COMMUNITY SERVICES COMMITTEE Thursday, October 11, …...4) Focused marketing – identified as a...

COMMUNITY SERVICES COMMITTEE Thursday, October 11, 2012 SCRD Board Room, 1975 Field Road, Sechelt, BC

AGENDA CALL TO ORDER 1:30 p.m. AGENDA 1. Adoption of the Agenda PETITIONS AND DELEGATIONS REPORTS 2. Parks & Recreation Monthly Report ANNEX A

pp 1 – 14 3. Parks Services Manager – Parks Master Plan Parking Lot Follow-up ANNEX B

pp 15 – 18 4. Parks Planning Coordinator – Dakota Ridge Trail Expansion ANNEX C

pp 19 – 24 5. Parks Services Manager – Recreation and Parks Services Advisory

Committee Terms of Reference

ANNEX D pp 25 – 26

6. Parks Planning Coordinator – Review of Age Groupings for Dakota Ridge Fees

ANNEX E Pp 27 – 28

7. Parks Services Manager – Area F- Bikeway 2012 project update- Hopkins/Marine Drive

Verbal Report

8. Great British Columbia Shakeout 2012 ANNEX F pp 29 – 30

9. Sunshine Coast Policing Committee minutes of September 10, 2012 ANNEX G pp 31 – 33

10. Sunshine Coast Regional District Dakota Ridge Advisory Committee minutes of September 18, 2012

ANNEX H pp 34 – 36

11. Sunshine Coast Emergency Program Planning Committee minutes of September 26, 2012

ANNEX I pp 37 – 41

COMMUNICATIONS 12. Director of Finance, Town of Gibsons – Youth Outreach Worker Funding ANNEX J

pp 42

13. Mayor, District of Sechelt – Executive Assistant for Mayor and Council and CIG

ANNEX K pp 43

14. Sechelt and District Chamber of Commerce – Sechelt Arena Availability ANNEX L pp 44

C o m m u n i t y S e r v i c e s C o m m i t t e e A g e n d a O c t o b e r 1 1 , 2 0 1 2 P a g e | 2 NEW BUSINESS IN CAMERA That the public be excluded from attendance at the meeting in accordance with Section 90(1)(a) and (g) of the Community Charter as “personal information about an identifiable individual who holds or is being considered for a position as an officer, employee or agent of the municipality or another position appointed by the municipality” and “litigation or potential litigation affecting the municipality” are to be discussed.

ADJOURNMENT

SCRD STAFF REPORT

DATE: September 28, 2012 TO: Community Services Committee – October 11, 2012

FROM: Parks & Recreation Staff RE: Monthly Report – Parks and Recreation Divisions

RECOMMENDATION THAT the Community Services Committee recommends the Parks and Recreation Divisions Monthly report be received by the SCRD Board as information. The Recreation Division report is as follows: A. ADMINISTRATION

Marketing/Promotions

• Fall 2012/Winter 2013 Recreation Guide was in the mail and released online Friday August 24. Registration began Monday August 27.

August 1 - 31 September 1 - 15 2012 2011 2012 2011

Enrollments 543 $37,326.53

543 $28,006.40

506 $28,408.08

548 $31,318.93

Memberships 363 $38,133.99

381 $29,415.77

218 $21,754.75

217 $20,406.18

• Specific Marketing Plan for Gibsons and District Aquatic Facility Twoonie and $5 Family

Swims – promoting in newspaper and social media (Facebook & twitter). • Marketing through daily Facebook posts and tweets. • Planning meeting for 2013 Marketing Plan

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ANNEX A

P a r k s a n d R e c r e a t i o n M o n t h l y R e p o r t P a g e | 2 B. GIBSONS AND AREA COMMUNITY CENTRE (GAAC)

1) YOUTH CENTRE Summer Program: The program ran July 5th to August 18th 2012. Based on youth feedback and staffing availability, program hours changed slightly to incorporate outdoor programming in the community. Hours of operation were: Thursdays 2:00pm-6:00pm,

Fridays 3:00pm-8:30pm Saturdays 10:00-4:00pm

The GYC Summer Program provided youth with an opportunity to develop leadership qualities, self-esteem and life skills. With staff support, youth were given a variety of opportunities to experience safe, positive and inclusive programming, both in the GYC facility as well as in the local community. Some of the activities youth participated in included, swimming, hiking, kayaking, co-operative games, golfing and beach days. Youth registered for Saturday activities included: July 7 SAC swim and Sechelt picnic 6 participants July 14 Museum hike and beach day Lower Gibsons 3 participants

July 21 Mandala painting Roberts Creek 6 participants July 28 Sea Cavalcade festivities 5 participants Aug 4 Golfing Day at Roberts Creek Golf Course 5 participants Aug 11 Davis Bay Sandcastle Competition 5 participants Aug 18 Kayaking Trip Keats Island 7 participants

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P a r k s a n d R e c r e a t i o n M o n t h l y R e p o r t P a g e | 3 GYC staff set four goals for the summer program as follows:

i) To provide a safe and well-supervised environment where a diverse group of youth may socialize and in turn feel supported, respected, and valued.

ii) Build meaningful relationships between youth and individuals living within the

community, with the purpose of portraying youth in a positive manner by encouraging youth to participate in outings outside the GYC.

iii) Facilitate recreational and team building activities with the purpose of instilling

positive leadership qualities.

iv) Staff will offer youth an opportunity to develop life skills through providing consistent healthy boundaries, role modeling positive behaviour, engaging in meaningful conversations as well as providing resources and referrals as needed.

2) SENIORS

Staff are looking to replace the Wellness Studio Seniors Host.

Seniors Drop in begins September 19.

3) COURTS

AUGUST 2012 2011

Squash 153 181

Racquetball 55 170

Wally ball 0 26

Total Usage 208 377

4) DROP-IN FITNESS SCHEDULE

We reduced our fitness schedule for August to 9 classes per week

Drop In Fitness: August 2012 2011

254 240

Child Minding: August 2012 2011

46 62

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P a r k s a n d R e c r e a t i o n M o n t h l y R e p o r t P a g e | 4 5) ADAPTED PROGRAMS

Partnership programs with VCH continue to show great benefits for the participants:

August 2012 2011

Music Explorations Program (partner with SCACL) 65 81

Adapted Fitness Class (in partnership with VCH) 46 86

6) RECREATION REGISTRATION PROGRAMMING

August registration programs included:

Town Planning and Architecture Art Camp 10 registrants

Japanese Art Camp 8 registrants

Drawing Big and Small 8 registrants

Painting Acrylics 8 registrants

Sechelt Kicks for Kids Camp 7 registrants

7) COASTAL KIDS SUMMER CAMPS

Coastal Kids Day Camp operated at 98% capacity in Gibsons (723 of 740 spaces), an increase of 108 children from 2011, and 95% in Sechelt (706 of 740 available spaces), with an increase of 173 children over 2011.

This success can be attributed to:

1) Consistent, excellent staffing – 3 of the 5 staff (the Day Camp Coordinator and both site supervisors) have been with the program either 2 or 3 years.

2) Quality program – feedback from parents and children was very positive in regards to children being engaged.

3) Affordable price – program cost $18 per day, making it accessible and affordable. 4) Focused marketing – identified as a priority in the 2012 marketing plan, a quality

brochure was developed by the communications officer and was provided to Chambers of Commerce, tourism offices, etc., along with newspaper ads in the Coast Reporter leading up to the start of camp.

Full capacity meant that many parents were unable to register their children when desired, so, although feedback on staff and program was excellent, there were many requests for increased capacity and longer days.

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P a r k s a n d R e c r e a t i o n M o n t h l y R e p o r t P a g e | 5

Ratios are set on the number of staff available, and currently the HRSDC grants provided have decreased over the past 6 years to fund only 2 staff. Additional staff will mean an increase in fee as the entire cost of an additional staff at each site will need to be borne by the program.

Staff will explore options prior to next year’s program to look at means of increasing capacity without raising the price of the program significantly.

9) ARENA NEWS Special Events Staff are in the process of planning/coordinating a number of Special Events including a visit from the Canuck Alumni in January of 2013. This event will be in partnership with local youth groups. Other possible events include the Wrecks Old-Timers hockey tournament in February 2013, the Nanna Lou Family Hockey tournament in March 2013, the Quilt show in May 2013 and the Home Show in June 2013. One Goal The Fall One Goal program(s) registration has been successful with 17 signed up for the Sept 15th to Oct 27th session and 14 already signed up for the Nov 3rd to Dec 15th session. This program has been a major benefit to Minor Hockey -- participants use this program to give hockey a try and many go on to join Minor Hockey. Staff are also working with the local Skating Club to strategize a new program for young children interested in trying figure skating. The hope is to enhance registration for the Can Skate program as this is where it all starts. Duffers October 2nd to December 11th 2012 The adult learn-to-play (Duffers program) has nine registered. Staff are hoping for a minimum of 12 to confirm the program. Communications will be made with the registered participants to see if they have any family or friends who may be interested. HEROS (Launch on October 5th 2012) Staff, along with Norm Flynn and Kelly Boutilier from HEROS, met with School District #46 principals in late August to discuss the HEROS program for the 2012/2013 season. Due to the availability of only one arena for this season, the program will start during school hours on Friday in order to accommodate all participants. The principals feel the program is very beneficial to the children and support it running in this manner. Staff also used this time to hand out packages to the principals for ice arena and swimming pool bookings. Summer Hockey Schools The Summer Hockey school final registration numbers surpassed what was projected in the last report. The registration numbers show the growth and the value of holding a local Summer Hockey School. The goal is to try and find off-coast participants as discussed in the last marketing meeting.

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The End Main camps: Tykes (5 to 6 years) 8 registered Novice (7 to 8 years) 14 registered Peewee (9 to 12 years) 22 registered Bantam/Midget (13 to 18 years) 23 registered

Learn To Camps : One Goal (3-8 years) 31 registered HEROS (9 to 13 years) 38 registered Women’s Hockey camp (adjusted to Coed) 13 registered

Total 149 registered

Ice Allocation Staff continued to work with users to finalize the Ice Allocation.

Increased Revenue

In comparison to GAAC Ice in 2011/2012 there has been an increase in consistent rentals as follows:

Youth 8.5 hours/week at $99/hour or $841.50/week 2.25 hours/week at $200/hour or $450/week

The total consistent ice revenue increase is a minimum of $1291.50.

Increased Expenditures

The main cost to facilitate the increase in ice usage is staffing -- we are legislated to have a ticketed person in the building when the building is open to the public. The cost of additional staffing is $1000/week (wages/benefits/WCB, etc). The cost of running the arena plant is already accounted for and there will be a small cost for increased hydro to have the lights on – yet to be determined.

Sechelt Arena The Sunshine Coast Roller Girls are renting the Sechelt Arena on October 20, 2012 for their final bout of the year. The construction for the boards/glass/slab is in the planning stages and will commence around October 21st with lots of construction activity by November.

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P a r k s a n d R e c r e a t i o n M o n t h l y R e p o r t P a g e | 7 C. SECHELT AQUATIC CENTRE

1) Aquatics

Thursday Evening Twoonie Swim 7 – 9 pm

Year Total for Month Number of Nights Average / Night 2012 296 5 59.2 2011 185 4 46.2 2010 86 4 21.5

Membership Usage and Point of Sale Admissions for August 2012 8,726 2011 7,791 2010 8,911 2009 7,478 2008 9.352

Facility Bookings for August

• 3 birthday party bookings. • 3 YMCA Camp Elphinstone • 6 Scuba diving • Sechelt Fire Fighters and Family open swim

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P a r k s a n d R e c r e a t i o n M o n t h l y R e p o r t P a g e | 8 2) Aquatic Programs

Aqua Fit Statistics for August 2012 Year # classes # of participants # per class 2012 62 982 15.84 2011 39 500 12.82 2010 41 747 18.22

Private Swimming Lessons for August: 18

Red Cross Swimming Lessons - Summer 2012 Number of Classes Offered # of Participants Swim Parented = 2 11 Swim Preschool Sea Otter / Salamander = 4 28 Swim Preschool Sea Otter/Salamander/ Sunfish/ Crocodile/Whale = 4

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Swim Kids level 1 / 2/ 3/ 4= 4 81 Swim Kids level 4/5/6 = 4 32 Swim Kids level 7 / 8 / 9 / 10 = 3 11

Total number of classes = 21 Total number of participants = 202 Average number of participants per class = 9.62

Red Cross Swimming lesson - Summer 2011 Number of Classes Offered # of Participants Swim Parented = 2 13 Swim Preschool Sea Otter/Salamander/Sunfish/Crocodile/Whale = 6

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Red Cross Swimming lesson - Summer 2010 Number of Classes Offered Number of

Participants Swim Parented = 2 7 Swim Preschool Swim Salamander/Sunfish/Crocodile/Whale= 5

111

Swim kids level 1 / 2 / 3 / 4 =5 62 Swim Kids level 5 - 10 = 11 41


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P a r k s a n d R e c r e a t i o n M o n t h l y R e p o r t P a g e | 9 Aquatic Leadership programs:

Advanced Aquatic Leadership programs were held during August.

Aquatic Leadership classes in August: Bronze Cross 4 students Aquatic Emergency Care: 7 students National Lifeguard Service Award 10 students ranging from 16 – 33 years old

Aquatic Leadership Registration Comparison

Course 2012 2011 2010 Bronze Medallion 9 9 6 Bronze Cross 10 8 3 Aquatic Emergency Care 7 12 6 National Lifeguard Service Award 10 13 9 Assistant Water Safety Instructor 9 Cancelled 0 Water Safety Instructor 8 Cancelled 0

3) Health and Wellness – Drop in Programs

Drop in Fitness Statistics – August 2012 Year # classes # of participants # participation/class 2012 38 387 10.18 2011 34 434 12.76 2010 37 322 8.70

4) Other Incidents/Accidents There were 20 incidents/accidents that took place in August. Two required emergency medical services. TV’s & Gym Equipment Televisions on fitness equipment at SAC & GACC no longer work adequately due to providers moving from analog to digital transmission services. This has resulted in customer complaints. At this time staff are seeking alternatives and will be bringing forward a budget proposal to rectify this situation as part of the 2013 budget process.

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P a r k s a n d R e c r e a t i o n M o n t h l y R e p o r t P a g e | 10 D. GIBSONS & DISTRICT AQUATIC FACILITY

Aquatics Maintenance Closure Gibsons and District Aquatic Facility was closed for Annual Maintenance for the month of August. Refurbishment Plan

On September 19, 2012 staff met with the consultant and the Town of Gibsons to discuss the details of the project, to collect relevant data and to finalize the timeframe for a stakeholders meeting to gather input for the redevelopment plan. At the same time staff met with a group of Aquafit participants from the Gibsons & District Aquatic Centre who selected two participants from their class to sit on a stakeholders committee that will meet in late October or early November.

E. PENDER HARBOUR AQUATIC & FITNESS CENTRE The facility was closed for annual shutdown/maintenance July 28-September 8.

1) PROGRAM/SPECIAL EVENTS

• Grand Opening Swim on September 9. • All Drop in Fitness programs began week of September 10. • Most swim lessons began week of September 24. In communication with Madeira

Park Elementary school the Wednesday swim program was delayed one week to accommodate a school field trip.

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• Fit Fest Week: Oct 1-6. Try a fitness class for FREE, all week. • Zumba Dance Party, October 6. 30 minute FREE Zumba classes. Pool games and

activities/mocktails and refreshments. • Annual ‘Fill the tot Pool’ food bank drive October 1-7. Customers will receive a ½

price coupon for the Thanksgiving Family Swim on Oct 7 with their donation. • First Youth night of the fall season, Friday October 5. This event is for kids in grades

4-9 and hosted by both the PHAFC and PH Community School. A special hour of Hip Hop dance will be the special activity for this first event.

• Karate begins October 15 for youth ages 12-18 years. A tryout for Karate for the younger kids will take place in December with a program beginning in the New Year.

2) MAINTENANCE

• Regular monthly maintenance schedule followed.

3) ADMINISTRATION • Marketing and promotion of programs and scheduled events. • Working with the Pender Harbour Community School to create Pender Community

Winter Guide. • Updates to SCRD website and PHAFC Face book pages as well as SCRD Twitter

account. • Winter/Spring planning continuation. Deadline of September 28 for inclusion in the

SCRD Recreation Guide. • Meetings Attended: SCRD Rec Coordinators Staff; Pender Harbour Aquatic Society;

Joint, Health & Safety Recreation staff; Pender Harbour Community School, Aquatic Supervisors; Recreation Supervisors; Pender Harbour Secondary School Parent Advisory Group; Serendipity Preschool Parent meeting Sept 27; Madeira Park Elementary School Parent Advisory Group in Oct; Pender Harbour Health Centre Staff Kathy Bergman to plan the upcoming Happy Hearts Plus program to begin October 24.

• Future meetings to include Rotary Club; Women’s Connection and Harbourside Friendship.

• Pool Safety Plan has been completed • File transfers to N drive is complete. • Working on 2013 budget process.

4) STAFF

• Staff in-services/training held on Sept 5 and 6. Training included introduction of the new Pool Safety Plan.

• AED re-certification course for all staff on Sept 8. • Interviews held on Sept 10 resulted in four new hires. Training will begin last week of

September. • Staff opened the pool for showers only during the Country Music Festival for their

customers who were campers over the Labour Day Long Weekend. • Deb Cole has been proctoring exams for aquatic facility (all 3 pools) staff who

participated in the Healing Waters training program late July. Most have completed their written exams and are now planning to do their practicums. The Aqua Rehab program has begun in Pender and will begin at SAC and GDAF soon.

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P a r k s a n d R e c r e a t i o n M o n t h l y R e p o r t P a g e | 12 F. COMMUNITY PARKS (Function 650)

1) Administration

• Recreation and Parks Master Plan update: o Next regular meeting of RPSAC/Master Plan steering committee is Oct 15th o Staff have been meeting with a sub-committee to work through the staff technical

advisory group’s comments regarding the draft plan. • Increased conflicts involving off-leash dogs in parks are requiring staff to evaluate

liability and seek options for sharing areas and uses. • Staff have been fielding numerous questions involving invasive species control and

disposal. • Staff are doing preliminary work for the 2013 budget.

2) Area A Lillies Creek Wetland • Planning and Parks Staff took a report to the September 17th meeting of the

SIB/SCRD Heritage Protocol Committee meeting in order to revisit the expired License of Occupation for this site. The SIB will review and get back to Staff.

Pender Harbour Cultural Centre • All buildings provided ‘To Code’ emergency lights. • Three new doors will be installed at the Music Society building (front main entrance

and kitchen exit). The covered patio construction was completed in time for the Chamber Music Festival and was very well received by users.

Katherine Lake • Campsite is closed for the year. Staff will be locking the gate as caretaker will be

moving off site for winter months. • Staff received lengthy report from Caretaker with many recommendations and ideas

for enhancements at Katherine Lake. Staff are focusing on health and safety issues at this time.

• Proceeding with RV electrical upgrade and RV water system upgrade – project to be completed by end of October 2012.

3) Area B Redrooffs Future Beach Access • Staff are re-evaluating all potential beach access points south of Coopers Green to

provide more access within walking distance for area residents. Staff have visited Fullerton Road beach access as directed and will be providing a report to 2013 budget discussions about options for beach access on Redrooffs Road.

Connor Park • Final hydro seeding for amphitheatre stage and seating to be completed in early fall. • Drainage improvements have been made to the northeast corner of the sports field. • Washroom building hit with very serious spray-paint vandalism- RCMP involved.

Contracted sand blasters to clean it up. Earlier in July the outside light fixtures were vandalized as well; they have been repaired.

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Coopers Green • Exterior painting has been completed. • Welcome Beach Community Association is working on more specific plans for the

hall and an estimated budget for the work. Staff will be working with the Association and Building Division to check the feasibility of the plan.

4) Area D Roberts Creek Estuary

• Staff has conducted site visits and are researching and evaluating restoration options; this project will carry forward to 2013.

Cliff Gilker • New staircase installed at the waterfall bridge and stairs on west side yellow trail at

entrance. • Cookhouse roof currently being installed. • The first public meeting will be held on October 24th, 2012 to get the community input

on future playground improvements.

5) Area E

Chaster Shoreline Mitigation • Approximately 50m of Chaster Park shoreline has been fortified using a combination

of natural logs and rocks to help prevent further erosion. There is a native planting component to the project to be completed in 2013 after the winter storms have established the extent of the planting zone. There is also an additional 35m of shoreline that requires protection and planting which will be brought forward for 2013 budget considerations.

• Staff are working with a contractor to develop a small scale plan for shoreline preservation in front of Chaster House. It is anticipated that this plan could be done in time to inform 2013 budget decisions.

6) Area F Shirley Macey Field Drainage • Without the intense rains staff are unable to evaluate the effectiveness of the Sand

Banding. • Field is in great condition at preset and being well used by the soccer teams in Sept. • Installed bike racks at Eric Cardinall Hall.

Soames Hill Staircase (Marine Drive Side) • Project pre-planning underway, work on hill scheduled to start Oct 22nd.

G. DAKOTA RIDGE WINTER RECREATION AREA (Function 680)

• Staff have been working with volunteer groups to discuss expanding trail systems in 2012 (see related report).

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• Staff met with the Dakota Ridge Advisory Committee to review plans for the 2012-2013 season.

• Staff are marketing for Seasons Pass sales for the 2012-2013 season which includes renewing reciprocal seasons pass agreements – Lost Lakes, Whistler Olympic Park, Manning Park, and Hollyburn (Cypress Mountain).

• Staff and the DRAC committee are planning an opening day event to celebrate the road upgrades, expansion of the parking area, the new sledding hill, and the naming of the trails, complete with shíshálh and Skwxwú7mesh Snichim languages, to be held on opening day, December 15th.

• Road upgrades are almost complete with a final report forthcoming in November.

H. BICYCLE/WALKING PATHS (Function 665)

Area B • The 2012 bicycle walking path along Redrooffs Road has been completed in

cooperation with the Ministry of Transportation and Infrastructure. Area D • Staff have received the bids and are looking to finalize construction contract. Area E • Staff have been reviewing the plans for the path with the adjacent neighbors to work

towards minimizing impacts on parking and events held at Bonniebrook Lodge.

Area F • Site meeting was held with engineer and Area Director to discuss ideas and options

for work near Hopkins Road.

General • Staff are working to coordinate a meeting between Transportation Choices (TraC)

and Regional District to discuss bike lane standards and bike route planning. Staff from the District of Sechelt, Town of Gibsons and the Ministry of Transportation and infrastructure will also be invited. Staff were unable to schedule this meeting for the summer due to lack of available participation.

I. CEMETERY (Function 400) Key activities have been:

• Continuation of ongoing operations. • We have sold 11 burial plots and 7 cremation plots for 2012. • We have had 6 burials and 17 cremations to date for 2012. • We have had 2 disinterments of ashes for 2012.

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SCRD STAFF REPORT

DATE: September 28th, 2012

TO: Community Services Committee – October 11th, 2012

FROM: Carleen McDowell, Parks Services Manager

Tina Perrault, Treasurer

RE: Parks Master Plan Parking Lot Follow-up

RECOMMENDATION(S): THAT the Community Services Committee receives the report from the Parks Services Manager entitled “Parks Master Plan Parking Lot Follow up” for information. AND THAT the 2012 Financial Plan be amended for a transfer to capital (01-2-650-480), by reducing the Outdoor Maintenance account (01-2-650-415) to fund the Port Mellon/Smith Rd trail in the amount of $4,256. AND FURTHER THAT staff be directed to bring options for PMP Trail Construction to 2013 budget discussions. BACKGROUND At the July 26th, 2012 regular Board meeting the following item from the Budget parking lot was drafted into the following recommendation:

THAT Staff report on Parking Lot Item R1 #26 at a future Community Services Committee meeting with a status update on previous master plan borrowing including:

• Funds expended • Funds unallocated • Funds allocated for incomplete projects and projects in progress • Plans for incomplete projects.

DISCUSSION During the staff’s comprehensive review of the allocations there were some discrepancies found. A summary of the information requested is provided below. Please see the attached spreadsheet for detailed information. Funds expended As of December 31, 2011, of the $1,240,256 total in the Parks Master Plan budget, $1,026,707.06 has been expended since 2007 leaving a balance of $213,548.94.

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ANNEX B

Allocation At present all funds are tentatively allocated. Recent developments within some Areas warrant a review of remaining allocations to finalize priorities and confirm allocations. During the review of the allocations it was noted that Area F Trail construction was over committed by $4,286. It is suggested that the trail be funded from operational budget and the financial plan be amended accordingly. There are funds in operations to cover this and this would keep the $4,129 in PMP trail construction reserve for trail development on Keats Island. Summary of Original Allocation Area A PMP PH Sports Field $ 500,000.00 Area A PMP Trail Construction (3 years x $20,000) $ 60,000.00 Area B PMP Trail Construction (3 years x $20,000) $ 60,000.00 Area D PMP Trail Construction (3 years x $20,000) $ 60,000.00 Area E PMP Trail Construction (3 years x $20,000) $ 60,000.00 Area F PMP Trail Construction (3 years x $20,000) $ 60,000.00 PMP Upgrade Priority Field (1 per Year) $ 150,000.00 Area B PMP Connor Park $ 200,000.00 Unallocated (now allocated-see PMP Funding Worksheet 2012) $ 50,025.00 Total $1,200,025.00

Remaining Trail Funds

Area A Trail Construction Expended

Area B Trail Construction $14,680

Area D Trail Construction $1,236.86

Area E Trail Construction $10,413.52

Area F Trail Construction

Fully Committed

Other Commitments Area E- Chaster Shoreline Fully expended Area D- Roberts Creek Estuary 23,802.00 Area B- Connor Park Amphitheatre Anticipate full expenditure in 2012 Area F- Shirley Macey Field $16,786.82 Area F- Priority Field Allocation (Shirley Macey)

$18,490.00

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Plans for incomplete projects

Shirley Macey Park Drainage: Awaiting results of Sand Banding to determine the next appropriate steps. This information will be available in spring 2013 after winter rains.

Chaster Shoreline Mitigation: Work took place early spring, awaiting fall planting season and winter storms.

Staff anticipates the completion of the Connor Park Amphitheatre. Robert’s Creek estuary: This is a restoration and stabilization project similar to the

Chaster Shoreline Mitigation. Staff will be pursing professional assistance for design and construction of this project.

Trail Construction: options will be presented at 2013 budget process

Summary The amendments of $4,286 will not jeopardize a balanced budget (or surplus) for 2012. This will complete Parks Master Plan trails for Area A and F.

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PARKS MASTER PLAN FUNDING WORKSHEET 2012

PMP Summary of Funds as of 2009 AB Budget PMP PlanPMP funds spent 07-08

PMP funds budgeted 2009 AB

PMP funds spent in 2009

PMP funds spent in 2010

PMP Funds spent in 2007-

2010

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of 2010

Projects approved for 2011 Budget

PMP Funds spent 2011

Balance of PMP Funding

Dec 31/11

Projects approved for 2012 Budget

PMP Funds spent in 2012

as of Sept 1/2012

Balance of PMP Funds

Uncommitted to Dec 31/12

PMP PH Sports Field 500,000.00$ (re-allocate funds from Priority fields to PH Sports field) 100,000.00 (re-allocate funds from Trails Area A to PH Sports field) 56,365.00 Total allocation 656,365.00 645,678.00 10,687.00 10,687.00 656,365.00 - - -$ -$

Area A PMP Trail Construction (3 years x $20,000) 60,000.00 (re-allocate funds from Trails Area A to PH Sports field) per Director Rees (56,365.00) Total Allocation 3,635.00 3,635.00 - - 3,635.00 - - -$ -$

Area B PMP Trail Construction (3 years x $20,000) 60,000.00 41,820.00 6,900.00 - 41,820.00 18,180.00 Datsun Alley to Redroofs Trail (CC224-3) 3,500.00 - 18,180.00$ 3,500.00 - 14,680.00$

Area D PMP Trail Construction (3 years x $20,000) 60,000.00 25,948.00 Roberts Creek Pier 11,957.00 50,763.14 9,236.86 - 9,236.86$ - Henderson Beach Access 37,905.00 22,095.00 12,858.14 8,000.00 - 1,236.86$

Area E PMP Trail Construction (3 years x $20,000) 60,000.00 11,793.00 43,800.00 23,129.84 34,922.84 25,077.16 Westminster/Pine Trail (CC249-6) 14,658.00 14,663.64 10,413.52$ - 10,413.52$

Area F PMP Trail Construction (3 years x $20,000) 60,000.00 21,065.00 28,700.00 13,224.41 5,020.57 39,309.98 20,690.02 Gambier Beach Trail (2010 C/F;CS Feb 24 Rec#28 CC268-8) 5,400.00 5,773.47 - Granthams to SM Disc Golf Trail (CC268-10) 3,000.00 3,161.64 - SM Disc Golf to Esperanza Rd (CC268-11) 6,550.00 6,514.86 - Williamson Landing Stairs CC268-7 Rec#11 Sept 22,11 1,200.00 1,111.02 - Port Mellon Hwy Trail (Smith Rd Junction North) 5,000.00 4,256.00 Keats Island trail devlopment 4,129.00

16,150.00 4,129.03$ (126.97)$

PMP Upgrade Priority Field (1 per Year) 150,000.00 (re-allocate funds from Priority fields to PH Sports field) (100,000.00) Total allocation 50,000.00 1st park - Shirley Macey Park 28,122.00 21,878.00 3,387.86 31,509.86 18,490.14 - 18,490.14$ - 18,490.14$

PMP Connor Park 200,000.00 - 128,000.00 1,519.47 126,029.83 73,970.17 Connor Park Washroom Landscaping (CC219-1) 4,506.00 1,206.36 - Continuation of Connor Park plan from 2007 (CC219-2) 67,945.00 2,829.04 -

69,934.77$ 65,116.00 51,646.18 4,818.77$

Unallocated PMP funds 50,025.00 50,025.00 Interest Earned on PMP funds 40,231.00 4,370.43 4,370.43 35,860.57 SMP Drainage (CS Feb 24 Rec#28 CC266-5) 35,000.00 - 35,000.00 18,213.18 16,786.82$ RC Estuary (CS Feb 24 Rec#28 CC227-1) 25,000.00 - 23,802.00 - Adjust to fund Gate from estuary project (1,198.00) - Gate at Roberts Creek Pier (cc 228-1) 2,084.00 4,341.00 - Ocean Beach Esplanade (CS Feb 24 Rec#28 CC245-01) 25,000.00 636.95 24,363.00 24,363.00

2011 Error in PMP funds allocated to RC gate (2,257.00) 83,164.62$ (0)$

Total 1,240,256.00$ 790,018.00$ 262,060.00$ 64,806.72$ 988,726.08$ 251,529.92$ 208,795.00$ 37,980.98$ 213,548.94$ 168,910.00$ 98,478.36$ 66,298.76$

18

SCRD STAFF REPORT

DATE: September 25, 2012 TO: Community Services Committee – October 11, 2012 FROM: Sam Adams – Parks Planning Coordinator RE: DAKOTA RIDGE TRAIL EXPANSION RECOMMENDATION(S): THAT the Community Services Committee recommends the SCRD Board receives the staff report entitled Dakota Ridge Trail Expansion; AND THAT this project be referred for consideration in the 2013 Financial Plan with details to be provided for alternative revenue sources to taxation; AND THAT the volunteers be written to thank them for this offer and note that due to budgetary factors the project has been referred to the 2013 Financial Plan. BACKGROUND At the November 11, 2011 Regular Board meeting the following recommendation was adopted:

Recommendation No. 11 Dakota Ridge Function 680

THAT the Manager of Parks Services’ report regarding Dakota Ridge [680] 2011 Work Plan Status and Proposed 2012 Work Plan be received and discussion on the following projects identified in the Business Plan be referred to a future Special Community Services Committee meeting: • Improvements to Dakota Ridge access road; • Increase of capacity in upper parking lot; and • Sliding area • AND THAT the following projects identified be deferred to the 2013 budget discussions: • Marshalling area; • Trail expansion; • Replacement of grooming equipment; and • Establishment of a contingency reserve.

19

ANNEX C

Dakota Ridge Trail Expansion Page 2 Community Services Committee – Oct. 11, 2012

And at the June 28, 2012 Regular Board meeting the following recommendation was adopted:

Recommendation No. 9 Dakota Ridge - ICET Funding

THAT staff pursue ICET funding for 2013 for Dakota Ridge trail expansion.

And at the September 18, 2012 Dakota Ridge Advisory Committee meeting, the following recommendation was adopted:

Recommendation No. 3 Proposed Trail Expansion

The Dakota Ridge Advisory Committee recommends that the planned trail expansion proceed this fall as proposed on page 20 of the 2011 – 2016 Dakota Ridge Business Plan:

4.2 Addition of Trails In order to attract users, especially destination users, a facility needs to offer enough trails to provide two-days of skiing over different terrain. Length of trails is a critical competitive feature.

DISCUSSION

One of the central product developments recommended in the “Business Plan Dakota Ridge Winter Recreation Area 2011-2016” (DRBP) is the expansion of the cross country trail system by a minimum of 8-10km. The purpose of this is to “… attract [more] day and multi-day skiers from the GVA. Resident season pass and day-pass sales will also increase as more skiing is added” (p.21 DRBP). The Board did agree to applying to WED in 2011 for a grant to add these trails, and the grant did not qualify as WED gave a priority to marine projects. Currently Dakota Ridge offers 15 kilometres of cross country trails which is less than the distances offered by the region’s competing facilities. Table 1 – Comparison of trail distances with other regional cross country ski facilities Facility Nordic Trails (km) Snowshoe Trails (km) Manning Park Resort 30 120 Cypress Mountain 19 10 Lost Lakes Park 32 10 Callaghan Country 95 unlimited off-trail Dakota Ridge 15 8 Volunteers propose to provide some assistance to add an additional 9km of cross country ski trails to our system. With this addition Dakota Ridge would have 24kms of cross country ski trials (15km existing plus 9km new = 24km). The additional trails would provide the following added benefits:

20


• allow for visiting skiers to experience two days of skiing at Dakota Ridge;

• offer more beginner and intermediate trails, which happen to be the most used type of

trails by experienced skiers as well;

• offer exceptional destination skiing in open terrain with views (touring loop);

• could put Dakota Ridge on the map as one of the West Coast’s top “boutique” cross country ski destinations;

• winter access only trails will have little environmental impact; and

• designed without sharp curves so there is less wear on the groomer.

A group of volunteers has stepped forward and offered their time to help in construction of the proposed trail expansion. The project will still require the removal of about 30 trees of < 30cm diameter at breast height. All new ski trails will be outside the Chapman Creek watershed. PERMITTING The additional 9 km trail expansion will have a small footprint due to the already open areas sitting on moderated slopes. As stated earlier, the trails are designed for winter access only which requires little if any impact on the surrounding environment. It is therefore anticipated that the Ministry of Forests, Lands and Natural Resources, who is responsible for the Crown oversight of the area, will approve of this project. An environmental review is included in the costs noted below. FINANCIAL IMPLICATIONS The Business Plan anticipated the cost of the new trail expansion to be approximately $50,000. This amount would be reduced substantially with the help of volunteers and the lessening of the footprint on the trail system – building trails for winter access only. There will be, however, a small capital cost associated with the construction of these ski trails and some additional operational costs to groom and maintain the trails. Parks Planning Co-coordinator and outdoor staff time would also be involved for inspection, letting any contracts and oversight. Table 2 Trail Project Capital Cost Estimates Task Cost

Notes

Tree Falling $3600 3 fallers/3 days @ $400/day Outside Parks Staff Time 2000 8 days SCRD outside staff time Parks Planning Coordinator 1200 4 days permits, admin and inspection Volunteer Time N/A 3 days/20 people/8 hours – 480 volunteer

hours Environmental Report 900 ensure environmental standards are upheld New Signage 500 For new trails Contingency 1000 Total

$9200

21


Table 3 Potential Trail Project Operational Cost Increase Estimate Item Cost Notes Summer Trail Maintenance $1000 Brushing and other trail maintenance Fuel For Groomer 3000* Staff time N/A Additional grooming to be filled by volunteers Total

$4000

* This price is approximately 1/3 of the current budget for fuel and repairs for the piston bully and snowmobile as it is anticipated that not all of the trails will require grooming all of the time. For example, some of the current trails have many corners in them and are potentially damaging to the piston bully, and the proposed trails would not be groomed in the 2012 season as they require at least 2m of snow on them before they can be groomed – something which does not happen until later in the season. Options for funding Capital Costs: There is $1600 in community funds which could be added to this project from prior fundraising events. The additional one-time costs would need to be covered either by taxation or other means. In the 2012 Financial Plan this project is not identified. Options for Operating Costs: One of the main reasons for increasing the trails length is to increase the number of paying visitors to Dakota Ridge. This increase in customers may cover the increase in operating costs immediately or over time. If it doesn’t then we would reduce the kilometers of trail groomed to fit within our budget. 2012 Financial Plan The Board originally deferred this project to the 2013 budget and it is therefore not included on the 2012 Budget. However, through donation and grant, the sliding area and road/parking are being substantially improved. An earlier report noted that the groomer needed substantial repairs and would best be replaced with a more robust machine. However, the funds are not available to do this in the short term. Revenues are higher than approved year to date. Costs are also more than expected year to date due to vandalism and the groomer repairs. It would be risky to do the trails expansion project if Dakota Ridge ran into revenue problems (e.g. weather related, decreased demand) or cost problems (e.g. more equipment failures, vandalism, heavy snow) in the remaining portion of 2012. The SCRD has been running Dakota Ridge on a tight budget with strong efforts to increase revenues. Volunteers who groom and act as trail hosts are essential to running this service and are greatly appreciated by the SCRD and Dakota Ridge customers. Every effort must be made to avoid a deficit.

22


SUMMARY ADVANTAGES TO ADDING TRAILS 2012 DISADVANTAGES Volunteer resources available and keen Not included in 2012 Financial Plan Business Plan supports more trails Extra capital expense of trail could lead to a

deficit depending on weather and equipment issues for November-December 2012

Potential greater revenues 2013 Staff diverted from other priorities Potential reduction of wear and tear for groomer

Work would be rushed, harder on all parties to accomplish

Asset can be installed at reduced cost Increased operating costs for 2013 Increased market may take a couple of years

to build up therefore revenue growth could be gradual. If revenues don’t show, service level would have to be adjusted

On balance, staff recommend that the project be included in the 2013 Financial Plan process (as previously directed by the Board) for consideration versus being added to the 2012 work program. Volunteers would be asked to come forward again at that time. In addition grant applications and donations would be attempted where opportunities arise including consultation with ICET. N:\Parks Administration\5820 Parks Reports & Statistics\5820-20 Reports & Statistics\Committee Reports\2012 Oct CSC- DR Trail Expansion.docx

23

µDakota Ridge Winter Recreation AreaProposed Trails

Sunshine Coast Regional Districtwww.scrd.ca

Date: 28/09/2012

Legend

Proposed Trails

Snowshoe Trail - 2.6 km

X-Country Ski Trail - 8.7 km

Existing Trails

Snowshoe Trails

X-Country Ski Trails

Forest Service Road

Chapman Watershed0 250 500125 Meters 24

ATTACHMENT A

SCRD STAFF REPORT

DATE: September 24, 2012

TO: Community Services Committee – October 11th, 2012

FROM: Carleen McDowell- Parks Services Manager

RE: RECREATION AND PARKS SERVICES ADVISORY COMMITTEE TERMS OF

REFERENCE

RECOMMENDATION(S): THAT the report entitled Recreation and Parks Services Advisory Committee-Terms of Reference be received; AND THAT the terms of reference for the Recreation and Parks Services Advisory Committee be amended to include the following clause:

A quorum of the Committee for regular meetings shall be 5 of the up to 13 members appointed under clause 2.1 and for Parks and Recreation Master Plan Steering Committee meetings shall be 7 of the members as appointed in clause 2.1 and 2.2.

BACKGROUND The following recommendations were adopted by the SCRD Board:

26/05/2011 THAT Directors Turnbull, Nohr and Shugar be appointed to the Recreation and Parks Services Advisory Committee for purposes of developing the Parks and Recreation Master Plan.

24/05/2012 THAT discussion on the current Recreation and Parks Services Advisory Committee terms of reference regarding quorums, Board as voting or non voting members, purpose and role, etc., be deferred to a future Community Services Committee; subsequent to a staff report to Corporate and Administrative Services Committee.

DISCUSSION The current RPSAC Terms of Reference are silent regarding a quorum. In the absence of a stated quorum there are options to select a quorum – but it is best to state it in the formal terms of reference:

25

ANNEX D

In the absence of such a provision, what constitutes a quorum differs. Robert's Rules provides that in such a case, a quorum in an assembly "whose real membership can be accurately determined at any time—that is, in a body having an enrolled membership composed only of persons who maintain their status as members in a prescribed manner—the quorum is a majority of the entire membership, by the common parliamentary law.” Thus the existing acceptable practice of a RPSAC with 13 members the quorum would be 7. This is complicated where there are vacancies on a committee which is currently the case for RPSAC. It is further complicated that RPSAC now has three elected members when acting as a Steering Committee for the Parks and Recreation Master Plan hence a full total of 17. Recommended Quorum It is recommended that the quorum be as follows:

• Regular RPSAC 5 • Steering Committee RPSAC 7

Proposed amended terms of reference to reflect this is attached. The quorum as recommended gives a workable number given vacancies and members’ busy schedules. Staff suggest the recommendation to the Board go directly to the Board rather than to another standing committee.

26

http://en.wikipedia.org/wiki/Absolute_majority

STAFF REPORT

DATE: September 6, 2012 TO: Community Services Committee – October 11, 2012 FROM: Sam Adams – Parks Planning Coordinator RE: REVIEW OF AGE GROUPINGS FOR DAKOTA RIDGE FEES RECOMMENDATION(S): THAT the Review of Age Groupings for Dakota Ridge Fees report from the Parks Planning Coordinator be received as information; AND THAT the existing age groupings fee structure continues for the 2012/2013 season. BACKGROUND At the Oct. 27, 2011 regular meeting of the Board the following recommendation was adopted, partial excerpt follows: Age Groups It was moved and seconded

418/11 THAT staff review the age groupings as specified in SCRD Bylaws for 2012-2013 season passes at Dakota Ridge Winter Recreation Area.

DISCUSSION Staff reviewed the age groupings for Dakota Ridge season passes for the 2012-2013 season and compared the groupings to four other cross country ski facilities as well as the SCRD Recreation age groupings. Table 1 below shows the ‘Comparison of Age Groupings’ and Table 2 the ‘Comparison of Season’s Pass Fees’ at the other cross country ski facilities for each age group. Staff found that the SCRD designation of age groupings and their associated discounts were generous when compared with other facilities. For example, the age range which would denote an adult at Dakota Ridge is 19 to 59 years compared to both Lost Lakes and Whistler Olympic park which define their age of an adult to be anyone over the age of 19. Other facilities like Cypress and Mt. Washington define adult as being 19 to 64 years of age. The ‘Youth’ age groups are in general consistently defined as 13 to18 years of age, while the ‘Children and Younger’ category is much more broadly defined. For example, the SCRD defines ‘Children’ as being 12 and younger. Mount Washington and Cypress define ‘Children’ as 6 to12 with a ‘Toddler’ category of 5 and under, Lost Lakes designates ‘Youth’ from 4 to12 and the Olympic Park charges a flat fee for parent and children together.

27

ANNEX E

C o r p o r a t e & A d m i n i s t r a t i v e S e r v i c e s R e v i e w o f A g e G r o u p i n g s a t D a k o t a P a g e | 2 The age groupings for Dakota Ridge, as defined in the Bylaw, are the same as those in other SCRD recreation facilities. In summary, the SCRD has the same definition for age groupings at its various recreation facilities. Table 1 - Comparison of Age Groupings Facility Adult Youth Child Senior Tot Dakota Ridge 19-59

13-18 12 and under 60+ n/a

Cypress Mountain 19-64 13-18 6-12 65+ 5 and under

Lost Lakes 19+ 13-18 4-12 n/a n/a Whistler Olympic Park

19+ 6-18 n/a n/a n/a

Mount Washington 19-64 13-18 6-12 65+ 5 and under

SCRD Lifestyle Recreation

19-59 13-18 12 and under 60+ n/a

Table 2 - Comparison of Seasons Pass Fees Facility Adult Youth Child Senior Tot Dakota Ridge $120

$60 Free $90 n/a

Cypress Mountain $329

229 $209 $219 $49

Lost Lakes $266

$160 $133 n/a n/a

Whistler Olympic Park

$315 $170 n/a n/a n/a

Mount Washington $359

$291 $187 $291 n/a

SCRD Lifestyle Recreation

$614.25 $455 $364 $523.25 n/a

N:\Parks Administration\5820 Parks Reports & Statistics\5820-20 Reports & Statistics\Committee Reports\2012 Oct CSC Dakota Ridge Age Comparison Report.docx

28

SCRD STAFF REPORT

DATE: Sept 17, 2012 TO: Community Services Committee October 11, 2012

FROM: Bill Elsner, Emergency Program Coordinator

RE: Great BC SHAKEOUT

RECOMMENDATION(S) That the Board supports the third “Great British Columbia ShakeOut” drill on October 18th at 10:20 A.M. through formal registration and participation in the drill. BACKGROUND This initiative is intended to increase awareness of, and participation in a drill known as the “Great British Columbia ShakeOut”. It is being held in October so British Columbia can participate on the same date and time as California, Oregon, Central US, making it the largest earthquake drill in North America and the world. DISCUSSION ShakeOut Drill The ShakeOut BC Organizing Committee is promoting the third province-wide earthquake drill to be held on October 18th, 2012, at 10:20 am, to enhance public awareness of the earthquake hazard and encourage personal preparedness. During the drill, participants will be asked to “Drop, Cover and Hold On” for up to two minutes, in response to a simulated earthquake event. The ShakeOut BC Organizing Committee is encouraging individuals and organizations to register at www.shakeoutbc.ca to be counted in the drill, promote the drill within their community and have staff participate on drill day. SCRD Participation The SCRD’s participation in the Shakeout drill will involve the following: a) To be formally recognized as a ShakeOut BC participant, the appropriate staff will register the SCRD at www.shakeoutbc.ca, the official website for this initiative. b) The SCRD’s participation in the drill will be promoted to: increase public awareness about the earthquake threat in British Columbia, and encourage public participation through the advertisement and the distribution of promotional posters at SCRD facilities.

29

ANNEX F

of 2

c) At 10:20 a.m. on October 18th, 2012, staff in the SCRD will join other organizations around the province and North America to “Drop, Cover and Hold On” for up to 2 minutes. All participants will be asked to: 1. Drop to the ground 2. Take cover by getting under a sturdy desk or table, and 3. Hold on to it until the shaking stops. For the Directors and staff this will occur during the Planning Committee meeting. Therefore the Board will be able to demonstrate its solidarity with this effort. _____________________________________ Bill Elsner

30

SUNSHINE COAST POLICING COMMITTEE

September 10, 2012

MINUTES FROM THE SUNSHINE COAST POLICING COMMITTEE HELD AT THE SCRD OFFICES, 1975 FIELD ROAD, SECHELT, BC. PRESENT: (Voting Members) SCRD Director, District of Sechelt Alice Lutes, Chair SCRD Director. Town of Gibsons Gerry Tretick SCRD Director Area A Frank Mauro SCRD Director Area B, SCRD Chair Garry Nohr SCRD Director, Area D Donna Shugar SCRD Director, Area E Lorne Lewis, Vice Chair SCRD Director, Area F Lee Turnbull Sechelt Citizens on Patrol Ruth McLarty SC Youth Awareness Greg Russell ALSO PRESENT: Alternate Director, Area F Joyce Clegg Sechelt Citizens on Patrol Jeff Lydiatt Emergency Program Coordinator Bill Elsner RCMP S/Sgt.Herb Berdahl Crimestoppers Mary Bitroff Speedwatch John Hird SCRD Admin. Assistant Lynda Edstrom Press - CKAY Sean Eckford Press - Coast Reporter John Gleason _____________________________________________________________________________

CALL TO ORDER 9:00 AM

Introductions were made.

AGENDA

The agenda for the meeting was accepted.

MINUTES Recommendation No. 1 Minutes

The Sunshine Coast Policing Committee recommended that the minutes of the meeting held June 25, 2012 be received.

31

ANNEX G

S u n s h i n e C o a s t P o l i c i n g C o m m i t t e e m i n u t e s S e p t e m b e r 1 3 , 2 0 1 2 P a g e | 2 Recommendation No. 2 Short Term Rentals - Clarification

The Sunshine Coast Policing Committee recommended the RCMP be thanked for following up on noise complaints and asking them to forward a report to the SCRD Bylaw Officer with a copy to the Area Director when a short term rental noise issue or like complaint RCMP visit/action occurs.

CORRESPONDENCE

Recommendation No. 3 Speed Watch Reports

The Sunshine Coast Policing Committee recommended that the Speed Watch reports for July and August be received.

REPORTS

Recommendation No. 4 Monthly Crime Statistics

The Sunshine Coast Policing Committee recommended that the RCMP Monthly Crime Statistics for June and July 2012 be received.

Recommendation No. 5 RCMP Monthly Report

The Sunshine Coast Policing Committee recommended that the RCMP Monthly report be received.

• A copy of the RCMP Monthly Report was distributed at the meeting.

Recommendation No. 6 Sea Cavalcade

The Sunshine Coast Policing Committee recommended that the Mayor of the Town of Gibsons and the Sea Cavalcade organizers be contacted and asked to address issue of alcohol use and rowdiness during Sea Cavalcade.

Thank You

John Hird thanked the RCMP for contacting an elderly neighbor who had not been seen in a couple days. There was a good outcome.

The Chair also thanked the RCMP for helping an elderly acquaintance.

RCMP Musical Ride

S/Sgt Berdahl stated the RCMP Musical Ride will come to BC in 2013.

Recommendation No.7 RCMP Musical Ride

The Sunshine Coast Policing Committee recommended that the SCRD Board forward a letter to the RCMP in support of the RCMP Musical Ride performing on the Sunshine Coast;

AND THAT School District 46 be asked to forward a similar letter.

32

S u n s h i n e C o a s t P o l i c i n g C o m m i t t e e m i n u t e s S e p t e m b e r 1 3 , 2 0 1 2 P a g e | 3 NEXT MEETING

The next meeting will be held on October 29, 2012 at 9:00 a.m.

ADJOURNMENT 9:45 a.m.

33

SUNSHINE COAST REGIONAL DISTRICT DAKOTA RIDGE ADVISORY COMMITTEE

September 18, 2012

RECOMMENDATIONS FROM THE DAKOTA RIDGE ADVISORY COMMITTEE MEETING HELD IN THE CEDAR ROOM OF THE SUNSHINE COAST REGIONAL DISTRICT OFFICES, 1975 FIELD ROAD, SECHELT, BC PRESENT: Chair P. Neilon Members C. Moore R. Skene C. Robben ALSO PRESENT: Parks Planning Coordinator S. Adams Parks Secretary - Recorder G. Gelineau ABSENT WITH REGRETS: J. Mani U. Pfaeffli CALL TO ORDER 5:13 pm AGENDA The Agenda was adopted as amended to include: 9. Membership Update. PETITIONS AND DELEGATIONS MINUTES Recommendation No. 1 Minutes The Dakota Ridge Advisory Committee recommended that the minutes of the meeting held May 1, 2012 be received. REPORTS Recommendation No. 2 Summer Operations and Project Update The Dakota Ridge Advisory Committee recommended that Parks Planning Coordinator’s report regarding summer operations and project update be received.

34

ANNEX H

D a k o t a R i d g e A d v i s o r y C o m m i t t e e S e p t e m b e r 1 8 , 2 0 1 2 P a g e | 2

Sam Adams reviewed the following with the advisory committee:

• Dakota road upgrade project & parking lot expansion • New proposed sledding area • Piston Bully repairs • Potential trail expansion project- Ron walked the proposed area with an SCRD staff

member and noted that this area is stunning and will put Dakota Ridge on the map with its open 8 km touring loop and fabulous views. Sam also noted that the new proposed trails are not in the watershed. Discussion ensued regarding low cost of expenditures for the development of the proposed trail expansion.

Recommendation No. 3 Proposed Trail Expansion The Dakota Ridge Advisory Committee recommends that the planned trail expansion proceed this fall as proposed on page 20 of the 2011-2016 Dakota Ridge business plan: 4.2 Addition of Trails

In order to attract users, especially destination users, a facility needs to offer enough trails to provide two-days of skiing over different terrain. Length of trails is a critical competitive feature.

Recommendation No. 4 Review of Age Groupings for Dakota Ridge The Dakota Ridge Advisory Committee recommended that the Review of Age Groupings For Dakota Ridge report from the Parks Planning Coordinator be received; AND THAT the Community Services Committee receives the report as information only; AND FURTHER that changes not be made to the age groupings fee structure for the 2012/2013 season. Recommendation No. 5 Committee Recommendations and Requests Update The Dakota Ridge Advisory Committee recommended that the verbal update regarding Dakota Ridge Advisory Committee recommendations and requests be received. NEW BUSINESS Recommendation No. 6 2012/2013 Dakota Ridge Marketing Plan The Dakota Ridge Advisory Committee recommended that report from the Parks Planning Coordinator regarding the 2012/2013 Dakota Ridge Marketing Plan be received.

35

D a k o t a R i d g e A d v i s o r y C o m m i t t e e S e p t e m b e r 1 8 , 2 0 1 2 P a g e | 3

Opening Celebration With the current road upgrades, parking lot expansion, new sledding hill and hopefully the new trail expansion, Sam suggested that this year would be a great year to plan a ‘4th Year Official Opening Celebration’ and have it take place on the seasonal DR opening day tentatively set for Dec. 15, 2012, noting that Dakota Ridge has never had an Official Grand Opening. Discussion ensued regarding a possible second community event at Dakota Ridge to be held in January or early February 2012. Highway & Other Signage Taken from the business plan, discussion ensued regarding types, location and cost of signage to best advertise ongoing conditions at Dakota Ridge. Also, with the growing usage of Dakota Ridge, the Wilson Creek IGA Mall parking lot has been inundated with vehicles every weekend during the skiing season. Signage is required at the Wilson Creek IGA parking lot to direct vehicles up Field Road to use the SCRD parking lot as the new carpooling/staging area. NEW BUSINESS DR Advisory Committee Appointments Chair, Peg Neilson will be reviewing the Committee Tenure of the Dakota Ridge Advisory Committee to determine the new status of the current appointments and advertise to fill the two committee vacancies. A recommendation of the new appointments will be forwarded to the Oct. 11th Community Services Committee. Remove from parking lot:

• Look at snowshoe trails • Future direction and vision • Building of a volunteer booth close to trailhead on the road at the bridge to facilitate

ticket/pass checking. ADJOURNMENT 6:45 p.m.

36

MINUTES FROM THE SUNSHINE COAST EMERGENCY PROGRAM PLANNING

COMMITTEE MEETING HELD AT THE SECHELT FIRE BASE OFFICES, SECHELT, BC

PRESENT: Chair, SCEP Coordinator Bill Elsner

BC Ferries (Langdale) Maureen Darragh

Bylaw Enforcement, District of Sechelt/Deputy EPC Bruce Haynes

CKAY Radio Sean Eckford

Emergency Social Services Director Marilyn Pederson

Emergency Social Services Deputy Director Fern Keene

Fire Departments: GVFD, Chief Bob Stevens

RCVFD, Chief Bruce Searle

GM Community Services Paul Fenwick

Ministry of Transportation & Infrastructure Kirsten Fagervik

Public Works: Town of Gibsons Greg Foss

SCRD Bryan Shoji

Royal Canadian Marine Search & Rescue: Unit 12 Rob McKee

Jason Hall

Matthew Hardman Salvation Army

School District #46 Greg Kitchen

Sunshine Coast Search & Rescue Harry Almond

Vancouver Coastal Health, Medical Health Officer Dr. Paul Martiquet

Planning Secretary, Planning Dept./Recorder Tracey Hincks

CALL TO ORDER 3:04 pm

INTRODUCTIONS

Introductions were made.

AGENDA

The agenda for the meeting was accepted.

DELEGATIONS

1. Bryan Shoji, General Manager Infrastructure

Bryan gave an overview of the supply. Our water supply is at risk due to prolonged dry weather.

Effective immediately the SCRD has enacted Stage 3 watering restrictions for all Sunshine Coast

water users.We are currently in Stage 3 water restrictions - BAN ON SPRINKLING AND

OTHER WATER USE. This is the first time on the Sunshine Coast that we have gone to Stage 3.

He explained the stages of water restrictions. Chapman Lake is the main water supply source.

Edwards Lake is the backup. This year we have had 9mm of rain since July 4 and the normal

SUNSHINE COAST EMERGENCY PROGRAM

PLANNING COMMITTEE

September 26, 2012

37

ANNEX I

S u n s h i n e C o a s t E m e r g e n c y P r o g r a m P l a n n i n g C o m m i t t e e M i n u t e s S e p t e m b e r 2 6 , 2 0 1 2 P a g e | 2 rainfall is 140 mm. The SCRD draws from the top 10 feet below the surface of the lake and

Chapman is down to that 10 feet level. Two weeks ago we started drawing from Edwards Lake.

The Infrastructure Department has been working with the hatchery to make sure the fish have

enough water. They are also working on the logistics of pump placement in the lake to access

more water. Staff is working hard to get the message out to the community. The SCRD has used

radio alerts and mail drops to get the word out about the Stage 3 water restrictions. Stage 4 is

20% of our water storage (2 weeks supply). Staff is monitoring levels in the lakes to maximize

the supply. Demand has dropped 32% so there has been good compliance. Stage 4 is projected in

the next 2 weeks.

Gibsons has four wells and have an adequate supply for the lower Coast.

Gray Creek is dry, too. On a positive note, Chapman Lake is a large catchment and it recovers

rather quickly once the rain starts. Bryan had an interview with CTV today.

Bill thanked Bryan for his update.

MINUTES

Bruce Searle/Harry Almond

THAT the minutes of the Sunshine Coast Emergency Program Planning Committee meeting held

July 4, 2012 be adopted.

CARRIED

COMMUNICATIONS

A letter was received from Brian Hutchison, President; Fire Fighters Without Borders and dated

August 30, 2012. The letter was thanking the emergency program for the donated children’s gifts.

They will be delivered to El Salvador or Peru.

REPORTS

Public Information Officer (PIO) training has a couple of seats left if anyone is interested. This is

not a crisis communication course. The course covers the skills and knowledge required of an

Information Officer working at an emergency site or at a site support facility. Learn how to write

key messages and media releases; communicate effectively with the public, media, and internal

stakeholders; and utilize a variety of communication media. set up interviews draft press releases.

Let Bill know if you would like to participate.

Great BC Shake Out - October 18, 2012 is the Great BC Shake Out. Bill handed out flyers for

members to distribute and urged all to register and participate. http://www.shakeoutbc.ca/

Coastal Fire Centre Wildfire News – It is unusual for the high or extreme fire danger ratings to go

into the end of September. We are currently at our highest risk for wild fire - any fire now is going

to be very dangerous. With the water supply in danger, even a small structure fire could be

disastrous.

38

http://www.shakeoutbc.ca/

S u n s h i n e C o a s t E m e r g e n c y P r o g r a m P l a n n i n g C o m m i t t e e M i n u t e s S e p t e m b e r 2 6 , 2 0 1 2 P a g e | 3

AGENCY REPORTS

Marilyn Pederson, Director Emergency Social Services

Emergency Social Services are back to regular monthly meetings.

Sean Eckford, CKAY

CKAY is under new ownership: Vista radio group. Vista owns radio stations in Duncan,

Courtenay/Comox, Campbell River and Powell River. They will have the same level of service to

the Sunshine Coast and a local studio. Hope to have live news service on the weekends. More

resources will be brought in soon. Current owner will be joining the management team of Vista.

Vista has a company policy to be an emergency communications voice. Frequency will be same.

It will be called CKAY - Coast FM.

Matthew Hardman, Salvation Army

The Salvation Army is working on the extreme weather emergency proposal out of Saint Hilda’s

in the site which was formerly a Montessori school. He is hoping to get expanded coverage for

the homeless outreach program. The Extreme Weather Program will have a place where people

who are homeless can go and stay. He is continuing to look for Federal funding for expanded

coverage for the homeless.

Maureen Darragh, BC Ferries

BC Ferries is getting their snow plan ready while they are in the shoulder season. Back to regular

schedule soon. BC Ferries has a sewage treatment system on the property where they treat sewage

from the ships. This is the first successful salt water sewage treatment plant in North America. It

has been operating for over a year now. The Queen the Coquitlam is parked in Nanaimo. It is

good to have an empty berth in Langdale should one berth have problems. The ship-to-shore

power is not adequate to power everything on the vessel. A sitting vessel needs to run generators

which are noisy and the exhaust is noxious.

Greg Foss, Director of Public Works, Town of Gibsons.

Gibsons has lots of water to supply zones. It is possible to take potable water in a truck from a

hydrant should an emergency require it. Gibsons has 4 wells and a new reservoir. Pump times

dropped from 24 hours a day to 5 hours a day.

Bob Stevens, Chief GVFD

Gibsons Fire Volunteer Department has seven new recruits. Calls are up slightly from last year.

The 75th

anniversary bash was in August.

Bruce Searle, RCVFD

Really quiet this summer this year. There were no complaints on the beach. Roberts Creek beach

is a party beach and it was busy but people have been more aware and haven’t had any problems.

There is a fire pit that gets used regularly but they put the fire out. People may be more educated.

There also may have been more police patrols.

Harry Almond, Search & Rescue

Busy this past year. One call was for a man who went for a hike up Mount Hallowell. He went in

from the west side (access is usually up the Cairn range) got up to the top and got lost. His cell

phone worked and he was able to call 911 and talk to Search and Rescue, 2 teams went out; one on

39

S u n s h i n e C o a s t E m e r g e n c y P r o g r a m P l a n n i n g C o m m i t t e e M i n u t e s S e p t e m b e r 2 6 , 2 0 1 2 P a g e | 4 helicopter and one on foot. SCSAR assisted the RCMP and BC Coroner’s service to locate the

remains of Greg Welstead who had been missing since the spring.

The numbers of calls are increasing. To date they have had 15 call outs.

Number of person hours= 2,400 hours of searching. Search and Rescue could use more volunteers

next year.

Kirsten Fagervik, MOTI

MOTI is ramping up for winter maintenance. Not doing a lot of work with the large machinery

due to the fire danger (sparks). Work continues behind the scenes and is still very busy.

ACTION: Kirsten to find out who the electronic sign boards belong to and inquire as to

whether the SCRD could rent – should they be required for the water shortage.

MacDonald’s and Elphinstone Secondary School are options for electronic signage due to

their high visibility.

Greg Kitchen, School District #46

Elphinstone Secondary School would allow the usage of the electronic sign. The schools also

have an automated phone system where recorded messages go out to homes with children on the

Coast.

Many school containers were brought up to standard conditions with an inventory of supplies.

Some still need to be restocked. Bulk supplies will be ordered. There is an issue with bottled water

rotation. It has been recommended to use the bottled water for an event and then replace the

bottles.

Parent advisory has shown interest in School District developing a pamphlet on emergency

preparedness from a school perspective. i.e. where do we pick up our kids etc. They will work

with Bill in developing this.

He then thanked Bill for his participation in the Shake Out drill. Most schools will participate in

Shake out this year.

John Brisebois is the Principal of Elphinstone. Bill will contact him regarding the usage of the

electronic billboard.

Robert McKee, RCMSAR

Recent re-elections have determined a new Station Leader, Mark Coombs. Mark has assigned

everyone a task. Training is on a weekly basis.

Jason Hall, RCMSAR

Jason Hall is working with Drew McKee as media spokesperson and he will be attending these

meetings in the future. He is new to the RCMSAR group. He was on land SAR years ago. He

spent 8 years in Tokyo where he worked at the Canadian embassy on planning and at the UN

University where he was part of a think tank. In December joined RCMSAR.

Robert and Jason will trade off attending meetings.

40

S u n s h i n e C o a s t E m e r g e n c y P r o g r a m P l a n n i n g C o m m i t t e e M i n u t e s S e p t e m b e r 2 6 , 2 0 1 2 P a g e | 5 Dr. Paul Martiquet, Vancouver Coastal Health

There were no outbreaks in summer camps this summer. The Pertussis outbreak continues which

affects 18-22 year olds. There are low rates of immunizations in Roberts Creek. Influenza season

is coming up and we will have the vaccine at the end of October. Vaccinations will be available

for SCEP members on October 31st (next meeting). This vaccine is similar to last year and

includes H1N1. No transmission from SE Asia of the Saudi epidemic. Immunizations are

mandatory for health care providers this year. Clinic locations will be announced but most likely:

Legions, Kinsmen Hall and the senior centres.

ACTION: Dr. Paul Mariquet to organize date and location for all Emergency Responders to

be immunized. He will send info to Bill.

Bill Elsner, Emergency Program Coordinator

Bill spent his summer in Abbotsford, CSRD (Sicamous) and RDCK Nelson (Johnsons Landing

slide). These regions dealt with flooding and landslides. A state of local emergency had been

declared for these areas and residents evacuated. Bill reported he saw poor emergency program

support from several local authorities. He noted it was hard on the people who were trying to run

the emergency operations and somewhat demoralizing for workers. Some emergency personnel

were activated for 30 days straight, 14-16 hours a day. There are big challenges keeping people

going for that long of a time. Regional Districts did not want to respond to flooding. It was

difficult psychologically when responders wanted to help the public however weren’t allowed.

These issues are being discussed at UBCM.

A teleconference call with the Gary Donovan the Director General of the National Emergency

Preparedness Directorate confirmed funding cuts from Federal Government for emergency

preparedness are complete. No more JEPP Funding for Emergency Preparedness Programs or

Heavy Urban SAR (HUSAR). The defunct Public Safety Canada (PSC) is now buried in Defense

Research and Development Canada.

The latest grey confidential contact/callout list was circulated to replace the blue list.

Typhoon Freda

October 12th

is the 50th

anniversary of Typhoon Freda. Freda was a massive storm that packed

winds of 125 k/ph and caused $55 million in damage from Halfmoon Bay to Hope. For more

information go to:

http://www.vancouverhistory.ca/chronology1962.htm

http://www.islandnet.com/~see/weather/almanac/arc2007/alm07oct.htm

NEXT MEETING October 31, 2012 - SCRD Offices

ADJOURNMENT 4:09 p.m.

41

http://www.vancouverhistory.ca/chronology1962.htm

http://www.islandnet.com/~see/weather/almanac/arc2007/alm07oct.htm

STR flLE COT”(TOWN OF GIBSONS 604-88-2274474 South Fletcher Road Fax: 604-886-9735P.O. Box 340, Gibsons, B.C. VON 1VO www.gibsons.ca

September 1gth 2012

Mr. Paul FenwickGeneral Manager of Community ServicesSunshine Coast Regional District1975 Field RoadSechelt, BC VON 3A1

Dear Mr. Fenwick:

Re: Youth Outreach Worker Funding

At the Regular Meeting held September 18th 2012, Council adopted the followingresolution:

“THAT Council support the ongoing operations of the Sunshine CoastYouth Worker program via a three (3) year Memorandum ofUnderstanding with the Sunshine Coast Regional District using theexisting population based apportionment formula (census 201 1);

AND THAT the Sunshine Coast Regional District be informed of ourdecision to renew our ongoing support in this community program.”

Yours truly,

/-- /c._./ ->(

Ian C. PooleDirector of Finance

RECEIVEDSEP2 12012

SCRD.

42

ANNEX J

e heltJuly 5, 2012

Executive Assistant for Mayor and Council and CIG

Mayor John R. Henderson is pleased to announce the appointment of Ms. Jeanette

McDougall as the Executive Assistant to the Mayor and Council and Chief of Innovation and

Growth (CIG).

Jeanette will be responsible for supporting the numerous activities and duties of

the Mayor, Councillors and CIG. As well, she will coordinate their schedules, handle

correspondence and undertake various research and other projects as well as handling

various confidential matters relating to Council activities. Council correspondence, meeting

requests and invitations should be directed to her attention at the District Office, or via email

to [email protected].

Sechelt’s Coordinator of Council and Community Relations, Connie Jordison, will

continue as the primary Recording Secretary for Council as well as handling public relations

and overseeing the production of agendas for Council and public meetings.

Originally from Campbell River, BC, Jeanette brings to the District of Sechelt over

sixteen years of experience as an Executive Assistant in private industry and the public

sector. Her background includes employment in the mining, oil and gas biotech, forestry

and banking industries. She is in the process of relocating to the Coast from BC’s Lower

Mainland. Please join us in welcoming Jeanette to the Sunshine Coast.

-30-

FOR MORE INFORMATION CONTACT:

JOHN R. HENDERSON

Mayor

P)B : ch’ft, ( ØN 3’1) F O4 835 7591

43

ANNEX K

-L scF[iI Sti” ‘

• CtrUSechelt

Chamber of CommercditsT:R FILE CopyP0 BOX 360 #102-5700 Cowrie Street, Sechelt, BC VON 3A0

Phone: 604.885-0662 Fax: 604-885-0691 • email: [email protected]

BUSINESS SUPPORTING COMMUNITY FOR 65 YEARS

SCRD BoardChair, Garry Nohr1875 Field RoadSechelt, BCVON 3A1

Dear Mr. Nohr,

The Board of Directors of the Sechelt and District Chamber of Commerce are very concerned over therecent issues at the Secheit Arena. There needs to be an active ongoing solution to the Arena facilityproblems that involves the Arena being “Open for Business”.

The economic contribution to our community that comes from the Secheit Arena Is more considerablethan you may think. Daily, citizens from Pender Harbour and Gibsons come to Sechelt for Ice time,stopping for dinner, to pick up a few things and orgrabblng their major groceries while in the area. Outof town teams visiting for the day or coming for larger tourneys would be using our shops and servicesas well as accommodations. Without the arena, all of this business will be by default handed over thebusinesses Inthe Gibsoris Arena area.

It was only 2005 when we decided to increase our Recreation facilities thru a Referendum; it was veryclear at that time that the citizens of Secheit wanted to keep their Arena. It was made very clear In thereferendum wording that the Sechelt arena was to remain a part of the Recreation facilities on theSunshine Coast.

So in closing we ask you to please speed up the process on keeping the Sechelt Arena “Open forBusiness”.

Regards,

CC: Mayor and Council District of Sechelt

44

ANNEX L

COMMUNITY SERVICES COMMITTEE Thursday, October 11, …...4) Focused marketing – identified as a...

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