 | ELECTORAL AREAS SERVICES COMMITTEE | |
| Monday, June 13, 2022 | ||
| Minutes of the meeting of the Electoral Areas Services Committee held on June 13, 2022 in the Civic Room of the Comox Valley Regional District offices located at 770 Harmston Avenue, Courtenay, BC commencing at 10:00 am. | ||
| MINUTES | ||
| Present: | ||
| Chair: | A. Hamir | Lazo North (Area B) |
| Vice-Chair: | E. Grieve | Puntledge/Black Creek (Area C) |
| Director: | D. Arbour | Baynes Sound-Denman/Hornby Islands (Area A) |
| Staff: | R. Dyson | Chief Administrative Officer |
| K. Douville | Acting Chief Administrative Officer | |
| A. Mullaly | General Manager of Planning and Development | |
| M. Rutten | General Manager of Engineering Services | |
| D. DeMarzo | General Manager of Community Services | |
| J. Martens | General Manager of Corporate Services | |
| A. Baldwin | Legislative Services Assistant | |
| RECOGNITION OF TRADITIONAL TERRITORIES | ||||||
| The Chair acknowledged that the meeting was being held on the unceded traditional territory of the K’ómoks First Nation. | ||||||
| DELEGATIONS: | ||||||
| SIDEWALKS AND CROSSWALKS IN SURROUNDING AREA OF ROYSTON ELEMENTARY | ||||||
| D. Arbour/A. Hamir: THAT the information presented by Sam Hardy and Jasmin Tufnail regarding sidewalks and crosswalks in the surrounding area of Royston Elementary and a request to prioritize updating and potentially adding crosswalks and sidwalks/bike paths on Royston, Hyland and Livingston Roads be received. [Item] | ||||||
| Carried | ||||||
| SARATOGA SPEEDWAY COMPLEX CONCERNED CITIZENS | ||||||
| E. Grieve/D. Arbour: THAT the information presented by Jonathan Brenner and Shelly Hollingshead, Saratoga Speedway Complex Concerned Citizens, regarding the noise bylaw and recent community concerns be received. [Item] | ||||||
| LATE DELEGATION REQUEST | ||||||
| E. Grieve/D. Arbour: THAT the late delegation request from Peggy Carswell regarding the amendments to the noise bylaw as it pertains to auto racing be approved. | ||||||
| 208 | Carried | |||||
| The above-noted resolution received at least two-thirds affirmative vote as per the Comox Valley Regional District's Procedure Bylaw. | ||||||
| E. Grieve/D. Arbour: THAT the information presented by Peggy Carswell regarding the option of appointing a mediator between the Saratoga Speedway Complex Concerned Citizens and the owner of Saratoga Speedway to resolve issues around noise levels; and public consultation regarding the amendments to the noise bylaw be received. | ||||||
| Carried | ||||||
| MANAGEMENT REPORT: | ||||||
| The management report was considered under item D. 10 of the agenda. | ||||||
| REPORTS: | ||||||
| ADVISORY PLANNING COMMISSION MINUTES | ||||||
| D. Arbour/E. Grieve: THAT the the following items be received: | ||||||
| - Minutes of the Area C Advisory Planning Commission meeting held May 12, 2022. [Item] | ||||||
| - Minutes of the Agricultural Advisory Planning Commission meeting held May 19, 2022. [Item] | ||||||
| - Minutes of the Area B Advisory Planning Commission meeting held May 26, 2022. [Item] | ||||||
| - Minutes of the Area A Advisory Planning Commission meeting held May 31, 2022. [Item] | ||||||
| 208 | Carried | |||||
| ELECTORAL AREA B - DEVELOPMENT VARIANCE PERMIT DV 4B 22 – 1801 THURBER ROAD (MACKEY) | ||||||
| D. Arbour/E. Grieve: THAT the report dated June 6, 2022 regarding Development Variance Permit DV 4B 22 – 1801 Thurber Road (Mackey) to increase the height of an accessory building from 7.00 metres to 7.27 metres be received. [Item] | ||||||
| 208 and 213 | Carried | |||||
| E. Grieve/D. Arbour: THAT the following items be received:
- Correspondence dated June 7, 2022 from Bonnie and Stan Geeroms, adjacent neighbours, regarding Development Variance Permit DV 4B 22 – 1801 Thurber Road (Mackey). [Item] | ||||||
| - Correspondence dated June 8, 2022 from Adrian and Leslie Kimberley, adjacent neighbours, regarding Development Variance Permit DV 4B 22 – 1801 Thurber Road (Mackey). [Item] | ||||||
| 208 | Carried | |||||
| D. Thiessen, Planner, provided an overview of the report regarding Development Variance Permit DV 4B 22 – 1801 Thurber Road (Mackey).
Wayne Truax, owner's agent, was in attendance. The Chair called for any members of the public in attendance to speak regarding DV 4B 22 – 1801 Thurber Road (Mackey). There were no speakers. | ||||||
| E. Grieve/D. Arbour: THAT the Comox Valley Regional District Board approve Development Variance Permit DV 4B 22 (Mackey) to increase the maximum height of an accessory building from 7.00 metres to 7.27 metres on property described as Lot 10, District Lot 91, Comox District, Plan VIP81562, PID 026-789-426 (1801 Thurber Road);
AND FINALLY THAT the Corporate Legislative Officer be authorized to execute the permit. | ||||||
| 208 and 213 | Carried | |||||
| The committee recessed at 11:18 am and reconvened at 11:25 am. | ||||||
| ELECTORAL AREA A - SITE SPECIFIC EXEMPTION TO FLOODPLAIN MANAGEMENT BYLAW - 368 BOXWOOD ROAD (McCALLAN) | ||||||
| D. Arbour/E. Grieve: THAT the report dated May 27, 2022 regarding a request for a site specific exemption to the Flood Construction Level (FCL) for a dwelling be received. [Item] | ||||||
| 208 and 213 | Carried | |||||
| J. MacLean, Senior Planner - Development, provided an overview of the report regarding a request for a site specific exemption to the Flood Construction Level (FCL) for a dwelling.
Scott Meredith, owner's agent, was in attendance. | ||||||
| E. Grieve/D. Arbour: THAT the Comox Valley Regional District Board grant an exemption to Bylaw No. 600 being the “Floodplain Management Bylaw No. 600, 2020” to permit a dwelling to be constructed within the vicinity of Trent River under the regulated flood construction level (FR 2A 22, McCallan) on property described as Lot 2, Section 27, Township 11, Nelson District, Plan EPP58070, PID 030-126-720 (368 Boxwood Road);
AND FINALLY THAT, as a condition of the site specific exemption to the Floodplain Management Bylaw, the property owners, at their own expense, register a restrictive covenant under Section 219 of the Land Title Act, specifying conditions that would enable the land to be safely used for the use intended according to the terms of the engineer report prepared by Michael de Hart, P.Eng, of McElhanney dated April 6, 2022, which will form part of the restrictive covenant, as well as an acknowledgement that no Disaster Financial Assistance funding is available for the building or its contents and releasing and indemnifying the Comox Valley Regional District from liability in the event any damage is caused by flooding or erosion. | ||||||
| 208 and 213 | Carried | |||||
| ELECTORAL AREA B - AGRICULTURAL LAND RESERVE SUBDIVISION (ALR 1B 22) 5228 ISLAND HIGHWAY NORTH (MOUNTAIN RIDGE TREE FARMS) | ||||||
| R. Dyson, Chief Administrative Officer, recused himself from the meeting at 11:30 am due to a potential perceived conflict of interest in relation to his spouse's position as chair of the Agricultural Land Commission. | ||||||
| D. Arbour/E. Grieve: THAT the report dated June 9, 2022 regarding an Agricultural Land Reserve (ALR 1B 22) application - 5228 Island Highway North (Mountain Ridge Tree Farms) for the dedication of private land within the ALR to the Ministry of Transportation and Infrastructure for the purposes of fulfilling a condition of subdivision be received. [Item] | ||||||
| 208 and 213 | Carried | |||||
| J. MacLean, Senior Planner - Development, provided an overview of the report regarding an Agricultural Land Reserve (ALR 1B 22) application - 5228 Island Highway North (Mountain Ridge Tree Farms).
Bruce Lewis, owner's agent, was in attendance. | ||||||
| E. Grieve/D. Arbour: THAT the Agricultural Land Commission be advised that the Comox Valley Regional District supports Agricultural Land Reserve application ALR 1B 22 (Mountain Ridge Tree Farms) concerning land dedication for transportation use from Lot A, Section 25, Comox District, Plan 9848, PID 003-921-336 (5228 Island Highway);
AND FINALLY THAT the application ALR 1B 22 (Mountain Ridge Tree Farms) regarding land dedication through subdivision from a property within the Agricultural Land Reserve be forwarded to the Agricultural Land Commission for final consideration. | ||||||
| 208 and 213 | Carried | |||||
| R. Dyson, Chief Administrative Officer, returned to the meeting at 11:42 am. | ||||||
| GRAHAM LAKE IMPROVEMENT DISTRICT CONVERSION UPDATE | ||||||
| E. Grieve/A. Hamir: THAT the report dated May 31, 2022 regarding an update on the conversion of the Graham Lake Improvement District (GLID) to a local service of the Comox Valley Regional District be received. [Item] | ||||||
| 208 | Carried | |||||
| J. Martens, General Manager of Corporate Services, provided an overview of the report regarding an update on the conversion of the Graham Lake Improvement District (GLID) to a local service of the Comox Valley Regional District. | ||||||
| SEWER EXTENSION SOUTH – LIQUID WASTE MANAGEMENT PLAN ADDENDUM PROPOSAL | ||||||
| D. Arbour/E. Grieve: THAT the report dated June 9, 2022 regarding a proposal to further develop the Sewer Extension South Project via an addendum to the Comox Valley Sewerage Service Liquid Waste Management Plan be received. [Item] | ||||||
| 208 | Carried | |||||
| D. Monteith, Manager of Liquid Waste Planning, provided an overview of the report regarding a proposal to further develop the Sewer Extension South Project via an addendum to the Comox Valley Sewerage Service Liquid Waste Management Plan. | ||||||
| E. Grieve/D. Arbour: THAT an addendum to the Comox Valley Sewerage Service Liquid Waste Management Plan be initiated for the purpose of developing the Sewer Extension South Project;
AND FURTHER THAT the Electoral Areas Services Committee act as the Steering Committee for the Liquid Waste Management Plan Sewer Extension South Addendum; AND FURTHER THAT recruitment for Liquid Waste Management Plan Sewer Extension South Addendum Public Advisory Committee and Technical Advisory Committee members be initiated; AND FINALLY THAT the Chair of the Comox Valley Sewage Commission be appointed to the Sewer Extension South Addendum steering committee (Electoral Areas Services Committee) for matters pertaining to the Sewer Extension South Addendum. | ||||||
| 208 | Carried | |||||
| 2021 COMMUNITY RESILIENCY INVESTMENT FUNDING PROGRAM: PROJECT REVIEW | ||||||
| D. Arbour/E. Grieve: THAT the report dated June 7, 2022 regarding a review of the completed 2021 Community Resiliency Investment grant funding for FireSmart initiatives be received. [Item] | ||||||
| 208 | Carried | |||||
| J. Bast, Manager of Fire Services, provided an overview of the report regarding the completed 2021 Community Resiliency Investment grant funding for FireSmart initiatives. | ||||||
| DENMAN AND HORNBY ISLANDS HIGH-SPEED INTERNET CONTRIBUTION SERVICE GRANT DISTRIBUTION POLICY | ||||||
| E. Grieve/D. Arbour: THAT the report dated June 7, 2022 regarding a policy framework for the eventual distribution of revenues received through the finance agreement with City West Cable and Telephone Corporation under function 560 – Denman and Hornby Islands High-Speed Internet Contribution Service be received. [Item] | ||||||
| 207 | Carried | |||||
| J. Martens, General Manager of Corporate Services, provided an overview of the report regarding the Denman and Hornby Islands High-Speed Internet Contribution Service Policy. | ||||||
| D. Arbour/E. Grieve: THAT Policy P92 being Denman and Hornby Islands High-Speed Internet Contribution Service Grant Distribution Policy, as provided in the staff report dated June 7, 2022 be adopted. | ||||||
| 207 | Carried | |||||
| UNION OF BRITISH COLUMBIA MUNICIPALITIES MEETING REQUESTS | ||||||
| D. Arbour/A. Hamir: THAT the report dated June 9, 2022 regarding identifying priorities for Ministerial meeting requests at the 2022 Union of British Columbia Municipalities Convention be received. [Item] | ||||||
| 208 | Carried | |||||
| C. Wile, Senior Manager Strategic Initiatives, provided an overview of the report regarding identifying priorities for Ministerial meeting requests at the 2022 Union of British Columbia Municipalities Convention. | ||||||
| D. Arbour/A. Hamir: THAT staff are directed to pursue Ministerial meetings at the 2022 Union of British Columbia Municipalities Conference for the subjects outlined in the staff report, dated June 9, 2022, as amended with item two as the first priority;
AND FURTHER THAT staff will report back to the Electoral Areas Services Commission with a summary of meeting discussions. | ||||||
| 208 | Carried | |||||
| The committee recessed at 12:26 pm and reconvened at 12:46 pm. | ||||||
| ELECTORAL AREAS SERVICES MANAGEMENT REPORT | ||||||
| D. Arbour/E. Grieve: THAT the the following items be received:
- Report dated June 2, 2022 regarding outstanding items on the management report; [Item] | ||||||
| 208 | ||||||
| - Electoral Areas Services Committee management report dated June 2022. [Item] | ||||||
| Carried | ||||||
| J. Martens, General Manager of Corporate Services, provided an overview of the report regarding outstanding items on the management report. | ||||||
| D. Arbour/A. Hamir: THAT the Electoral Areas Service Committee management report be updated in accordance with recommendations provided in Appendix A of the staff report dated June 2, 2022. | ||||||
| 208 | Carried | |||||
| NEW BUSINESS: | ||||||
| SAFETY IMPROVEMENTS AT THE ROYSTON AND ARDEN ROAD SCHOOL AREAS | ||||||
| D. Arbour/E. Grieve: THAT staff write to the Ministry of Transportation and Infrastructure (MOTI) and copy School District 71 to discuss issues and opportunities around the ability to walk/cycle in the Royston and Arden school areas and a request to meet with MOTI staff at the UBCM convention;
AND FURTHER THAT staff report on whether this direction aligns with priorities for active transportation, parks, trails and connectivity in the rural areas. | ||||||
| Carried | ||||||
| NOISE BYLAW AMENDMENT | ||||||
| D. Arbour/A. Hamir: THAT when the noise bylaw amendment is presented to the Board at the June 28, 2022 meeting, the language for auto racing is limited to five days a week and for all days per week until 8 pm. | ||||||
| Carried | ||||||
| IN-CAMERA: | ||||||
| E. Grieve/D. Arbour: THAT the committee adjourn to an in-camera session pursuant to the following sub-sections of section 90 of the Community Charter:
90(1)(e) The acquisition, disposition or expropriation of land or improvements, if the committee/board considers that disclosure might reasonably be expected to harm the interests of the municipality; 90(1)(i) The receipt of advice that is subject to solicitor-client privilege, including communications necessary for that purpose. | ||||||
| 208 | Carried | |||||
| Time 1:22 pm. | ||||||
| RISE AND REPORT: | ||||||
| The committee rose from its in-camera session at 1:45 pm. | ||||||
| TERMINATION: | ||||||
| E. Grieve/D. Arbour: THAT the meeting terminate. | ||||||
| 208 | Carried | |||||
| Time: 1:46 pm. | ||||||
| Confirmed by:
____________________________________ Arzeena Hamir Chair | |
| Certified Correct: ____________________________________ Lisa Dennis Manager of Legislative Services | |
| Recorded By: ____________________________________ Antoinette Baldwin Legislative Services Assistant These minutes were received by the Comox Valley Regional District board on the _________ day of June, 2022. |