District Of Clearwater BC 2011 Annual Report
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Transcript of District Of Clearwater BC 2011 Annual Report
Page | 1
District of Clearwater Annual Report 2011
Page | 2
Contents
A MESSAGE FROM THE MAYOR ......................................................................................................... 4
Mayor and Council ............................................................................................................................ 5
ORGANIZATIONAL CHART .................................................................................................................. 6
PURPOSE OF THE REPORT – OUR GOALS ........................................................................................... 7
CHIEF ADMINISTRATIVE OFFICER’S MESSAGE .................................................................................... 8
Services ......................................................................................................................................... 9
Community ................................................................................................................................... 9
Our Focus .................................................................................................................................... 10
DEPARTMENT OVERVIEW ................................................................................................................ 11
ADMINISTRATION / CORPORATE SERVICES ...................................................................................... 12
2011 Highlights for Administration and Corporate Services ......................................................... 12
2012 Plans & Initiatives ............................................................................................................... 13
Grants ......................................................................................................................................... 14
Strategic Community Investment Funds Plan and Progress Report .............................................. 14
Grant in Aid ................................................................................................................................. 14
PROTECTIVE SERVICES ..................................................................................................................... 15
2011 Highlights ........................................................................................................................... 15
Fire Department .......................................................................................................................... 15
2012 Plans & Initiatives ............................................................................................................... 15
INFRASTRUCTURE S ERVICES ........................................................................................................... 16
2011 Highlights ........................................................................................................................... 16
Public Works ............................................................................................................................... 16
Public Works ............................................................................................................................... 17
2012 Plans & Initiatives ............................................................................................................... 18
PARKS AND RECREATION ................................................................................................................. 19
2011 Highlights ........................................................................................................................... 19
2012 Plans & Initiatives ............................................................................................................... 21
TRANSIT .......................................................................................................................................... 22
2011 Highlights ........................................................................................................................... 22
2012 Initiatives ............................................................................................................................ 22
PLANNING & DEVELOPMENT SERVICES ........................................................................................... 23
Building & Development Services ................................................................................................ 23
2011 Highlights ........................................................................................................................... 24
2012 Plans & Initiatives ............................................................................................................... 24
Page | 3
ECONOMIC DEVELOPMENT & GROWTH MANAGEMENT ................................................................. 25
2011 Highlights ........................................................................................................................... 25
2012 Plans & Initiatives ............................................................................................................... 25
FINANCE.......................................................................................................................................... 26
Financial Services ........................................................................................................................ 26
2011 Highlights ........................................................................................................................... 27
2012 Initiatives ............................................................................................................................ 27
Property Tax Comparisons ........................................................................................................... 28
2011 Revenues and Expenditures Distribution ............................................................................. 29
Permissive Property Tax Exemptions for 2011 ............................................................................. 30
2011 GOALS, OBJECTIVES AND ACTIONS – 2011 & 2012 .................................................................. 31
BYLAWS AND POLICIES TO BE COMPLETED ...................................................................................... 35
FINANCIAL STATEMENTS ................................................................................................................. 36
CONTACT INFORMATION ................................................................................................................ 37
Page | 5
May
or
and
Co
un
cil
Mayor and Council
Mayor John Harwood (centre) Councillors: Ken Kjenstad, Gord Heisterman, Jon Kreke
Shelley Sim, Barry Banford, Merlin Blackwell
It is the Mayor’s duty to chair meetings of Council, hold ex-officio membership in all Council Committees and all bodies to which Council has the right to appoint members. The rules governing the conduct of the meetings are outlined in the Council’s Procedure Bylaw and Robert’s Rules of Order.
Regular Council and Committee meetings are open to the public. Agendas are available at the Municipal Hall or on the District’s website www.districtofclearwater.com. In-Camera meetings are held as per Section 90 of the Community Charter where necessary.
Declarations of Disqualification made under Section1 11 of the Community Charter for the year 2011 In accordance with Section 98 (2) (e) of the Community Charter, the District of Clearwater advises that there were no disqualifications under Section 111 of the Community Charter for the year 2011.
An elected Council, comprised of a Mayor and six Councillors governs the District of Clearwater. Under the Community Charter the Council has the authority to set budgets, levy taxes, and establish policies to guide the growth, development and operations of the District for the benefit and protection of it citizens. The powers of Mayor and Council are exercised through the adoption of resolutions or enacting bylaws at regularly scheduled Council meetings.
Regular Open Council meetings are on the first and third Tuesday of each month and hold only one meeting in July and August at 7:00 p.m. in the Council Chambers at 132 Clearwater Station Road. At 5:00 p.m. Preceding Regular Council meetings are Committee of the Whole meetings, these committees are comprised of Economic Development, Finance and Audit, Infrastructure and Parks and Recreation.
Elected in November 2011, these Council members will serve until November 2014.
Page | 6
ORGANIZATIONAL CHART
Organization Chart
Mayor John Harwood
and Council
Mike Smith (.50)
Fire Chief
Roger Mayer
Rec Facilities Supervisor
Rob Griffiths
Maintenance Foreman
Bob Behan
Operations
Lead Hand
Heather Wurm
Tammy Rutsatz
Accounting
Clerks Volunteer
Fireman
15
Rec Facilities
Attendants
Don Pendergast (.06)
Elijah Wicks/
Joe Timms
Casual/on-call
Bryan Lipp
Maintenance
Worker
Margaret Anne
Proulx
MV/ICBC Clerk Wayne Wysoski (.02)
Maintenance
Guy Holland
Deputy Fire Chief
Leslie Groulx
Chief Administrative Officer
Concession Staff (5)
Skate Patrol (2) Seasonal
Lisa Jensen
Katie McArthur (.02)
MV/ICBC Clerks
Theresa Affleck
Custodian (.012)
Citizens of Clearwater
Sheila Thiessen
Director of Finance
Lynne Frizzle
Legislative Assistant
Penny Harper
Receptionist/File Clerk
Page | 7
PURPOSE OF THE REPORT – OUR GOALS
The Community Charter requires that all BC municipalities publish an Annual Report with municipal objectives for the past, current and future years and on the progress that the municipality has made in meeting those objectives. Though there is no prescribed format for these reports, there are reporting guidelines. The report explains the foundation of the District of Clearwater’s success – our values, goals and people. It contains information that will outline what we have been able to achieve over the past year and what we plan to accomplish in 2012. The report outlines the departments within the municipality;
Highlights of major projects achieved during the year,
2012 Plans and Initiatives
Statistics,
Permissive tax exemptions, and
Audited financial statements.
For more information on the District of Clearwater please visit: www.districtofclearwater.com
Pu
rpo
se o
f th
e R
ep
ort
– O
ur
Go
als
THE ADVENTURE STARTS HERE….
Page | 9
1.
Services
The District of Clearwater provides the following services:
Bylaw Enforcement;
Cemetery;
Development Services:
Planning,
Subdivision Approvals,
Zoning Amendments,
Amendments to the Official
Community Plan,
Development Permits, and other
Development Permit applications;
Economic Development & Tourism
promotion;
Emergency Management;
Fire Protection;
ICBC/Motor Vehicle Appointed Agent;
Parks and Recreation:
North Thompson Sportsplex,
Community Parks,
Ball Diamonds,
Healthy Living Well Program;
Public Works:
Water System,
Sewer System,
Dykes,
Facilities maintenance etc.
Roads (September 2013)
Street Lighting;
Transit Service.
Community
The District of Clearwater is situated on the Yellowhead Highway #5, approximately 125 km north of Kamloops at the gateway to the world famous “Wells Gray Park”. The largest community in the Upper North Thompson Valley, the community spans over 5,447 hectares of land and approximately 247 hectares of foreshore and land covered by water. Clearwater is a vibrant community of approximately 2,331 people and is the main centre for business, financial and government services in the North Thompson Valley. As the main gateway to Wells Gray Park on route to Jasper, it is also a hub for providing services and supplies to the travelling public.
Clearwater is a thriving community with an economy based in forestry, tourism, retail and agriculture, with tourism experiencing significant growth as travelers from around the world flock to the wilderness that surrounds the community.
Municipal Hall is where the primary tasks of running municipal government are carried out. The Municipality is committed to ensuring that citizens receive excellent customer service from everyone working on their behalf. The staff is committed to service excellence. The Community offers a safe and peaceful environment that includes all the amenities of a sustainable community including education, health care and recreational opportunities. Education is available from kindergarten to Grade 12 with post-secondary opportunities also available through Thompson Rivers University. The community has its own hospital and medical clinic that services the surrounding area. Emergency services include a Volunteer Fire Department, RCMP Police detachment, BC Ambulance Service, Search and Rescue operation and Emergency Social Services. Recreational opportunities abound in the area with up to date facilities and some of the most spectacular scenery and wilderness in the world. Current infrastructure, which includes an extensive water system and a newly constructed sewage lagoon, is capable of serving an ever-increasing population. Other services include financial, legal, realty offices, and over 300 other businesses.
Dis
tric
t o
f C
lear
wat
er
Page | 10
Our Focus
Having integrity, honesty, reliability, accountability, awareness, openness, transparency;
Providing good customer service, treating others with respect, having empathy for others;
Protecting our environment, being fiscally responsible, promoting a “can do” attitude;
Being innovative, progressive, current, visionary, forward thinking, dedicated, accommodating, fair;
Having fun, being passionate and energetic, educated, knowledgeable, valuing employees and each other.
1. Ensuring organization capacity and
effectiveness
o Building core foundation with
staffing, bylaws and policy
development;
2. Achieving operational excellence
o Operational Health and Safety
Program, Emergency Management
Response and Operations &
Maintenance Manuals for the
water system, Community capacity
building through development of
community partnerships and
relationships;
3. Strengthening District infrastructure and
managing assets
o Water and sewer upgrades,
infrastructure master plan,
development of roads systems,
green energy, and more;
4. Managing Growth and Community
Development
o Official Community Plan,
Development Procedures and
Subdivision Servicing Bylaws.
o Community Economic
Development Strategic Plan
(CEDSP) focusing on forestry,
tourism, agriculture and healthy
living initiatives;
5. Ensuring Financial resilience
o Currently the District is in a sound
financial position with sufficient
reserves and surpluses.
Ou
r Fo
cus
To ensure Clearwater is the “Best place to live, work and play”
while maintaining a socially, culturally, economically and environmentally sustainable
community.
MISSION STATEMENT
OUR CORE BELIEFS AND VALUES
GOALS AND OBJECTIVES
Page | 11
DEPARTMENT OVERVIEW
Financial Services
Dep
artm
ent
Ove
rvie
w
Information Technology
Infrastructure
Services
Planning and Development
Protective Services
Corporate and
Community Services
Page | 12
ADMINISTRATION / CORPORATE SERVICES
2011 Highlights for Administration and Corporate Services
Ad
min
istr
atio
n /
Co
rpo
rate
Ser
vice
s
In 2011 the District amalgamated the CAO and Corporate Administration positions. The Administration department has 3 full time employees and is responsible for guiding and overseeing the work of all department managers in the delivery of municipal services on behalf of the elected Council. Administration is also responsible for soliciting and providing advice and information to Council a full range of legal and policy matters. It is important to understand that it is Council that sets corporate policies, enacts bylaws and regulations, and approves the annual budget.
Administration continues to encourage positive, mutual partnerships and respectful relationships with all District stakeholders. Corporate Services is responsible for processing all business as it relates to the Council, performing all statutory requirements as required under the Local Government Act and the Community Charter. The Administration Department encourages open communication with the community to create a better understanding and appreciation of the Council’s role, its policies and its statutory responsibilities.
Other responsibilities:
Co-ordinate all local government elections and other voting opportunities
Provide advise with respect to Council procedures, policies, and functions;
Administer and process all request to access information through the Freedom of Information and Protection of Pricy Act
Store and maintain all vital records of the municipality such as agreements and bylaws;
Execute all legal documents on behalf of the District;
Provide administration support to Committee of the Whole and Council and recording secretarial support for the various advisory bodies;
Administer and coordinate events specific to District functions.
Oversee the following departments: Public Works, North Thompson Sportsplex, Parks and Recreation, Economic Development and Planning and Development
Strengthen relationships with external agencies, community stakeholders and Provincial and Federal Ministers
Continued a positive with the Simpcw First Nation to enhance our relationship and discuss common interests
Continued to implement Council’s Strategic Priorities
Council engages Clearwater Secondary School in Local Government Awareness Week,
Adopted 16 Bylaws and 6 District Policies
Managed 2011 Elections for Municipal Council and assisted with TNRD Area A Elections
Continued implementation of the records management system for all departments
Prepared various leases, contracts and Letter of Agreements
Staff job descriptions
Page | 13
2012 Plans & Initiatives
2012 Plans and Initiatives
Administration:
To ensure efficient use of the Council’s time to conduct business by coordinating staff input, public input and council consideration of issues before the District,
To continue to maintain excellent working relationships with staff, external agencies, community stakeholders and Provincial and Federal ministries,
Complete 2012 Strategic Planning,
Complete CUPE Union Negotiations,
To develop and present a Staffing Plan,
Design and execute a Community Satisfaction Survey,
Develop and administer Occupational Health & Safety Program Manual
Customer Service:
To provide excellent service to our clients, customers, and the citizen of Clearwater,
Continue to work towards improving tracking and handling of complaints,
Continuous improve for service delivery,
Develop and distribute a Community Newsletter
Corporate Services:
Provide all relevant information in a clear and concise manner with appropriate recommendations and options in order that Council may make an informed decision, adequately notify the public of the resulting decision,
Ensure that the records of the District are secure and managed in accordance with the requirements of the provincial legislation,
Provide the public with the maximum permitted access to District records,
Develop and implement electronic records management system for all departments,
Coordinate a revamp of the District’s website,
Continue reviewing and updating inherited bylaws from the Clearwater Improvement District and the Thompson Nicola Regional District,
Develop and implement a Continuity Plan for the Districts administration office and all departments
Ad
min
istr
atio
n /
Co
rpo
rate
Ser
vice
s
Page | 14
Grants
Towns for Tomorrow Grant for UV Disinfection System (Provincial) $400,000
Roads Strategic Plan Grant (Provincial) $145,000
Infrastructure Master Plan (Provincial) $14,100
Micro-hydro feasibility study (SIBAC) $20,000
Canada Day grant (Heritage Canada) $2,000
Age Friendly planning grant (UBCM) $17,600
Green Energy Scan (SIBAC) $15,000 Value: $610,000
Fuel Management Program (Federal / Provincial) Value: $897,000
Pee Wee Girls BC Championship Hockey Tournament
Food Bank – Christmas Hampers
Rotary Club Mayday Parade
Clearwater Secondary School Pac Speaker Presentation
Clearwater Community / Business Online Directory (CSS)
Clearwater Elks #499 Programs Value: $4,200
Ad
min
istr
atio
n /
Co
rpo
rate
Ser
vice
s
The Council works with staff to identify the programs and infrastructure suitable for available grant programs, the following are grants approved in 2011.
The Council continues to focus on the sustainability of the District programs and infrastructure in the face of increasing demands and uncertain funding, recognizing it is NOT prudent to rely solely on grant dollars to maintain growth.
Grant in Aid
The Council recognizes the value to the community of local clubs, groups, non-profit organizations and charities under Policy 2008-02 the District provides guidelines for grant in aid funding applications to Council. Council approved the disbursement of grant in aid funds for the following projects in 2011:
Strategic Community Investment Funds Plan and Progress Report
1. SCI Funds received
Date Received Use Amount
April 4, 2011 General Government Services $228,586
June 30, 2011 General Government Services $328,919
Total Received $557,505
2. SCI Funds intended use, performance targets and progress made
Intended Use Performance Target Progress Made
Use funding to stabilize tax rates
To minimize tax increases in 2011
With the SCI funds Council was able to ensure that the 2011 tax rates were a minor increase over 2010 tax rates
Page | 15
PROTECTIVE SERVICES
Pro
tect
ive
Serv
ices
Fire Department
The District of Clearwater has a part-time Fire Chief, a maintenance worker and 15 on-call volunteer fire fighters. The Clearwater Volunteer Fire Department engages in mutual aid agreements with Blackpool and Vavenby Fire Departments.
The Fire Chief overseas the operation of the Clearwater Volunteer Fire Department with the provision of providing services for the protection of lives and property from fire hazards. Providing a comprehensive fire prevention and suppression service, the Fire Department is complimented by a Deputy Fire Chief, Captains, 2 Safety Officers and 11 firefighters.
Main Responsibilities:
Administration,
Burning permits,
Commercial and residential fire alarms,
Wildfire and bush fires with District boundaries,
Carbon monoxide, gas and miscellaneous calls,
Equipment maintenance,
Schools programs
Other responsibilities:
Perform fire prevention, inspection and fire investigations,
Implement fire evacuation to public buildings.
Provincial forestry backup,
Suppression, rescue, mutual aid, haz mat awareness response, first responder, disaster planning, fire prevention, public awareness,
Weekly training sessions for volunteer fire fighters,
Follow incident command procedures.
Fire Hall Upgrades – 5 year plan
Develop Fire Service Inspection Policy and implement Fire Inspections
Joint Partnership for Co-Terminus Fire Services
Purchase AED and train team on the use
Secure a “live fire practice” site
Continue Safety Training with the Schools
2012 Plans & Initiatives
Addition of Locker Room
Quarterly reporting to Council
All active members received First Aid Training
Participated in District Celebrations – Canada Day and Canoe Regatta
Purchase Turn out gear
Partnered in the District’s Fuel Management Program
Fuel Management Open House
Skills Training and Evaluation for basic recruitment
2011 Highlights
Page | 16
INFRASTRUCTURE S ERVICES
Public Works
The Public Works department has two full time employees and 2 part-time/on-call employees. The department provides technical support, upgrades and maintenance for the District’s infrastructure and capital projects in consultation to the Districts engineers The operate the District’s water and sewer treatment and distribution system, maintain fire hydrants, District facilities, and are responsible for Riverview Cemetery, burials and cremations. The Public Works Department ensures the delivery of potable water to the community and maintains the water treatment and distribution system. This includes one gravity system (Russell / McDougall / Hashcheak Creek watershed) and 2 Wells.
The department experienced a challenging year implementing Conditions of Permit for the Water System through directives by Interior Health Authority.
Other responsibilities:
Reviews servicing of development and subdivision applications
Manages Capostinsky Ball Park
Receives and executes applications for water and sewer service connections
Infr
astr
uct
ure
Ser
vice
s
Temporary Cemetery Committee establish guidelines for Columbarium
Brochure developed for Columbarium Services
Volunteer committee to do spring cleanup
2011 Highlights
Cemetery
Page | 17
Public Works
General
Sewer
Water
Fire Hydrants – 3 installed
LGMA Teamworks program – a complete review of the functions of the Public Works Department
Implement a maintenance tracking system for work scheduling, work orders, maintenance to vehicles, monitoring of water and sewer usages and maintenance
Full inventory of the public works tools and equipment
Pave cutline’s in the various municipal roads
Strawberry Flats sewer Service investigation
Completed a comprehensive report on a SCADA Monitoring System for the District’s sewer and water infrastructure
Improved water sampling program
Removal of the beaver dam on Russell Creek
Ultra Violet Disinfection System –design
Line painting of centre and fog lines
Initiated Fire Hydrant mapping program
Washroom and new fence at Capostinsky Park
Chlorine Analyzer installed at Reservoir
Infr
astr
uct
ure
Ser
vice
s
Page | 18
2012 Plans & Initiatives
General
Sewer
Water
Flushing Sewer Main
Maintenance program for the sanitary sewer services
Feasibility Study on sanitary sewer expansion to Dutch Lake area residents
Apply for a grant to expand the sanitary sewer system to Dutch Lake residents
Phase 1 of a 5 phase installation program for the SCADA control system on the water and sewer facilities
Partner with the Thompson Nicola Regional District for the submission of a grant to design and install for a Septic Receiving Plant
Installation of standalone water testing stations
Installation of 8 Fire Hydrant
Russell Creek Water System UV Upgrades
Water Conservation Plan
New Water License Application for gravity feed system
Maintenance Management Plan and Operation Manual
Emergency Response Plan
Phase 1 of Leak Detection Survey
Cleanup of the public works yard and cemetery
Upgrades to Capostinsky Ball Park o dugouts, red scale sand, o weed control on warning track and fence line,
Roads Investment Strategy
Infrastructure Master Plan
Hwy #5 / Clearwater Village Road Access Plan
Dike Review and Assessment
Signage on all Public Works Facilities
Infr
astr
uct
ure
Ser
vice
s
Page | 19
PARKS AND RECREATION
2011 Highlights
Par
ks a
nd
Rec
reat
ion
The District of Clearwater has something for everyone; this is especially true in our community parks. Experiences can range from tot parks to cultural to natural this reflects the District’s commitment to family and our natural heritage. There are 10 community parks, 8 of which are developed. The District also has a sports arena which encompasses hockey, figure skating and curling, this is maintained by District staff. A contractor maintains the myriad of park amenities including playing fields, playgrounds, picnic areas, beaches, docks, memorials and the salmon viewing platform. A full range of accessible recreational opportunities are available for all ages and stages of life within the District. The District is committed to providing diverse and accessible recreational opportunities that will contribute to the holistic health and well being of the community. A Community Recreation (Outreach) program was developed as a follow-up to the District’s Living Well Program which was initiated in 2009 and operated intermittently over the past couple years. The Clearwater Secondary School is the main centre for offering the programs resulting in increased programs and registration. This has had a positive effect for Clearwater Secondary School by attracting many citizens that haven’t traditionally used the school facility.
Recreation Programming (contract coordinator in partnership with Secondary School)
Completed a Recreation programming Needs Assessment survey
8 programs offered from November 23, 2011 to December 16, 2011 with 66 participants (as of May 2012 there have been 429 participants)
Pilot program included the following with youth and adults participating: o Yoga for youth o Floor hockey o Resistance training and
conditioning o Christmas baking exchange
o Christmas light tour o Youth Week Committee o Clearwater CAN o Smoking Cessation Program
North Thompson Sportsplex (maintained by District staff)
Ice rentals January to March - 714 hours, 11% increase from 2010
Hosted a variety of tournaments throughout the winter, spring and fall season
Provincial Female Peewee Championships with an approximate economic spin off of $350,000
Figure Skating Carnival and Christmas Exhibition and a test day
2 Curling Bonspiels
Minor hockey registrations up by 12%.
Raft Mountain Skating Club ice rentals up 35%.
Offered a course for Building Service Worker
2 weekend Hockey Camps in September
Offered free family skating nights sponsored by Community Businesses
Raft River Parents Advisory Council received a $7,000 grant from the Community Forest to start a “learn to skate program” for Raft River and Vavenby elementary Schools.
Capital projects completed – electrical panel replaced, washroom expansion, arena boards
Submitted grant application for Community Recreation – expansion of the Arena
Page | 20
Community Parks
2011 Capital Projects
District Community Parks (maintained by a parks contractor):
Chad Memorial Park
Dutch Beach Park
Raft River Viewing Park
Reginald Small Park
Rotary Sports Park
Weyerhaeuser Pioneer Park
Wyndhaven Park
Park Drive Park (undeveloped)
Fawn Park (undeveloped)
Ball Diamond – Capostinsky Ball Park:
Slo-Pitch Tournaments
Minor Ball holds several games and teams compete in the provincials throughout the province
Capostinsky Ball Park – Washroom renovations, heightening of fence
Dutch Lake Beach - sand
Reginald Small Park – Concrete Picnic Table
Rotary Sports Park – concrete picnic table
Wyndhaven Park - Swing Set Replacement
Clearwater Center Plan Flower Beds upgraded
Par
ks a
nd
Rec
reat
ion
Page | 21
2012 Plans & Initiatives
Community Recreation:
Further enhance and expand the recreation programming under the Healthy Living component
North Thompson Sportsplex
Expansion of the facility with 5 new dressing rooms o Services installed for expansion, Arena boards replacement
Community Parks:
Slo-Pitch Tournaments
Minor Ball holds several games and teams compete in the provincials throughout the province
Skate 8 Clinic held at Rotary Sports Park
Swimming Lessons hosted by CRC Capital projects:
Capostinsky Park:
Player Benches in dugouts,
red ball sand,
Sterilize warning track and fence line Dutch Lake Beach Park,
18x20’ float, Bampton Signage Raft River Viewing:
Stain platform Rotary Sports Park:
Update concession ,Sealant for Skate Park Weyerhaeuser Pioneer Park:
Stain planks on bridge; frame playground area; new at Risk Sign Wyndhaven Park:
rock retaining wall, pea gravel P
arks
an
d R
ecre
atio
n
Page | 22
TRANSIT
In partnership with the Thompson Nicola Regional District (TNRD) and BC Transit, the District of Clearwater contracts transit services through Yellowhead Community Services. Two primary services are provided as outlined below:
2011 Highlights
2012 Initiatives
Tran
sit
Vavenby-Kamloops Social Bus: Operating Thursdays and connecting citizens of the North Thompson valley with health care and other services offered only in Kamloops.
Regular Community Transit: Has scheduled local runs five days per week.
Social bus continuation with partnership funding from TNRD, United Way and Wells Gray Community Forests
Pilot bus run for Saturday’s to Farmers Market and Dutch Lake Beach
Pilot bus run to Wells Gray Provincial Park for tourism
New signage at bus shelters
Increased promotion of service through Facebook, Website, newspaper and newsletter.
Page | 23
PLANNING & DEVELOPMENT SERVICES
Building & Development Services
Planning and Development are provided under contract by the Thompson Nicola Regional District. Planning takes a lead role in land use planning and many of the inspection and permitting processes for the District. The principal functions of the Planning Department are:
Building Inspection, planning, and Bylaw Enforcement,
The building inspection function addresses residential, commercial, institutional and industrial building construction within the District.
Other responsibilities:
Administration of development application and current planning;
Provide council with advice on planning matters;
Develop policies pertaining to land use;
Official Community Plan
Investigate complaints about possible violations of municipal bylaws and enforce these bylaws;
Administer the BC Building Code and ensure that all buildings in the District are constructed to the standards of the Building Code;
Process applications for development permit and development variance permits, rezoning and Official Community Plan amendment, temporary use permit, Agricultural Land;
Process all building, and plumbing permits
Pla
nn
ing
and
Dev
elo
pm
ent
Serv
ices
Building: At $2.8million building permit values up in Clearwater over 2010. While total construction values show some fluctuation from year to year, the number of building permit values are relatively stable.
Year # of Permits Value/Mil 2008 67 $4.5 2009 35 $2.9 2010 27 $2.2 2011 28 $2.8
2011 Application Type # Applications Agriculture Land Reserve 1 Rezoning 1 Official Community Plan 1 Development Variance Permit 2 Subdivision 4
Page | 24
2011 Highlights
2012 Plans & Initiatives
Reviewed and processed 9 development applications
Continued to work towards the completion of the Official Community Plan
appointed an Approving Officer
Amended Development Procedures Bylaw
Produced Development Procedure Brochures o Sub-Divisions Guide & Application o Re-Zoning and OCP Amendment Guide & Application o ALR Guide & Application o Floodplain Exemption Guide o Temporary Use Permit Guide & Application
Continued to improve and process efficiently all land use planning applications
In August 2011 renewal of Development Services Contract with TNRD.
Launch a complete Development Bylaw, Subdivision & Development Services Bylaw, Development Cost Recovery Bylaw
Continue to implement Corporate Climate Action Planning Initiatives
Update Development Services public information on the website
Completion and adoption of the Official Community Plan
Continue to review, process and approve development applications
Continue to work towards assisting citizens in finalizing their building permits
Pla
nn
ing
and
Dev
elo
pm
ent
Serv
ices
Page | 25
ECONOMIC DEVELOPMENT & GROWTH MANAGEMENT
2011 Highlights
2012 Plans & Initiatives
Completed a Community Economic Development Plan
Designed and distribution of a Visitor Guides
Worked with North Thompson Valley communities and BC Hydro to expedite construction of long term sustainable power supply in the Valley
Meetings with Ministers at UBCM o improve access to Trophy Mountain meadows and Clearwater River Roads o development of speed limit issue and proposed roundabout off Hwy 5 o Development of long term plans for the Info Centre
Funding to complete a Green Energy Scan in partnership with SIBAC, District of Barriere, TNRD Area A, B & 0
Micro-Hydro power generation feasibility study.
Initialize Business Retention and Expansion Program
Continue to work with outside organizations such as Community Futures, Ministry of Job Innovation and Tourism, Clearwater Employment Services, Clearwater & District Chamber of Commerce, Yellowhead Community Services
Continue to work with the Provincial government on the McLure to McBride Economic Pilot Project
Maintain a membership with Economic Development BC
Continue to liaison with resource based industry leaders
Continue to implement goals and objectives for the Community Economic Development Plan
Development Age Friendly Assessment Plan
Development of an Agriculture Land Use Inventory
Continue to work towards a higher standard of internet and broadband access
Presently, the community is actively pursuing new light and major industry and commercial ventures; we are no longer primarily a single industry community. Clearwater abounds with outdoor recreation opportunities, fully serviced residential and commercial properties and, most importantly, a community prepared to encourage new business enterprise. In partnership with TNRD Area A, the District funds Tourism Wells Gray to manage tourism and marketing for Clearwater. The purpose of the association is to represent the tourism industry within the District of Clearwater and Wells Gray Country. Tourism Wells Gray is committed to overseeing the development and direction of tourism and to increase the value of tourism to the economy within Wells Gray Country and the broader North Thompson Valley region. Forestry, tourism, retail and agriculture form a diversified economic base for the area. Forestry is the dominant industry; however tourism is expanding the quickest. The phenomenal growth of tourism is characterized by a substantial increase in tourism based businesses throughout the area and the recognition as a destination vacation spot. Agriculture, though small in scale still represents a substantial importance to the local economy and food security in the area.
Eco
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Dev
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ent
& G
row
th M
anag
emen
t
Page | 26
FINANCE
Sheila Thiessen – Director of Finance
Financial Services
The Financial Services department has 3 full-time employees within finance and 2 full time employees and 1 part time employee with Motor Vehicle/ICBC.
The Financial Services department’s responsibilities and authority are legislated by the Community Charter, provincial and federal statutes and municipal bylaws.
These responsibilities include stewardship of municipal assets including investments, tangible capital assets and liabilities, through Financial Planning, reporting and risk management.
The Financial Services department works with all other departments in order to provide timely, relevant and accurate information for reporting and decision making.
Fin
ance
Other responsibilities include:
Ensuring IT services are functional and
effective
Filing all necessary progress and claim
reports for projects that are funded by
grants
Preparing all statutory financial reports
required
Administration of
o Transit
o Noxious Weed Program
o Riverview Cemetery
o Motor Vehicle and ICBC Office
o Driver licensing and Motor Vehicle
Insurance
Protecting the District’s financial position
by monitoring investments, reserve and
debt levels
Motor Vehicle/ICBC receiving an Award of Excellence
Page | 27
2011 Highlights
2012 Initiatives
Update of phone system to include conference capabilities
MV/ICBC office recognized with an Award of Excellence for accuracy and customer service
Recruited and trained new staff member in MV/ICBC due to retirement
Director of Finance kept up to date on municipal finance requirements and issues by
attending Government Financial Officers professional development sessions.
Updated Payroll setup and processes
Streamlined HST reporting process
Held tax sale
Established accounting processes to track reserve funds
Work with all departments to develop a District asset management and long term capital
planning process.
Provide council with relevant information in relation to funding priorities for capital
projects and replacement and refurbishment of infrastructure.
Establish a process and timeline for developing the 5 year Financial Plan in an efficient and
effective manner.
Refine and streamline Financial Software applications and processes.
Online Purchase Orders
Utilizing new technology to reduce paper output
Review Utility user fees to ensure security and sustainability of water and sewer systems
Continuous improvements in Customer Service through staff training and streamlining
processes
Research and report to Council on Business licensing process
Review purchasing policies and supplier contracts to maximize the value received
Develop and implement systems for Climate Action Reporting
Review and document all Finance Department processes to ensure that they are effective
and efficient
Develop IT maintenance plan and update hardware and software as required
Working with Southern Interior Weed Management Committee
Inventory noxious weeds within District
Develop policies and plans to eliminate and maintain noxious weeds inventory
Riverview Cemetery
Establish electronic recordkeeping system
Update Cemetery Bylaw
Establish a schedule maintenance program, including working with Yellowhead
Community Services and the Challenger program
Plant trees using funds received from Trees Canada Grant
Fin
ance
Page | 28
Property Tax Comparisons
Fin
ance
The chart shows the property taxes and utilities paid on an average single family home in the District of Clearwater for 2011 and 2010. Property Taxes Property taxes are calculated using a mil rate multiplied by the assessed value. The only rate that the District of Clearwater sets is the Municipal Tax rate. Council, during the budgeting process makes an effort to ensure that property taxes are reasonable and fairly distributed amongst the property classes. In this example the municipal taxes paid on this property went up 5.6%, this was due to an increase in both the mil rate and the assessed value of the property. Services provided by the municipality with these taxes include:
General operating and administration
Parks and Recreation
North Thompson Sportsplex
Planning and Economic Development
Public Works
Fire Protection
Street Lighting
The municipal tax portion makes up 40% of the tax bill. The other 60% is taxes collected for other authorities. The other authorities that the District of Clearwater collects taxes for are;
School Taxes
Regional District
Provides solid waste management, library, E911,
emergency preparedness, mosquito control, and
other services
Regional Hospital
Provincial Police, BC Assessment and the
Municipal Finance Authority
Funds for Utilities are maintained separately as Water and Sewer Funds. There are two types of charges for each utility. The first is a parcel tax and this is a flat rate charged on every parcel of land within the respective service area. The second is the user fees and these are a variable rate based on the type of service and charged only on those properties that are hooked up to the system. The rates for Utilities did not change in 2011.
2011 2010 Change
$ $
Assessment
185,500
177,500 4.5%
Municipal Tax
572
542 5.6% Other Authorities
School Tax
436
433 0.7%
Regional District
301
318 -5.2%
Regional Hospital
43
41 4.2%
Police Tax
59
52 14.6% BC Assessment/MFA
12
12 -2.3%
Subtotal
851
855 -0.5%
Total Taxes
1,423
1,397 1.8%
Utilities
Water
Parcel Tax
80
80 0.0%
User Fees
240
240 0.0%
Sewer
Parcel Tax
30
30 0.0%
User Fees
255
255 0.0%
Total Utilities
605
605 0.0%
Page | 29
2011 Revenues and Expenditures Distribution
General Government
43%
Water 8%
North Thompson Sportsplex
13%
Planning and Development
21%
Protective Services
5%
Transportation 4%
Parks and Recreation
3% Sewer 2%
Public Health and Welfare
1%
2011 Expenditures
Government Grants
38%
Property Taxes 35%
Sale of Services
20%
Shared Services
5%
Other Revenue
2%
2011 Revenue Sources
Fin
ance
Page | 30
Permissive Property Tax Exemptions for 2011
Under the Community Charter, a municipal council may provide for tax exemptions (known as permissive tax exemptions) for properties belonging to charitable, philanthropic or other nonprofit organizations. The Community Charter indicates that the Annual Report must include a statement of the exemptions granted in 2011, and the amount of property taxes that would have been imposed on the property if it were not exempt for that year. The following properties were granted exemptions in 2011:
Legal Description
Civic Address
Organization
Value of Permissive Exemption
Lot 42, Plan 13657, DL 5040
72 Taren Drive Benevolent and Protective Order of Elks Clearwater Lodge #499
$1,276.01
Lot 1, Block 1721,
495 Sunshine Valley Road Central North Thompson Rod and Gun Club $1,912.34
Lot A, Plan 26029, DL 2622
556 Dunn Lake Road Clearwater Ski Club $7,985.20
Lease 342064 556 Dunn Lake Road Clearwater Ski Club $1,037.91
Lot 3, Plan 34141, DL 3856
423 Hydro Road Dennis Ellah/Martin Dowds/William Miller (Kingdom Hall of Jehovah Witnesses)
$601.81
Lot 1, Plan 4889, DL 2620
24 E Old North Thompson Highway
Evangelical Free Church of Canada $596.04
Lot A, Plan 27173, DL 1719
144 Evergreen Place Evergreen Acres Senior Citizens $7,885.89
Lot 1, Plan 30487, DL 1719
146 Evergreen Place Evergreen Acres Senior Citizens $3,243.34
Lot 2, Plan 33856, DL 2620
40 Old North Thompson Highway
Freshwater Fisheries Society of BC $5,087.82
Lot B, Plan 33001, DL 1719
664 Clearwater Village Road Guru Tegh Bahadur Sikh Temple $304.39
Lot 3, Plan 24642, DL 1720
324 Grant Road Roman Catholic Bishop of Kamloops $678.56
Lot 1, Plan 25222, DL 1680
257 Glen Road Royal Canadian Legion Branch #259 $7,206.86
Lot 1, Plan KAP 70712, DL 1719
612 Park Drive Yellowhead Community Services Society $7,904.58
Page | 31
2011 GOALS, OBJECTIVES AND ACTIONS – 2011 & 2012
Progress Report
GOAL What have we accomplished (2011) What we will be doing (2012)
1. Ensuring organization capacity and effectiveness:
Strategic Planning
Process Continual review of corporate strategic priorities
Ongoing review of corporate strategic
priorities
Citizen engagement
Interview and survey citizens for input on the
Community Economic Development Plan
Held Open House for public input into Fuel
Management Program
Hold Open house for roundabout
Survey and input on development of Age
Friendly Plan
Stakeholder involvement on Forestry
Working Group
Develop and initiate customer satisfaction
survey
Continue excellent
working relationships
with Senior levels of
government
Met with Provincial Ministers during the 2011
Union of BC Municipalities Convention
Met with Federal MP on emergent issues
Proactively scheduled meetings with Member of
Parliament, MLA’s, and Ministers on emergent
issues, ie: the proposed Roundabout, back country
roads issues, ongoing physician shortage, and
related medical service delivery issues, and
ongoing power needs for the valley
Meeting with Provincial Ministers during
the 2012 Union of BC Municipalities
convention
Continue to liaison with Provincial Ministers
and Federal MP on emergent issues, ie: as
ongoing physician shortage, much needed
power source for the valley, a nd the
continual erosion of government services
CUPE Union/
Management Team
Established CUPE Union/DOC Management Team
CUPE Contract
Negotiations
Completed Job Descriptions for Inside / Outside
Workers
Commenced contract merger
Complete CUPE contract negotiations
Research of options to improve the
employee benefit plan completed. Bring
report to Union members and Council
Emergency Planning
Held table top scenarios to enable training of local
stakeholders with regard to responding to
emergency situations within the community.
Activated an Emergency Operation Centre during
dangerous goods spill
Investigate expanding roll of Emergency
Planning by implementing Neighbourhood
Emergency Response Persons program
Page | 32
2. Achieving operational excellence
Meet Conditions of
Operating Permit for
Water Source (IHA)
Completed the following:
System Classification – EOCP
Ensure certified Operators for the system
Water Quality Monitoring and Sampling Program
Reporting – monthly, annual
Develop and implement the following:
Operation & Maintenance Manual /
Schedule
Emergency Response Plan – Water
Cross Connection Control Program
Water Source
Applied for grant to complete Infrastructure
Master Plan – water source included
Complete Infrastructure Master plan to
include securing a long term domestic water
source for the community.
Roads Management
Program –
September 2013
Review options for road maintenance program –
work on Road Strategy with consultant
Research options for managing roads
network and prepare report for Council.
Accessible Municipal
Hall and community
Businesses
Applied for an accessibility grant for handicap
access to municipal hall
Continue to research grant opportunities for
creating a handicap accessible facility
Lease of School
District property
Finalized lease of School District property for
Rotary Sports Park and North Thompson
Sportsplex use
Research and develop a shared use
agreement with School District #73 for use of
school facilities
3. Strengthening District infrastructure and managing assets
Septage handling for
Clearwater area
Work towards a solution for septage receiving
program
Partner with TNRD to apply for grant to
construct a septage receiving plant at the
District’s lagoon location
Research easement options on Canfor
property to access plant
Dutch Lake
Improvements Land acquisition and beach upgrade completed. Promotion of Bampton trail and concept plan
Screening at
Wastewater
Treatment Plant
Research and evaluate adding a screening system
to wastewater treatment plant to screen out solids
before they enter system.
Propose to implement screening system
with septage handling plant
Expansion of District
Utilities
Initiate discussion on where the community wants
to go with expanding water and sewer services
Complete study for sanitary sewer expansion
Apply for grant to expand sewer service to
Dutch Lake areas
Sportsplex Upgrades Submitted a grant application for the expansion of
5 new dressing rooms for the complex
Upon grant award will complete Engineered
drawings and prepare the grounds in 2012
for completion of expansion in 2013
Fire hydrant replacement program
3 hydrants replaced in 2011
Standpipe #48 on Musgrave Rd
Standpipe # 8 on Weber Rd
Standpipe # 56 on Wadlegger Rd
8 hydrants scheduled to be replaced in 2012 2012 Planned:
NTSP expansion
Standpipe - #38 on Lake Summit,
Worbey / Norfolk Road
Dutch Lake Subdivision area
Clearwater Station Road (front of Rooted by the River)
Camp two – Eco Depot 2011 Outstanding
Harby Road
Clearwater Ski Hill
Page | 33
4. Managing Growth and Community Development
GOAL What have we accomplished (2011) What we will be doing (2012)
Official Community Plan (OCP) update
Consultation with the Steering Committee, consultant and the public for a revamp of the OCP Bylaw
Complete referrals to stakeholders (TNRD, MOE, TRANS, etc.) for comment. After 1st reading of bylaw, OCP will be presented to the public and final adoption of OCP Bylaw
Core trail identification, develop trail standards
Community Economic Development Strategic Plan
Finalized and adopted Community Economic Development Strategic Plan (CEDSP)
Initiate goals and objectives of the CEDSP:
Establish Forestry Working Group
Apply for Age Friendly Planning Grant
Establish an Age Friendly Advisory Committee
Complete Agriculture Land Use Inventory
Climate Action Change
Commenced identification of the District’s community action plans into the Official Community Plan
Initiated a Green Energy Scan to determine what is possible for the reduction of GHG’s
Implement green energy initiatives at the Sportsplex
continue work towards implementing the District’s corporate and community actions towards reduction of GHG’s through implementing policy statements in the OCP
Participate in BC Hydro’s Community Energy Emissions Program (CEEP)
Evaluate District facilities for reduction measures on GHG’s
Fuel Management Program (Job Opportunities)
Finalize fuel management program treatment areas,
Submit final grant reporting to CAF/UBCM
Community Wildfire Protection Plan (CWPP)
Finalize and adopted CWPP
Submit grant reporting for program to UBCM
Interior Health Land Exchange
Continue to work with Interior Health to complete land exchange process
Continue to work with Interior Health to complete land exchange process
Seniors Housing Project Assisted in establishment of 10 new units at
Evergreen Acres
Continue to work with Provincial agencies to establish additional seniors housing in the community
Community to Community Forum (C2C)
Held Non-Timber forest products – C2C with Wells Gray Community Forests, / Simpcw/District
Attended two C2C Forums – one hosted in Clearwater
Grant report submitted to UBCM
Host C2C Forum in Clearwater with key stakeholders in attendance – BC Hydro and Yellowhead Mines
Continue to develop working relationships with Simpcw
Event Planning/Social
Wellness
Continued to host local events by facilitating
and providing guidance in planning events for
the Community, such as Canada Day, Canoe
Regatta, Winter Fun Days, Simpcw First Fish
Ceremony, Healthy Living, May Day Parade
Continue to host the Clearwater Canoe
Regatta, Canada Day, Winter Fest celebrations
Continue to partner with Simpcw – First Fish
Ceremony, and Raft River School Program
Continue to work with Rotary Club – Mayday
Celebrations
Living Well
Program/Sports
Programming
Partnership with School District No. 73 to offer
healthy living activities
Partner and Implement a Community
Recreation Healthy Living Program
Partner with TNRD to contract a Sports
Coordinator
UNESCO World Heritage Park Designation
In partnership with TNRD Area A and Tourism Wells Gray investigate where Wells Gray Park is in the process to receive UNESCO World Heritage Park designation – what is the role of local government
ON HOLD due to lack of funds and resources
Page | 34
Business Communication
Implementing the Business Retention and Expansion Program – complete individual interviews with business community
Participate in regional discussions and Economic Development Association of BC (EDABC)
Worked with potential investment groups ie: Yellowhead Mines, Canadian BioCoal, Imperial Metals, etc
Participated in the Bio Energy Conference in Austria
Ongoing communication with Chamber of Commerce, and business community
Ongoing work to engage in Trade’s Investment programs
Continue to investigate bio energy initiatives for District facilities through P3 partnerships
Tourism Marketing Provided funding to Tourism Wells Gray Continue to provide funding for Tourism Wells
Gray
Doctor recruitment
Continue to work with Interior Health representatives toward attracting doctors and other health care professionals to Clearwater
Ongoing liaison with IHA and community physicians
Attended Rural Physician Conference
Partner with Success by Six on initiatives
Partnered with Success by Six on “Family Friendly Business” program
Continue to work with Success by Six
Business Licensing
Research Provincial Government regulations and bylaws from other municipalities and prepare a report for Council’s consideration.
Food Coalition
Continue to work with Food Coalition to promote use and sale of locally produced food
Food Action planning Committee – completed a Food Action Network website
Develop a food action Charter
5. Ensuring Financial Resilience
GOAL What have we accomplished (2011) What we will be doing
(2012)
TNRD Contracts
Renewed TNRD contracts for Building
Inspection, Planning, and Bylaw Enforcement
through economies of scale
Evaluation on TNRD contracts for Building
Inspection, Planning, and Bylaw Enforcement
Report on Budget
Cutbacks
Completed report on budget cutbacks for the
North Thompson Sportsplex hours of
operation versus user hours and Public Works
for efficiencies
Initiate further efficiencies in Public Works
Department
Restructuring of staffing
With retirement of staff, a staffing plan for
restructuring senior staff was complete
Teamworks program to review public works
function of efficiencies
Present Staffing Plan for restructure to
Council for consideration
Maintaining relevant,
timely and accurate
financial records
Worked with Auditors and Financial Software
providers to complete transition to new
Financial Software package.
Work with Auditors and financial software
providers to maintain and update financial
data records to meet standards and statutory
requirements in a cost effective way.
Page | 35
BYLAWS AND POLICIES TO BE COMPLETED
DRAFT OPERATIONAL BYLAWS
2011 2012
Fees & Charges Prepare draft bylaw and report for Council to
include all fees and charges imposed in the District
Draft bylaw that encompass all fees and charges
within the District
Use of Streets & Roads
Research Provincial Government regulations
and bylaws from other municipalities re use of
streets & roads, including signs, abandoned
vehicles, etc. and prepare draft bylaw and
report for Council. Get input on bylaw from
Ministry of Transportation & Infrastructure
representatives and RCMP. After 1st draft of
bylaw adopted by Council, present to public
Board of Variance
Develop Board of Variance bylaw to review
development application appeals. Appoint
members to Board.
Cemetery
Research Provincial regulations re cemeteries
and re-draft existing bylaw to include updates
Development Approval
Procedures Bylaw
Research Provincial Government regulations
and bylaws from other municipalities re
development approval procedures and prepare
draft bylaw and report for Council. After 1st
draft of bylaw adopted by Council, present to
public
Subdivision Services Bylaw
Research Provincial Government regulations
and bylaws from other municipalities re
subdivision servicing and prepare draft bylaw
and report for Council. After 1st draft of bylaw
adopted by Council, present to public
Development Cost
Charges Bylaw
Research Provincial Government regulations
and bylaws from other municipalities re
development cost charges and prepare draft
bylaw and report for Council. After 1st
draft of
bylaw adopted by Council, present to public
Computer use policy
Draft policy to protect privacy of information
contained in computer programs
Internal Policies and
Procedures
Establish written policies and procedures for
handling internal affairs such as procedures for
financial controls/audit, accounts
payable/receivables process, human resources
policies, NTSP operation, etc.
Occupational Health and
Safety Program
Commenced the development of an Operational
Health and Safety Program Manual Complete the OH&S Program manual
Page | 37
CONTACT INFORMATION
Co
nta
ct In
form
atio
n
ICBC / Motor Vehicle Agent 132 Station Road Box 157, Clearwater BC V0E 1N0 Phone (250) 674 2733 Fax: (250) 674 2731 North Thompson Sportsplex 428 Murtle Crescent Clearwater V0E 1N1 Phone: (250) 674 2143 [email protected] www.norththompsonsportsplex.com
District of Clearwater 132 Station Road Box 157, Clearwater BC V0E 1N0 Phone (250) 674 2257 Fax (250) 674 2173 [email protected] www.districtofclearwater.com Building Inspector (250) 377 8673 Inspection Request Line (250) 377 7076 Fire Department Phone (250) 674 3733 Fax: (250) 674 3021 [email protected]