for Small Water Systems WHEREAS the small water systems in rural British Columbia, which are administered by local governments, provide essential services to rural residents and communities, yet they face unsustainable financial burdens due to the high costs of water treatment systems, ongoing maintenance, and replacing aging infrastructure, which can amount to millions of dollars; AND WHEREAS it is not possible for rural residents and communities to finance these systems through local taxation alone, threatening the viability of these water systems and the communities they serve, while also posing a significant risk to local food security; THEREFORE BE IT RESOLVED that the Union of BC Municipalities request the provincial and federal governments to establish long-term sustainable funding programs specifically for small water systems to address high cost and regulatory compliance requirements and to safeguard local food security, and for a collaborative approach to funding and support, including cost-sharing models, grant programs and capacity-building initiatives, to enable small rural water systems to remain viable and resilient amidst growing environmental and economic pressures. | ||||||
| 208 | Carried | |||||
| FIRE INSPECTIONS AND INVESTIGATIONS | ||||||
| D. Hillian/E. Grieve: THAT the report dated January 24, 2025 regarding a proposed resolution regarding the new Fire Safety Act for submission to the 2025 Association of Vancouver Island and Coastal Communities Annual General Meeting and Convention be received. [Item] | ||||||
| 208 | Carried | |||||
| E. Grieve/D. Hillian: THAT the following resolution be submitted to the 2025 Association of Vancouver Island and Coastal Communities Annual General Meeting and Convention for consideration:
WHEREAS the Fire Safety Act came into effect on August 1, 2024 and now requires local governments to appoint fire investigators / inspectors across their jurisdictions but in particular for those areas that may not have fire protection or are challenging to access (due to remoteness); AND WHEREAS local governments, particularly in rural and remote areas, face significant logistical and resource challenges and do not have staff or funding in place to do inspections/investigations; NOW THEREFORE BE IT RESOLVED that the Union of British Columbia Municipalities request the provincial government, as stated in the recently released Fire Safety Act, have the Local Fire Service Advisors perform fire inspections and investigations for regional districts and have it be continued in perpetuity. | ||||||
| 208 | Carried | |||||
| ADJOURN TO CLOSED MEETING: | ||||||
| The Board adjourned to its closed meeting at 7:00 pm. | ||||||
| RISE AND REPORT: | ||||||
| The Board rose from its closed meeting at 7:11 pm and reported the following:
"THAT Brian Beaudry be appointed to the Board of Variance for a term effective February 1, 2025 to December 31, 2027". | ||||||
| Director Hardy was not in attendance when the open meeting resumed. | ||||||
| TERMINATION: | ||||||
| D. Hillian/K. Grant: THAT the meeting terminate. | ||||||
| 208 | Carried | |||||
| Time: 7:11 pm. | ||||||
| Confirmed this 11th day of March, 2025: ____________________________________ Will Cole-Hamilton Chair | |
| Certified Correct: ____________________________________ Jake Martens General Manager of Corporate Services / Corporate Officer | |
| Recorded By: ____________________________________ Lisa Dennis Manager of Legislative Services |