 | ELECTORAL AREAS SERVICES COMMITTEE | |
| Monday, October 16, 2023 | ||
| Minutes of the meeting of the Electoral Areas Services Committee held on October 16, 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: | J. Warren | Acting Chief Administrative Officer |
| L. Wiwcharuk | Chief Financial Officer | |
| A. Mullaly | General Manager of Planning and Development | |
| M. Rutten | General Manager of Engineering Services | |
| H. Siemens | Acting 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. | ||||||
| DELEGATIONS: | ||||||
| CITY OF COURTENAY - 2024 ACTIVE TRANSPORTATION FUNDING OPPORTUNITY: LAKE TRAIL MULTI-USE PATH PROJECT | ||||||
| E. Grieve/D. Arbour: THAT the information presented by Kyle Shaw, Director of Public Works Services - City of Courtenay, regarding the Lake Trail Multi-Use Path Project and a request for support from the Electoral Area(s) to help fund the project with the City as the lead be received. [Item] | ||||||
| 208 | Carried | |||||
| MINISTRY OF TRANSPORTATION AND INFRASTRUCTURE | ||||||
| E. Grieve/D. Arbour: THAT the information presented by Kellen Truant, Ministry of Transportation and Infrastructure, regarding an update on road services, maintenance and transportation priorities and interests be received. | ||||||
| 208 | Carried | |||||
| RESOLUTIONS STATUS REPORT: | ||||||
| E. Grieve/D. Arbour: THAT the Electoral Areas Services Committee resolutions status report dated October 2023 be received. [Item] | ||||||
| 208 | Carried | |||||
| REPORTS: | ||||||
| ADVISORY PLANNING COMMISSION MINUTES | ||||||
| E. Grieve/D. Arbour: THAT the the following items be received: | ||||||
| - Area A Advisory Planning Commission minutes dated September 11, 2023; [Item] | ||||||
| - Agricultural Advisory Planning Commission minutes dated September 14, 2023; and [Item] | ||||||
| - Area C Advisory Planning Commission minutes dated September 21, 2023. [Item] | ||||||
| 208 | Carried | |||||
| ACTIVE TRANSPORTATION NETWORK PLAN ROYSTON ROAD IMPLEMENTATION AND LAKE TRAIL ROAD UPDATE | ||||||
| E. Grieve/D. Arbour: THAT the report dated October 13, 2023 seeking a future funding allocation in support of an application to the BC Active Transportation Infrastructure Grants Program for the construction of the Royston Road Pedestrian Improvements project, be received. [Item] | ||||||
| 209 | Carried | |||||
| D. Thiessen, Policy and Planning Analyst, presented information regarding seeking a future funding allocation in support of an application to the BC Active Transportation Infrastructure Grants Program for the construction of the Royston Road Pedestrian Improvements project. [Item] | ||||||
| E. Grieve/D. Arbour: THAT up to $300,000 from the Electoral Area Parks and Greenways Service (Function 621) Capital Projects Reserve in the 2024-2028 Financial Plan be allocated for the implementation and construction of the Royston Road Pedestrian Improvements active transportation project and confirm that:
- the project is a regional district priority; - the project is shovel-ready per Section 3 of the BC Active Transportation Grant Infrastructure Application; and, - the project is intended to be completed within the required timeline (by March 2025). | ||||||
| 209 | Carried | |||||
| E. Grieve/D. Arbour: THAT the Electoral Areas Services Committee support the City of Courtenay’s grant application to the BC Active Transportation Infrastructure Grants Program for the City's active transportation project on Lake Trail;
AND FURTHER THAT 40 percent of the City's project costs that remain unfunded by a successful grant application be funded by a contribution from Electoral Area C Community Works Funds through the 2024 financial planning process up to a maximum if $186,000. | ||||||
| 208 | Carried | |||||
| The committee recessed at 10:58 am and reconvened at 11:08 am. | ||||||
| INTERIM REPORT - COMOX VALLEY REGIONAL DISTRICT AGRICULTURAL PLAN UPDATE | ||||||
| E. Grieve/D. Arbour: THAT the report dated October 13, 2023 regarding the final interim report for the Comox Valley Regional District Agricultural Plan be received. [Item] | ||||||
| 208 and 213 | Carried | |||||
| Ione Smith, Upland Consulting, presented information regarding the final interim report for the Comox Valley Regional District Agricultural Plan. [Item] | ||||||
| D. Arbour/E. Grieve: THAT the report entitled, Final Interim Report: Comox Valley Regional District Agricultural Plan Update, attached as Appendix A to this report and dated September 28, 2023, be the basis for moving forward with completing an updated Comox Valley Agricultural Plan;
AND FURTHER THAT the Final Interim Report: Comox Valley Regional District Agricultural Plan Update be referred to the Board for information. | ||||||
| 208 and 213 | Carried | |||||
| WEED CONTROL BYLAW AMENDMENTS | ||||||
| E. Grieve/D. Arbour: THAT the report dated October 10, 2023 regarding updates to the Weed Control Bylaw to reflect current legislative and corporate information to ensure applicability and enforcement when required be received. [Item] | ||||||
| 209 | Carried | |||||
| M. Hart, Parks Planner, presented information regarding updates to the Weed Control Bylaw to reflect current legislative and corporate information to ensure applicability and enforcement when required. [Item] | ||||||
| D. Arbour/E. Grieve: THAT the updates to the Weed Control Bylaw to reflect current legislative and corporate information to ensure applicability and enforcement when required be deferred to a future Electoral Areas Services Committee meeting. | ||||||
| 209 | Carried | |||||
| PARKLAND DEVELOPMENT CHARGE BYLAW AMENDMENT | ||||||
| E. Grieve/D. Arbour: THAT the report dated October 10, 2023 regarding amendments to Bylaw No. 238 being “Comox Valley Regional District Parkland Development Cost Charges Bylaw No. 238, 2012" be received. [Item] | ||||||
| 209 | Carried | |||||
| M. Hart, Parks Planner, presented information regarding amendments to Bylaw No. 238 being “Comox Valley Regional District Parkland Development Cost Charges Bylaw No. 238, 2012." [Item] | ||||||
| E. Grieve/D. Arbour: THAT first, second and third readings of Bylaw No. 729 being “Comox Valley Regional District Parkland Development Cost Charges Bylaw No. 238, 2012, Amendment No. 1” be rescinded;
AND FURTHER THAT amendments to Bylaw No. 238 being “Comox Valley Regional District Parkland Development Cost Charges Bylaw No. 238, 2012”, as appended to the staff report dated October 10, 2023, be submitted to the board for consideration. | ||||||
| 209 | Carried | |||||
| SHINGLE SPIT BOAT RAMP FUNDING OPTIONS | ||||||
| D. Arbour/E. Grieve: THAT the report dated October 11, 2023 regarding funding options to replace the Shingle Spit boat ramp on Hornby Island be received. [Item] | ||||||
| 207 | Carried | |||||
| M. Hart, Parks Planner, presented information regarding funding options to replace the Shingle Spit boat ramp on Hornby Island. [Item] | ||||||
| D. Arbour/E. Grieve: THAT the 2023–2027 Financial Plan and Capital Expenditure program for the Hornby Island Community Parks and Greenways Service, function 620, be amended by increasing land improvements expenditures in 2024 by $515,680 to support the Shingle Spit Boat Ramp capital project (1139), to be funded by an allocation of $65,680 in Community Works Funds from Denman and Hornby Islands, a re-allocation of $300,000 in Denman / Hornby Islands Community Works Funds currently designated to the Denman Island fire hall and $150,000 in short-term borrowing. | ||||||
| 207 | Carried | |||||
| D. Arbour/E. Grieve: THAT staff report back to a future meeting of the Electoral Areas Services Committee with a user fee proposal to fund future maintenance of the Shingle Spit boat ramp. | ||||||
| 207 | Carried | |||||
| The committee recessed at 12:19 pm and reconvened at 12:38 pm. | ||||||
| UBCM COMMUNITY EMERGENCY PREPAREDNESS FUND APPLICATION | ||||||
| E. Grieve/D. Arbour: THAT the report dated October 10, 2023 regarding seeking approval to apply to the Union of BC Municipalities for the Community Emergency Preparedness Fund grant program for the Hornby Island Fire Rescue, Denman Island Fire Rescue, Union Bay Fire Rescue, Fanny Bay Fire Protection Area, Merville Fire Protection Area, and Mount Washington Fire Protection Area for fire department equipment and training be received. [Item] | ||||||
| 209 | Carried | |||||
| B. Green, Regional Rural Fire Chief, provided an overview of the report regarding seeking approval to apply to the Union of BC Municipalities for the Community Emergency Preparedness Fund grant program for the Hornby Island Fire Rescue, Denman Island Fire Rescue, Union Bay Fire Rescue, Fanny Bay Fire Protection Area, Merville Fire Protection Area, and Mount Washington Fire Protection Area for fire department equipment and training. | ||||||
| E. Grieve/D. Arbour: THAT an application to the Union of BC Municipalities Community Emergency Preparedness Fund, in an amount of up to $180,000.00 for the Hornby Island Fire Rescue, Denman Island Fire Rescue, Union Bay Fire Rescue, Fanny Bay Fire Protection Area, Merville Fire Protection Area, and Mount Washington Fire Protection Area, for fire department equipment and training, as outlined in Appendix A, attached to the staff report dated October 10, 2023, be approved;
AND FURTHER THAT the Comox Valley Regional District commit to overall grant management if the application is successful. | ||||||
| 209 | Carried | |||||
| COMPREHENSIVE RATE REVIEW FOR THE ROYSTON, COMOX VALLEY AND UNION BAY WATER LOCAL SERVICE AREAS | ||||||
| E. Grieve/D. Arbour: THAT the report dated October 13, 2023 regarding a summary of the process, work completed to date and the recommended changes to water rates for the Royston, Comox Valley and Union Bay Water Local Service Areas be received. [Item] | ||||||
| 209 | Carried | |||||
| K. La Rose, Senior Manager of Water/Wastewater Services, Z. Berkey, Senior Engineering Analyst, and L. Wiwcharuk, Chief Financial Officer, presented information regarding a summary of the process, work completed to date and the recommended changes to water rates for the Royston, Comox Valley and Union Bay Water Local Service Areas. | ||||||
| E. Grieve/D. Arbour: THAT staff proceed with completing the necessary bylaw updates for the Royston Water Local Service Area to update the water user rates and parcel taxes as per Option three detailed within Schedule A of the staff report dated October 13, 2023. | ||||||
| 207 | Carried | |||||
| D. Arbour/E. Grieve: THAT staff proceed with completing the necessary bylaw updates for the Union Bay Water Local Service Area to update the water user rates and parcel taxes as per Option three detailed within Schedule B of the staff report dated October 13, 2023. | ||||||
| 207 | Carried | |||||
| E. Grieve/D. Arbour: THAT staff proceed with completing the necessary bylaw updates for the Comox Valley Water Local Service Area to update the water user rates and parcel taxes as per Option three detailed within Schedule C of the staff report dated October 13, 2023. | ||||||
| 209 | Carried | |||||
| D. Arbour/E. Grieve: THAT staff proceed with planning and completing the public information sessions (with assistance from a contractor) in each of the Water Local Service Areas affected as described in the staff report dated October 13, 2023. | ||||||
| 209 | Carried | |||||
| SOUTH SERVICES PROJECTED TAX ESCALATION | ||||||
| E. Grieve/D. Arbour: THAT the report dated October 11, 2023 regarding the residential property tax requisition and user rate pressures in the Royston and Union Bay areas be received. [Item] | ||||||
| 207 | Carried | |||||
| L. Wiwcharuk, Chief Financial Officer, presented information regarding the residential property tax requisition and user rate pressures in the Royston and Union Bay areas. [Item] | ||||||
| D. Arbour/E. Grieve: THAT the staff report dated October 11, 2023 regarding the south services projected tax escalation be referred to the November meeting of the Sewer Extension South Liquid Waste Management Plan Addendum Joint Technical and Public Advisory Committee. | ||||||
| 207 | Carried | |||||
| 2023-2027 FINANCIAL PLAN AMENDMENT – LIQUID WASTE MANAGEMENT PLANNING SERVICE, FUNCTION 340 | ||||||
| E. Grieve/D. Arbour: THAT the report dated October 10, 2023 regarding a proposed amendment to the 2023-2027 financial plan for the Liquid Waste Management Planning service, function 340, to accommodate continued development of partner agreements to support the Sewer Extension South Project be received. [Item] | ||||||
| 208 | Carried | |||||
| D. Monteith, Manager of Liquid Waste Planning, provided an overview of the report regarding a proposed amendment to the 2023-2027 financial plan for the Liquid Waste Management Planning service, function 340, to accommodate continued development of partner agreements to support the Sewer Extension South Project. | ||||||
| D. Arbour/E. Grieve: THAT the 2023-2027 financial plan for the Liquid Waste Management Planning Service, function 340, be amended to include in the 2023 budget year a transfer to operating from the future expenditure reserve in the amount of $40,000 to cover the anticipated legal fees required in support of the Sewer Extension South Project. | ||||||
| 209 | Carried | |||||
| SEPTIC REGULATORY PROGRAM - NEXT STEPS | ||||||
| E. Grieve/D. Arbour: THAT the report dated October 11, 2023 regarding an update on progress towards a CVRD regulatory program for septic systems, including next steps towards implementation be received. [Item] | ||||||
| 208 | Carried | |||||
| V. Van Tongeren, Environmental Analyst, presented information regarding an update on progress towards a CVRD regulatory program for septic systems, including next steps towards implementation. [Item] | ||||||
| Director Arbour left the meeting at 1:45 pm. | ||||||
| D. Arbour/E. Grieve: THAT staff be directed to undertake next steps in septic regulatory program development, including public consultation in support of an Order in Council request to the Ministry of Municipal Affairs;
AND FURTHER THAT public consultation be based on septic regulatory program Option A as described in the staff report dated October 11, 2023. | ||||||
| 208 | Carried | |||||
| COMMUNITY WORKS FUND STATUS REPORT - AUGUST 31, 2023 | ||||||
| E. Grieve/R. Hardy: THAT the report dated October 3, 2023 regarding a Community Works Fund (CWF) status update for the period ending August 31, 2023 be received. [Item] | ||||||
| 208 | Carried | |||||
| K. Douville, Manager of Financial Planning, provided an overview of the report regarding a Community Works Fund (CWF) status update for the period ending August 31, 2023. | ||||||
| R. Hardy/E. Grieve: THAT consideration of the recommendation as noted in the report dated October 3, 2023 regarding a Community Works Fund (CWF) status update for the period ending August 31, 2023 be deferred to the November 6, 2023 Electoral Areas Services Committee meeting. | ||||||
| 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)(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; 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: 1:57 pm. | ||||||
| RISE AND REPORT: | ||||||
| The committee rose from its in-camera session at 2:31 pm. | ||||||
| TERMINATION: | ||||||
| E. Grieve/R. Hardy: THAT the meeting terminate. | ||||||
| Carried | ||||||
| Time: 2:31 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 October 2023. |