 | ELECTORAL AREAS SERVICES COMMITTEE | |
| Monday, April 17, 2023 | ||
| Minutes of the meeting of the Electoral Areas Services Committee held on April 17, 2023 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: | R. Hardy | 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 |
| J. Warren | Deputy Chief Administrative Officer | |
| L. Wiwcharuk | Chief Financial 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 | |
| L. Dennis | Manager of Legislative 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.
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| DELEGATIONS: | ||||||
| LITTLE RIVER ENHANCEMENT SOCIETY | ||||||
| E. Grieve/D. Arbour: THAT the information presented by Henry Ellis and Rick Howell, Little River Enhancement Society, regarding the Society's ongoing work to maintain and enhance the health of the Little River watershed be received. [Item] | ||||||
| Carried | ||||||
| BRANDT OYSTER RIVER HERMITAGE SOCIETY | ||||||
| D. Arbour/E. Grieve: THAT the information presented by Willa Cannon and Arlene Bell, Brandt Oyster River Hermitage Society, regarding the hermitage and ideas on how to dovetail into the property into becoming a regional district park be received. [Item] | ||||||
| Carried | ||||||
| COMOX VALLEY REGIONAL DISTRICT PERMIT PROCESS | ||||||
| E. Grieve/D. Arbour: THAT the information presented by Shaun Cole regarding the Comox Valley Regional District permitting process be received. [Item] | ||||||
| Carried | ||||||
| RESOLUTIONS STATUS REPORT: | ||||||
| D. Arbour/E. Grieve: THAT the Electoral Areas Services Committee resolutions status report dated April 2023 be received. [Item] | ||||||
| 208 | Carried | |||||
| REPORTS: | ||||||
| ADVISORY PLANNING COMMISSION MINUTES | ||||||
| E. Grieve/D. Arbour: THAT the following items be received: | ||||||
| - Minutes of the Area A Advisory Planning Commission held March 13, 2023; [Item] | ||||||
| - Minutes of the Agricultural Advisory Planning Commission held March 16, 2023; [Item] | ||||||
| - Minutes of the Area B Advisory Planning Commission held March 20, 2023; [Item] | ||||||
| - Minutes of the Area C Advisory Planning Commission held March 30, 2023; [Item] | ||||||
| 208 | Carried | |||||
| ELECTORAL AREA B - SITE SPECIFIC EXEMPTION TO FLOODPLAIN MANAGEMENT BYLAW - 2726 COMOX ROAD (GARCIA) | ||||||
| E. Grieve/D. Arbour: THAT the report dated April 13, 2023 regarding a request for a site specific exemption to the prescribed floodplain setback requirements outlined in the Floodplain Management Bylaw No. 600, being the “Floodplain Management Bylaw No. 600, 2020” for an addition to the existing single detached residence at 2726 Comox Road (Garcia) be received. [Item] | ||||||
| 208 and 213 | Carried | |||||
| S. Pawluk, Planner II, provided an overview of the report regarding a site specific exemption to the Floodplain Management Bylaw - 2726 Comox Road (Garcia).
Susan Garcia, applicant, and John Gower applicant's representative, were 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 one-bedroom, 15.61 m2 addition to the existing single detached residence within the determined year 2100 floodplain setback on property described as Lot A, Section 7, Comox District, Plan 2754, PID 006-355-951 (2726 Comox Road);
AND FURTHER THAT a Professional Engineer provide a post-development report to ensure that all requirements under the engineer report prepared by Adrian Chesham, P.Eng., M.Eng., of Base Geotechnical Inc, dated January 12, 2023 have been met; 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 Adrian Chesham, P.Eng., M.Eng., of Base Geotechnical Inc, dated January 12, 2023. This will form part of the restrictive covenant, as well as require a post-development report to ensure that all possible mitigation measures have been enacted prior to occupancy or use of the land, acknowledging 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 | |||||
| SEWER EXTENSION SOUTH LWMP ADDENDUM – UPDATE | ||||||
| Note: As per the resolution passed by the CVRD Board June 28, 2022, Director Hillian, as Chair of the Sewage Commission, participated and voted on this matter as an appointed member of the Sewer Extension South Addendum Steering Committee. | ||||||
| D. Arbour/E. Grieve: THAT the report dated April 13, 2023 regarding an update on the current status of the Sewer Extension South LWMP Addendum be received. [Item] | ||||||
| 208 | Carried | |||||
| V. Van Tongeren, Environmental Anayst, presented information regarding an update on the current status of the Sewer Extension South LWMP Addendum. [Item] | ||||||
| Andrew Gower, Chair of the Public and Technical Advisory Committees, was in attendance.
Director Hillian left the meeting at 11:24 am. The committee recessed at 11:24 am and reconvened at 11:31 am. | ||||||
| BC ENERGY STEP CODE IMPLEMENTATION | ||||||
| E. Grieve/D. Arbour: THAT the report dated April 13, 2023 regarding BC Building Code legislated changes that come into effect May 1, 2023 and proposed changes to the Planning and Building Application Fee Rebates Policy be received. [Item] | ||||||
| 209 | Carried | |||||
| J. Crockford, Manager of Building Inspection Services, presented information regarding BC Building Code legislated changes that come into effect May 1, 2023 and proposed changes to the Planning and Building Application Fee Rebates Policy. [Item] | ||||||
| Jim Zsiros, Canadian Home Builders Association member, was in attendance. | ||||||
| D. Arbour/E. Grieve: THAT the Planning and Building Application Fee Rebates Policy P62 be updated to remove the incentive building permit application rebate for Step Code construction as compliance with Step 2 (large buildings) and Step 3 (small buildings) is now required by the province. | ||||||
| 208 | Carried | |||||
| ONE SPOT TRAIL - MANAGEMENT OPTIONS FOR 1893 SPIKE ROAD | ||||||
| D. Arbour/E. Grieve: THAT the report dated April 13, 2023 regarding management options for the property at 1893 Spike Road be received. [Item] | ||||||
| 209 | Carried | |||||
| M. Hart, Parks Planner, presented information regarding management options for the property at 1893 Spike Road. [Item] | ||||||
| D. Arbour/E. Grieve: THAT staff be directed to develop a park management plan for 1893 Spike Road that focuses on managing the entire parcel for conservation/park use;
AND FURTHER THAT the Comox Valley Regional District advise K’ómoks First Nation of the park management planning process for 1893 Spike Road and seek their input on the plan and park name; AND FURTHER THAT the 1893 Spike Road property support the One Spot Trail and be referred to as Spike Road Park until such time as a formal name can be established; AND FINALLY THAT the 2023 – 2027 financial plan for the Baynes Sound, Area B and C Parks and Greenways service, function 621, be amended by including a transfer from the Electoral Area Parks and Greenways Future Expenditure Reserve (621) in the 2023 budget year of $25,000, to be offset by a corresponding increase in other Professional Fees to support a site design for the property. | ||||||
| 209 | Carried | |||||
| BEACH FIRE PROGRAM - SERVICE DELIVERY OPTIONS | ||||||
| D. Arbour/E. Grieve: THAT the report dated April 12, 2023 regarding service delivery options for the Beach Fire Program be received. [Item] | ||||||
| 209 | Carried | |||||
| M. Harrison, Manager of Parks, provided an overview of the report regarding service delivery options for the Beach Fire Program. | ||||||
| E. Grieve/D. Arbour: THAT staff be directed to re-instate the beach fire program at Goose Spit Park at a reduced service level that provides appropriate levels of site management while ensuring fiscal responsibility;
AND FURTHER THAT staff be directed to re-instate the beach fire program at Little River Crescent Beach upon written approval from BC Ferries for use of their lands and a fire permit from Comox Fire.; AND FINALLY, THAT the 2023–2027 financial plan for the Baynes Sound portion of Electoral Area A, B and C Parks and Greenways Service, function 621 be amended by increasing the contracted services expenditures by $50,000 for the beach fire program to be funded by a corresponding contribution from the Future Expenditures Reserve #621. | ||||||
| 209 | Carried | |||||
| The meeting recessed at 12:15 pm and resumed at 12:36 pm | ||||||
| WATER SERVICE SOUTH EXTENSION PROJECT ROAD MAP | ||||||
| E. Grieve/D. Arbour: THAT the report dated April 13, 2023 regarding details on the Water Service South Extension Project and proposed path forward be received. [Item] | ||||||
| 208 | Carried | |||||
| K. La Rose, Senior Manager of Water/Wastewater Services, and C. Gore, Manager of Capital Projects, presented information regarding details on the Water Service South Extension Project. [Item] | ||||||
| D. Arbour/E. Grieve: THAT the Electoral Areas Services Committee support the proposed approach for extending water services south and future servicing of the Royston Water Local Service Area as described in the staff report dated April 13, 2023;
AND FURTHER THAT the Electoral Areas Services Committee request that the Comox Valley Water Committee allow for the repayment of the Comox Valley Water System Capital Improvement Cost Charge over a 10-year period, with interest, to reduce the up-front financial burden on the Royston Water Local Service Area. | ||||||
| 208 | Carried | |||||
| DEVELOPMENT COST CHARGE EXEMPTIONS | ||||||
| D. Arbour/E. Grieve: THAT the report dated February 9, 2023 regarding the establishment of development cost charge (DCC) bylaws including considerations for waiving these charges and how the bylaws are updated over time be received. [Item] | ||||||
| 208 | Carried | |||||
| M. Rutten, General Manager of Engineering Services, provided an overview of the report regarding development cost charge exemptions. | ||||||
| GRAHAM LAKE/DENMAN ISLAND WATER SERVICE – TREATMENT UPDATE | ||||||
| E. Grieve/D. Arbour: THAT the report dated April 14, 2023 regarding an update on the assessment of treatment options available to the Graham Lake and Denman Island Water Local Service Areas be received. [Item] | ||||||
| 207 | Carried | |||||
| K. La Rose, Senior Manager of Water/Wastewater Services presented information regarding the assessment of treatment options available to the Graham Lake and Denman Island Water Local Service Areas. [Item] | ||||||
| D. Arbour/E. Grieve: THAT an allocation of Denman – Hornby Islands Community Works Funds in the amount of $45,000 for 2023 be approved to support further investigation of the Graham Lake and Denman Island water system assets and options for the Graham Lake water treatment project; and report back to the Electoral Areas Services Committee in fall 2023 with a recommended path forward for the services;
AND FURTHER THAT staff be directed to set up an information session for Graham Lake and Denman Island water system users in May 2023 to provide an update on the work that is planned and underway, and hear from the residents about what is important to them in advance of bringing back a recommended path forward in fall 2023; AND FINALLY THAT staff work with Investing in Canada Infrastructure Program staff for an extension of the grant deadline and explore other opportunities for grant funding to help further reduce the impact of the water treatment project on Graham Lake and Denman Island water system users. | ||||||
| 207 | Carried | |||||
| GROWING COMMUNITIES GRANT ALLOCATION | ||||||
| D. Arbour/E. Grieve: THAT the report dated April 13, 2023 regarding recommendations for allocating the Growing Communities Fund be received. [Item] | ||||||
| 208 | Carried | |||||
| L. Wiwcharuk, Chief Financial Officer, presented information regarding recommendations for allocating the Growing Communities Fund. [Item] | ||||||
| E. Grieve/R. Hardy: THAT consideration of allocations for the Growing Communities Grant Funds be deferred to the May 8, 2023 Electoral Areas Services Committee meeting. [Item] | ||||||
| 208 | Carried | |||||
| COMMUNITY WORKS FUND STATUS REPORT – MARCH 31, 2023 | ||||||
| D. Arbour/E. Grieve: THAT the report dated April 13, 2023 regarding a Community Works Fund status update for the period ending March 31, 2023 be received. [Item] | ||||||
| 208 | Carried | |||||
| K. Douville, Manager of Financial Planning, provided an overview of the report regarding a Community Works Fund status update for the period ending March 31, 2023. | ||||||
| D. Arbour/E. Grieve: THAT the $100,000 in the defined portion of Electoral Area A Denman/Hornby Islands Community Works Funds, previously allocated to the Beulah Creek Village Affordable Housing project, be de-committed and made available for other eligible projects given this project is an ineligible service/infrastructure cost under the Community Works Fund program.
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| 208 | Carried | |||||
| D. Arbour/E. Grieve: THAT consideration of allocations of Community Works Funds to be incorporated into the Comox Valley Regional District’s 2023– 2027 adopted financial plan be deferred to the May 8, 2023 Electoral Areas Committee meeting. | ||||||
| 208 | Carried | |||||
| NEW BUSINESS: | ||||||
| BC HYDRO STREET LIGHTING TRESSPASS | ||||||
| D. Arbour/E. Grieve: THAT the correspondence dated March 7, 2023 from Chris O'Riley, BC Hydro, regarding concerns raised by the Elelctoral Areas Services Committee relating to street lighting trespass be received. [Item] | ||||||
| 209 | Carried | |||||
| M. Zbarsky, Manager of Transit and Facilities, provided a verbal report regarding the correspondence from BC Hydro and potential next steps for the committee's consideration. | ||||||
| E. Grieve/D. Arbour: THAT staff be directed to report back to a future meeting regarding potential solutions to address street lighting trespass concerns and options for funding. | ||||||
| 208 | Carried | |||||
| IN-CAMERA: | ||||||
| E. Grieve/R. Hardy: THAT the committee adjourn to an in-camera 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; 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; and 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 | |||||
| Time: 1:59 pm. | ||||||
| RISE AND REPORT: | ||||||
| Director Arbour was not in attendance when the open session reconvened. | ||||||
| The committee rose from its in-camera session at 3:13 pm | ||||||
| TERMINATION: | ||||||
| E. Grieve/R. Hardy: THAT the meeting terminate. | ||||||
| 208 | Carried | |||||
| Time: 3:13 pm. | ||||||
| Confirmed by:
____________________________________ Richard Hardy 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 _______, 20___. |