CITY OF CAMPBELL RIVER€ €COUNCIL AGENDA

CITY OF CAMPBELL RIVER COUNCIL AGENDA

REGULAR COUNCIL MEETING, TUESDAY, JUNE 16, 2009 at 7:30 p.m. in the City of Campbell River Council Chambers (Main Level), 301 St. Ann’s Road, Campbell River, BC. The agenda presents the recommendations extracted from the reports that comprise the agenda background package. To request a copy of a specific report, please contact the appropriate department.

Page

1. COUNCIL IN-CAMERA MEETING

1.1 Resolution to move In-Camera

THAT Council move In-Camera under the authority of Section 90 (1) (g),(k) of the Community Charter.

1.2 NOTE: Issues discussed In-Camera are not open to the public.

2. PUBLIC HEARING

3. COUNCIL OPEN MEETING

4. DELEGATIONS/PRESENTATIONS

5. STAFF REPORTS

5.1. ADMINISTRATION

5.2. CORPORATE AND PROTECTIVE SERVICES

5.3. FACILITIES AND SUPPLY MANAGEMENT

5.4. FINANCIAL SERVICES

5.4.1 Financial Planning Manager's May 25, 2009 Report regarding Grant in Aid - Willow Point Business Improvement Area.

THAT Council approve the Willow Point Business Improvement Area Society's 2009 budget as presented and grant the amount of $18,000 to them for 2009 as authorized under Willow Point Business Improvement Area Bylaw 3341, 2008, and as approved in the 2009-2013 Financial Plan.

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Regular Council Agenda - Tuesday, June 16, 2009

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5.5. OPERATIONS

5.5.1 Building Inspector's Report to May 31,2009.

THAT the Building Inspector's Report to May 31,2009 be received.

5.6. PARKS, RECREATION & CULTURE

5.6.1 General Manager, Parks, Recreation and Culture's June 11,2009 Report regarding Artificial Turf Funding Strategy and RInC Application.

THAT Council receive the following report for information.

6. CORRESPONDENCE

7. BYLAWS AND PERMITS

8. MAYOR/COUNCIL REPORTS

9. COMMISSION/COMMITTEE REPORTS

10. MINUTES

10.1 June 9, 2009 Regular Council Minutes.

THAT the June 9, 2009 Regular Council Minutes be adopted.

11. OTHER MINUTES

11.1 May 27, 2009 Seniors' Advisory Commission Minutes.

THAT the May 27, 2009 Seniors' Advisory Commission Minutes be received.

12. UNFINISHED BUSINESS

13. NEW BUSINESS

14. INFORMATION

15. ADDENDA ITEMS

16. ADJOURNMENT

16.1 Adjournment

THAT the meeting adjourn.

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City of

CampbellRiver

Report To Council

To:

City Manager

From:

Financial Planning Manager

Date:

May 25, 2009

Subject:

Grant in Aid - Willow Point Business Improvement Area

Recommendation:

That Council approve the Willow Point Business Improvement Area Society's 2009 budget as presentedand grant the amount of $18,000 to them for 2009 as authorized under Willow Point BusinessImprovement Area Bylaw 3341, 2008, and as approved in the 2009-2013 Financial Plan.

Background:

Business Improvement Areas are subject to the applicable bylaw authorizing their creation. Therespective bylaw for the Willow Point BIA requires them to submit a budget annually for Council approval,provide an annual report including financial statements, a review of its achievements in the previous yearand a work plan for the coming year, and proof of insurance naming the City as an additional namedinsured.

This money has been collected through taxation on behalf of the Willow Point BIA Society from itsmember properties only. Section 215 (2) of the Community Charter provides that payment to theBusiness Improvement Area must be by way of a Grant in Aid. The Willow Point BIA Society has fulfilledthe three requirements outlined above, so there are no impediments to the granting of these funds. Acopy of the 2009 budget is attached. The annual report for the year ended December 31, 2008 and acopy of the insurance policy are available from Financial Planning for Council's review on request.

This is the second year under Bylaw 3341 for the Willow Point Business Improvement Area. There is a2% administration fee, provided for in the bylaw, which will be deducted from the payment made to theBIA. The Community Charter provides that a simple majority vote for the granting of this money willsuffice.

Options

1. Approve the Willow Point Business Improvement Area Society's 2009 budget as presented and grantthe amount of $18,000 to them for 2009 as authorized under Willow Point Business Improvement AreaBylaw 3341, 2008, and as approved in the 2009-2013 Financial Plan.

2. Not approve the Willow Point Business Improvement Area Society's 2009 budget and refund theBusiness Improvement Area levy amounts to the subject properties.

Staff recommend Option 1 as the BIA has satisfied all the requirement of Bylaw 3341, 2008 and theWillow Point BIA Society requires these funds for continued operations.

Communications:

The payment will be made to the Willow Point BIA Society prior to August 1, 2009 as provided in thebylaw.

Nancy A. Frank, CGAFinancial Planning Manager

File No.: 3010-20 BIAWP

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WILLOW POINT BIA SOCIETYBUDGET

FOR THE YEAR ENDED DECEMBER 31, 2009

INCOME

Grants -- City of Campbell River

$ 18,000

DISBURSEMENTS

Insurance 2,000Xmas party 2,100Grants 1,500Advertising and promotion 6,500Office and administration 600Beautification projects 5,000

17,700

EXCESS OF RECEIPTS OVER DISBURSEMENTS

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of 17

City of

CampbellRiver

Report to CouncilPark, Recreation and Culture

File No.:

TO:

FROM:

DATE:

SUBJECT:

Recommendation:

City Manager

General Manager, Parks, Recreation and Culture

June 11, 2009

Artificial Turf Funding Strategy and RlnC Application

THAT Council receives the following report for information.

Background:

At the June 2, 2009 Regular Meeting of Council a motion was passed supporting applications tothe Recreation Infrastructure Canada Program for Parks Playground Replacement and BallDiamond Upgrades. In addition, a Notice of Motion was put forward by Councillor Adamsregarding making application to the RlnC Program for an Artificial Turf Soccer Pitch to beconstructed at Robron Park.

The RlnC Program will provide 1/3 of eligible project expenses up to a maximum of $1 milliondollars, with the remaining 2/3 to come from municipal, provincial, non-profit or private sectorsources.

Staff was directed to provide a Report to Council outlining a funding strategy for the ArtificialTurf Soccer Pitch at Robron Park.

At the 2009 Budget Deliberations $250,000 was approved for the development of acomprehensive detailed site plan for Robron Park Upgrades. The Artificial Turf Soccer Pitch willbe included in the detailed site plan. This plan will provide recommendations for logical phasingof the project development. The construction of the Artificial Turf Soccer Pitch would not beundertaken until the detailed site plan is complete, which is estimated.to be in October 2009. Inaddition, the Artificial Turf Soccer Pitch construction would need to follow the recommendedproject phasing.

Discussion:

A conceptual plan for upgrades to Robron Park was developed as part of the 2008 RecreationInfrastructure Review. The conceptual plan included an artificial soccer pitch to be located onthe current grass soccer pitch site. The upcoming detailed site planning process for the RobronPark Upgrades will include a refinement and confirmation of this conceptual plan.

The estimated cost for construction of an artificial soccer pitch, with lighting, is 2.256 milliondollars. This estimate includes an 85% contingency, as per City of Campbell River CouncilPolicy for a Class D estimate.

G:\Documents and Settingslrmilnthorp\My Documents\GR\Parks\RlnG Funding Proposal\Gouncii Report - RinG funding applicationrecommendation Soccer pitch June 11-2009 2. doc Page 1 of 3 of 17

This is an Order of Magnitude estimate which was derived from comparable projects of similarmagnitude and estimates put forward by the landscape architecture firm involved in theRecreation Infrastructure Review.

The recommended funding strategy is as follows:

Breakdown of Funding Sources:

1/3 RlnC1/3 Province1/3 City/User GroupsTotal Funding

$ 842,000$ 842,000 (Unsecured, no potential programs identified at this time)$ 842,000$2,526,000

Recommended Breakdown of City/User Group Funding:

2/3 City $ 561,340=1/:...;:::3'--'U:::.;s=..:e:::.:..r-::G::..:.r=0=up"-- -:::$-=2=8=0=,6=6=0 (Unconfirmed)Total Funding $ 842,000

This strategy proposes that the City/User Group's one third contribution of $842,000 is borrowedfrom the Capital Lending Reserve, to be repaid over 3 years with a combination of $561,340coming from Parks Parcel Tax Funds and $280,660 coming from User Group fund raising.

Contribution of fundraised money from User Groups will demonstrate the level of communitycommitment to this project and is in keeping with the approach taken with other RecreationCapital projects, such as the Outdoor Lacrosse Box and the Sand Volleyball Courts, andrepresents a similar ratio of cost sharing. Due to the tight timeline available for producing thisreport, staff have not had an opportunity to consult with User Groups regarding theircommitment to fundraising. Consequently, the 1/3 User Group fundraising is unconfirmed atthis time.

If all 3 RlnC applications being submitted were successful, approximately $350,000 ofpreviously committed funds for the Playground Replacement Program and Ball DiamondUpgrades would be available from Parks Parcel Tax to supplement the Artificial Turf Project.This would leave $211,340 still requiring funding from the City ($70,446 per year over threeyears from Parks Parcel Tax), $842,000 in Provincial funding would need to be secured and theUser Groups would have to commit to fund raising $280,660. This is a total shortfall, after RlnCfunding, of $1,334,000.

If the Artificial Turf application was the sole successful RlnC application, the City would berequired to provide $561,340 in funding ($187,113 per year over three years from Parks ParcelTax), $842,000 in Provincial funding would need to be secured and the User Groups wouldhave to commit to fundraising $280,660. This is a total shortfall, after RlnC funding, of$1,684,000.

The only funding available to repay the Capital Lending Reserve, other than general taxation,would be funding from the Parks Parcel Tax. Utilizing Parks Parcel Tax funding for the ArtificialTurf Soccer Pitch project represents a departure from the current Strategic Parks Plan andwould require the deferment of future Strategic Parks Plan projects unless the Parks Parcel Taxwas increased to cover the Capital Lending Reserve repayment. Council would have to considerwhich Parks projects to defer should the RlnC application(s) be successful. Prior to decidingwhich projects to defer, staff recommends that a public review and update of the Strategic ParksPlan be initiated to include these new projects and realign the plan with public priorities.

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Operational Considerations

Construction of the Artificial Turf Soccer Pitch will require an operating budget of approximately$30,000 per year. This estimate was provided by the landscape architecture firm involved in theRecreation Infrastructure Review.

Options

1. Support the RlnC application for an Artificial Turf Soccer Pitch to be constructed atRobron Park.

2. Do not support the application.

Communications:

Staff will complete the applications as directed by Council.

tmitted

/Wilv

Ross MilnthorpGeneral Manager Parks, Recreation and Culture

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1. COUNCIL IN-CAMERA MEETING 6:00 p.m. (Prior to Regular Council Meeting)

1.1 Resolution to move In-Camera

09-0240 Stewart/Grant

THAT Council move In-Camera under the authority of Section 90 (1) (a), (e), (g), (k) of the Community Charter.

CARRIED

1.2 NOTE: Issues discussed In-Camera are not open to the public.

2. COUNCIL OPEN MEETING7:30 p.m.

2.1 Acting Mayor, M. Storry presented Marnie Svennes of the Pier Street Business Association the Save-on-Foods Van Isle 360 International Yacht Race flag.


4. STAFF REPORTS

4.1. ADMINISTRATION

4.2. CORPORATE AND PROTECTIVE SERVICES

4.3. FACILITIES AND SUPPLY MANAGEMENT

4.3.1 General Manager, Facilities & Supply Management, D. Morris gave an overview of his May 29, 2009 report regarding RFP No. 582 - Mowers and Tractor Equipment Supply.

09-0241 Grant/Adams

THAT Council approve the award of RFP No. 582 - Mowers and Tractor Equipment Supply to:

CITY OF CAMPBELL RIVER COUNCIL MINUTES

COUNCIL MEETING, TUESDAY, JUNE 9, 2009 at 7:30 p.m. in the City of Campbell River Council Chambers, 301 St Ann’s Road, Campbell River, BC.PRESENT: Chair - Acting Mayor - M. Storry, Councillors: A. Adams, R. Grant, R. Mennie,

C. Moglove, Z. Stewart, R. Milnthorp - General Manager, Parks, Recreation & Culture; D. Morris -General Manager, Facilities and Supply Chain; R. Neufeld - Acting City Manager, Operations; D. Chapman - General Manager, Financial Services; R. Buchan - Land Use Manager; T. Bate - Administrative Assistant; W.T. Halstead - General Manager, Corporate and Development Services/City Clerk.

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Regular Council Meeting Minutes - Tuesday, June 9, 2009

● North Island Tractor Ltd. at $118,948.90

(trade-ins, PST, accessory equipment included, GST excluded), and to;

● A.R. Mower & Supply Ltd. at $59,841.89 (PST included, GST excluded).

CARRIED

4.4. FINANCIAL SERVICES

4.5. OPERATIONS

4.5.1 Acting City Manager, R. Neufeld reviewed the proposal to relocate the BC Transit Interchange.

09-0242 Adams/Moglove

THAT Council endorse the proposal to relocate the BC Transit interchange to the intersection of 11th Avenue and Cedar Street adjacent to the Community Centre.

CARRIED

4.5.2 General Manager, Operations' June 4, 2009 report regarding Making Cities Livable Conference.

R. Neufeld provided a PowerPoint presentation outlining the key points of the Making Cities Livable Conference and reviewed Council's strategic priorities for 2009-2011 for planning for a Livable Community. 09-0243 Mennie/Adams

THAT Council receive the General Manager, Operations' June 4, 2009 report regarding Making Cities Livable Conference and presentation as information.

CARRIED

09-0244 Mennie/Adams

THAT a letter of thanks be sent to the Success by Six Committee for their cooperation and support in sponsoring the General Manager of Operations' attendance at the Making Cities Livable Conference.

CARRIED

4.5.3 General Manager, Operations', R. Neufeld gave an overview of his June 4, 2009 report regarding Downtown Revitalization Tax Exemption.

R. Buchan answered questions from Council.

Council directed that the preparation of a Revitalization Tax Exemption Bylaw be deferred pending additional information as

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follows:

● option for a decreasing tax exemption; ● examples of costs to the City of this initiative; ● base of assessment for sites where an existing building is

demolished to make way for new construction; ● expanding the program to major renovations of existing

buildings; ● reduced DCC's in downtown approved in 2007.

Council also suggested this initiative be referred to the Development Advisory Commission. R. Buchan left the meeting at 8:30 p.m.

4.6. PARKS, RECREATION & CULTURE

4.6.1 General Manager, Parks, Recreation and Culture, R. Milnthorp reviewed his June 4, 2009 report regarding Recreational Infrastructure Canada Program grant application funding.

09-0245 Stewart/Mennie

THAT Council supports a Recreational Infrastructure Canada Program grant application for Parks Playground Replacement.

CARRIED

09-0246 Stewart/Mennie

THAT Council supports a Recreational Infrastructure Canada Program grant application for Ball Diamond Upgrades.

CARRIED

Councillor Adams - Notice of Motion for June 16, 2009 Council meeting:

THAT Council direct staff to submit a third Recreational Infrastructure Canada Program grant application for an all weather field at Robron Park, to be funded from the Capital Lending Reserve and repaid from the 2010-2013 Parks Parcel Tax.

5. CORRESPONDENCE

6. BYLAWS AND PERMITS

7. MAYOR/COUNCIL REPORTS

7.1 Acting Mayor, M. Storry reported on:

● Hire a Youth Week; ● 50+ Active Living Program - count down to 2010; ● Mayor's open door session;

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● Chamber of Commerce luncheon; ● Save-on-Foods Van Isle 360 International Yacht Race.

7.2 Councillor Moglove and Councillor Adams reported on the Federation of Canadian Municipalities (FCM) Conference in Whistler.

7.3 Councillor Mennie reported on the Timberline Students presentations on Campbell River Community - what was, what is and what could be.

8. COMMISSION/COMMITTEE REPORTS

9. MINUTES

9.1 June 2, 2009 Regular Council Minutes.

09-0247 Stewart/Moglove

THAT the June 2, 2009 Regular Council Minutes be adopted.CARRIED

10. OTHER MINUTES

10.1 May 21, 2009 Environmental Advisory Commission Minutes.

09-0248 Grant/Stewart

THAT the May 21, 2009 Environmental Advisory Commission Minutes be received.

CARRIED

11. UNFINISHED BUSINESS

12. NEW BUSINESS

12.1 Seawalk

In answer to Councillor Stewart, R. Milnthorp advised he will investigate the maintenance of the Seawalk. Mr. Milnthorp explained the upgrades are part of the long-term strategic plan. R. Neufeld explained that conceptual design work for the highway corridor has been done and when constructed will include upgrading the Seawalk.

13. INFORMATION

14. ADDENDA ITEMS

14.1 June 8, 2009 letter from Reiko Tagami, UBCM Information & Resolutions Coordinator concerning June 30, 2009 resolution submission deadline.

09-0249 Grant/Stewart

THAT the June 8, 2009 letter from Reiko Tagami, UBCM Information & Resolutions Coordinator concerning June 30, 2009 resolution submission deadline be received.

CARRIEDCouncillor Moglove requested staff draft a resolution regarding percentage of

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sales tax as per the Saskatchewan model.

15. ADJOURNMENT

15.1 Adjournment

09-0250 Moglove/Mennie

THAT the meeting adjourn.CARRIED

The meeting adjourned at 9:05 p.m.

Acting Mayor M. Storry, CHAIR

P.F. Wipper, DEPUTY CITY CLERK

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PRESENT: Chair - Chuck Saults, Richard Boehm, John Ebert, Ron Pollock, Lee Rumley, Councillor Mennie, Peter Wipper, Dodie Braithwaite.REGRETS: Bev Birce, John Leard.


1.1 Cpl. Brian Brown from the Campbell River RCMP regarding the proposed picnic shelter for Tyee Spit. C. Saults welcomed Cpl. Brown to the meeting. Cpl. Brown explained that his response to the proposed construction of a 1/2-wall or full-walled picnic shelter at Tyee Spit came from a CPTED (Crime Prevention through Environmental Design) point of view, along with discussions with other RCMP members. Cpl. Brown recommended against have a shelter at this location based on; area is not regularly patrolled; insufficient natural surveillance of the area; homelessness, prostitution and drug related issues in this area. Cpl. Brown felt that a shelter would result in an increase in prostitution and drug user/sales traffic, drug/bio-hazard litter, vandalism and graffiti. Cpl. Brown answered questions and received feedback from the Commission, which expressed their desire for a shelter. P. Wipper clarified that B.C. Parks had provided the proposed shelter design which is 28 X 35 feet in size and would be made entirely from concrete and steel. It was proposed that the shelter could be designed in a manner that would discourage loitering, including a sprinkler system, roll down metal blinds and the implementation of parking restrictions after 11:00 p.m. Cpl. Brown advised that the RCMP would re-consider a picnic shelter at Tyee Spit, if its design addressed the RCMP's concerns. Cpl. Brown left the meeting at 2:30 p.m.

2. MINUTES

2.1 The April 29, 2009 meeting minutes.

It was agreed by consensus;

THAT the April 29, 2009 Seniors' Advisory Commission meeting minutes be adopted.

SENIORS' ADVISORY COMMISSION MINUTES

SENIORS' ADVISORY COMMISSION MEETING, WEDNESDAY, MAY 27, 2009 at 2:00 p.m. in the City of Campbell River Committee Room, 301 St Ann’s Road, Campbell River, BC

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Seniors' Advisory Commission Minutes - Wednesday, May 27, 2009

3. BUSINESS ARISING FROM THE MINUTES

3.1 Consensus Decision Model. P. Wipper explained the consensus decision model which is used by the City's commissions.

3.2 What constitutes a quorum? P. Wipper explained that as per the Advisory Commissions Bylaw, a quorum is a majority of members, since the Seniors' Advisory Commission membership is now at 7 members, a majority would be 4.

3.3 Membership Contact List and Areas of Responsibility. Areas of reporting responsibility were assigned to members last meeting, except for R. Pollock, C. Saults asked and R. Pollock replied that he would report to the Commission on Council Agenda/Minutes. R. Pollock and J. Ebert requested that their email information be updated.

D. Braithwaite to update membership contact list and have available for next meeting.

3.4 Reproduction of Safety on Wheels: Common Sense Tips for Scooter Drivers brochures. D. Braithwaite explained that the brochures are available from Jeanette Hughes in Victoria for a fee of approximately $11.00 for shipping. The Commission requested to have 200 sent and would distribute them to scooter retailers, senior's centres, medical offices, handidart, etc.

D. Braithwaite would request a cheque requisition and have the brochures at the next meeting.

4. CORRESPONDENCE5. REPORTS

C. Saults asked the Commission if they had anything to report. 5.1. Council Agenda/Minutes Review

(Ron Pollock)

5.2. Committee to Review Services for Elders(Lee Rumley and Bev Birce)

5.2.1 L. Rumley expressed her concern over the pedestrian crossing at 14th and Maple, which needs to be re-painted. Other Commission members commented on the possibility of audible signals at Dogwood and Merecroft, Dogwood and Rockland, Dogwood and Pinecrest and Dogwood and 2nd.

P. Wipper will provide the Commission with the schedule of crosswalk painting.

P. Wipper to invite M. Heidema to the June 24, 2009 meeting to provide information on traffic signal upgrades (the process, scheduling and budget).

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5.3. Community Policing Committee(John Leard, Alternate - Richard Boehm) No report.

5.4. Stewardship Committee(John Ebert)

5.4.1 J. Ebert reported on a newspaper article in which the Fraser Institute rated the Campbell River Hospital as 3rd lowest in British Columbia. Mr. Ebert expressed his concern over the growth of unsightly broom in the community.

P. Wipper to provide verbal report at the next meeting concerning the City's policy on scotch broom.

5.5. CRAAC (CR Access Awareness Committee)(Richard Boehm)

5.5.1 R. Boehm reported on CRAAC's presentation of its annual awards recognizing improvements to accessibility to:- City Parks and Public Works; for work installing connecting sidewalks and concrete pads for picnic tables at Robert Ostler Park;- Rick Hansen Society; for purchasing trail rider for 'Bike to Work' week;- Tim Horton's; for wheelchair curb cut and improvements; and - Courier-Islander; for improvements to online their newspaper.

5.6. Community Advisory Committee(John Leard)

6. NEW BUSINESS

6.1 R. Pollock reported that the Campbell River Seniors' Centre is now registered as an official non-profit society. There are currently 87 memberships (memberships are $5) and that Ironwood Place is hosting a 'Friendly Friday' each week from 9:00 a.m. to 2:00 p.m. There are approximately 40-50 people attending each week.

7. GUEST SPEAKERS

7.1 - Melissa Heidema, Transportation Specialist - Crosswalks and traffic signals;- Debra Law, Finance Manager - Taxes; - a representative from the City's Homeless Task Force.

8. UNFINISHED BUSINESS9. NEXT MEETING

The Commission discussed possible dates for the annual potluck lunch and it was decided that the lunch would be held at Tyee Spit starting at 12:30 p.m. with a meeting to follow at 2:00 p.m.

9.1 The next meeting is scheduled to take place on Wednesday, June 24, 2009 at 2:00 p.m. in the City Hall Committee Room.

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D. Braithwaite to email B. Birce and J. Leard and advise of potluck lunch and book Committee Room as alternate location in case of bad weather.

10. DIARY

10.1 Further review of City boat launch facilities including the goal of establishing a 'reasonable' annual fee for the Discovery Harbour Boat Launch.

10.2 Picnic shelter for Tyee Spit.

10.3 Concerns over pedestrian access along the east side of Petersen Road from Cheviot to 14th Avenue. P. Wipper reported that Council received a delegation at the February 17, 2009 Council meeting concerned over pedestrian safety along Willis, Petersen and Cheviot Roads and that staff was requested to provide a report to Council that outlines options and costs to complete upgrades to Willis, Peterson, and Cheviot Roads. P. Wipper will provide information to Commission at the next meeting.

11. ADJOURNMENTThe meeting adjourned at 3:30 p.m.

Chuck Saults, CHAIR

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