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D I S T R I C T OFfissionON THE FRASER

1

Regular Council AgendaJanuary 4, 2010 — 6:30 p.m.

Council Chambers8645 Stave Lake Street, Mission, BC

1. PROCLAMATIONS

(a) January 2010 as "Africa Awareness Month" Page 4University of British Columbia Africa Awareness Initiative

2. DELEGATIONS AND PRESENTATIONS

(a) Fraser Health AuthorityRe: Mission Memorial Hospital Services

3. ADOPTION OF INFORMATIONAL ITEMS

(a) Correspondence from Town Square Working Group Page 6Re: Update to Council

(b) Release of Information from Closed Council Meeting held on Page 7December 15, 2009

(c) Annual Report on Free Tipping of Litter at the Mission Landfill Page 8

(d) Mission Institution Report — November, 2009 Page 9

(e) Minutes of the Downtown Coalition Meeting held on October 13, 2009 6

(f) Minutes of the Abbotsford/Mission Water & Sewer Commission Pagë 18Meeting held on November 12, 2009

(g) Minutes of the Downtown Revitalization Task Force Meeting held on Page 21October 27, 2009

4. RESOLUTION TO RESOLVE INTO COMMITTEE OF THE WHOLE

5. ENGINEERING AND PUBLIC WORKS

(a) Minutes of the Downtown Revitalization Task Force Meeting held on Page 23November 17, 2009

6. PLANNING

(a) Rezoning Application R09-012 (District of Mission) — Proposed TextAmendments to Zoning Bylaw 5050-2009

(b) Request for Extension — Rezoning Application R08-007 (Worthy) —.7613 and 7655 Peterson Street, and 32477 — 7 th Avenue

Page 25

Page 37

Regular Council AgendaJanuary 4, 2010

(c) Minor Amendment to Mission Community Heritage Commission Page 40Revised Terms of Reference

(d) Affordable Housing Workshops — Information to Council Page 49

7. ADMINISTRATION AND FINANCE

(a) Administration and Finance Committee Meeting Recommendations Page 53

(b) Administration and Finance Committee Meeting Recommendations Page 57(Administrative Fees and Charges Bylaw 4029-2007)

(c) Proposed Write-off of Property Taxes, Utilities, Penalties and Interest Page 64

(d) Grant Request — Mission Arts Council Page 66

(e) Municipal Grants in Aid Policy FIN.19 Page 68

(f) City of Burnaby Page 77Re: Correspondence to the Solicitor General concerning the Police

Records Information Management Environment (PRIME)

8. RESOLUTION TO RISE AND REPORT

9. ADOPTION OF COMMITTEE OF THE WHOLE REPORT

10. BYLAWS

MOTION: That the readings of all bylaws included in the Bylaws section of theJanuary 4, 2010 regular council agenda be approved as listed.

(a) District of Mission Highway Closing and Undedication (Highway Adoption'11 Eastern Bypass) Bylaw 4094-2008

(b) District of Mission Zoning Amending Bylaw 5105-2009-5050(2) First and Second(R09-012 — District of Mission) — a bylaw to add clarity and Readingsupdate the recently adopted Zoning Bylaw

(c) District of Mission Council Procedures Amending Bylaw 5108- First, Second and2009-3694(10) — a bylaw to clarify the procedure for adopting

Third Readingsbylaws

(d) District of Mission User Fees and Charges Amending Bylaw First, Second and5110-2009-4029(1) — a bylaw to add an administrative user fee Third Readings

11 MINUTES

(a) Regular Council Meeting — December 7, 2009 Page 84

(b) Regular Council Meeting (Public Hearing) — December 14, 2009 Page 100

12. OTHER BUSINESS

13. CHIEF ADMINISTRATIVE OFFICER'S REPORT

14. MAYOR'S REPORT

2

Regular Council AgendaJanuary 4, 2010

15. COUNCILLOR'S REPORTS ON COMMITTEES, BOARDS, AND ACTIVITIES

16. QUESTION PERIOD

17. ADJOURNMENT

3

December 17 th, 2009

Mayor and councilors,

District of Mission,

Box 20,

Mission, BC V2V 4L9

• DISTRICT OF , .iSSON D t 2

Date Ack'd Da a Di. '•Oil .

Date Scannedi. e CategoryAI .

,

Fiie Folder N _ _

koctArrATioDi .2MC.To: f+itayor you • MayorRB a DH ❑ Exempt II COWOther 0 L-- -'Pm- - n IRRanrt to nn■Al rIntorrnito^, n Reply for Mayors Sic

L

UNiVE.RSiTV OF BRMS'r COLUMBIA. AFRICA, AWARENESS INTIATFVE111C-6138 STUDENT UNION BOULEVARD • VANCOUVER, BC V6T 1Z1PHONE: 778.320,7273 • www.africaawareness.ca

4

:..:,uested By MIT E7ln Response to Council Follow 14:

Dear Mayor James Atebe and Council,

Re: Proclamation for Africa Awareness Week in January

Every year Canadians are invited to take part in the feStivities and events that honourthe legacy of black Canadians, past and present, during Black History Month.

This is a time to celebrate the many achievements and contributions of blackCanadians who, throughout history, have done so much to make Canada the culturallydiverse, compassionate and prosperous nation we know today. It is also anopportunity for the majority of Canadians to learn about the experiences of blackCanadians in our society, and the vital role this community has played throughout ourshared history.

We here at the University of British Columbia Africa Awareness Initiative have been atthe forefront of creating awareness of the African experience to students and faculty atthe university and in the Greater Vancouver area. Accordingly, since 2002 we haverecognized January as Africa Awareness Month by having a week of events on ourcampus. The UBC Africa Awareness Initiative thus respectfully requests yourproclamation of January 2010 as Africa Awareness Month in the District of Mission.

We would be grateful to receive notification of approval of this proclamation. To thisend, we have enclosed a draft 'Proclamation' for your reference.

If we may provide any additional information, please contact the undersigned at yourconvenience by cell-phone at 778-329-7273 or by email [email protected] .

Sincerely,

Felix Riede OderaVP-FINANCEUBC Africa Awareness Initiative111C-6138 Student Union BoulevardUniversity of British ColumbiaVancouver, BC V6T 1Z1

Proclamation

To: Mayor James Atebe, District of Mission

January 2010

WHEREAS: The University of British Columbia Africa Awareness Initiative is a student-run

organization whose mission statement is:

"INVOLVING AFRICA IN THE CREATION OF GLOBAL CITIZENS"

AND WHEREAS: The UBC Africa Awareness Initiative provides a forum for BritishColumbians to learn about the experiences of black Canadians in our society, and the vital rolethis community has played throughout our shared history;

AND WHEREAS: Black History Month celebrates the involvement of black people and theirachievements, during which fellow Canadians have an opportunity to learn more of the blackpeople's experiences;

AND WHEREAS: We applaud and commend the citizens of British Columbia, the faculty andstudents of the University of British Columbia for their dedication and commitment to thecourses of Africa Awareness Initiative, and wish them continued success;

THEREFORE: proclaim that the month of January be observed as "Africa Awareness Month"in the District of Mission. I further urge all citizens and establishments to give the UBC AfricaAwareness Initiative the greatest possible support.

5

Let's make the world a better place for all of us!

December 16, 2009

Members of CouncilDistrict of Mission

As we approach the holiday break the Town Square Working Group has an update foryour benefit to assure you we are on target with the Rain Garden project at 7 tn Ave andGrand.

At the time of approval it was understood the project would be constructed in threephases of which the first is now completed. It consisted of clearing the lot of hardsurface, excavating, placing soil and planting the trees and large shrubs. Preliminaryelectrical wiring was in place to be covered with soil.

This phase has been completely paid for by donation of funds and/or of labour,equipment and material.

As we move into January we will proceed with phase two which will see the designingand building of the Kiosk for the interpretive center. The material for this and thetimbers for the path edging, also to be done as first weather allows, is already committedby donation. The placement of the boulders will be completed as well as weather co-operates.

The final phase will be the planting of the lower shrubs and groundcovers along with thecompletion of lighting for the trees, pathway and Kiosk. The pathway will be topped upwith crushed granite and amenities put into place.

We have funding in the bank sufficient to complete these final phases and should there befurther need for funds for incidentals we have sources that have indicated they would bewilling to contribute

It has been a very rewarding experience for all of us working on the project. Publicresponse has been very encouraging and we feel confident this green space will be ofconsiderable value to the community. A grand opening in the Spring will top it off.

We wish you all a healthy, happy holiday season and look forward to good thingshappening in Mission in 2010 and beyond.

Barb StrachanOn behalf of the Town Square Working Group

6

7

Corporate AdministrationMemorandumM

DISTRICT OFission

ON THE FRASER

To: Chief Administrative Officer

From: Executive Assistant

Date: December 15, 2009

Subject: Policy STR.25

At the December 14, 2009 closed council meeting, the following resolutions were adopted and releasedfrom closed council:

RESOLVED: That the last section of policy STR.25 Snow Plowing be amended by:

1. Adding the heading Exceptions above the last paragraph that starts with the words "Given thatthere are resource'..."

2. Adding the following words as article d) "Clearing of snow on Florence Lake Road, except as may berequired under Priority # 1 Override."

RESOLVED: That council request BC Housing to advertise and undertake a public open house to be held atthe Grand Street Lodge, and

That following the open house, a Good Neighbour Agreement be prepared and registered at the Land TitleOffice

Page 1 of 1

MemoFile Category: PRO.DOM.LANFile Folder: General


From: Environmental Coordinator

Date: December 15th , 2009

Subject: Annual Report on Free Tipping of Litter at the Mission Landfill

At its December 18 th , 2006, meeting, Council approved the provision of free tipping tocommunity groups performing litter cleanups at staff's discretion. While the Mission Adopt-a-Block Society is the most visible of the volunteer litter groups, there are many other parties whoare active for the benefit of the whole community. These include the RCMP and Quad ClubVolunteers, the Woolly Buggers Fishing Club, Wadell's Group Home, the Stave Valley SalmonidEnhancement Society and the Stave Valley Heritage Society.

From January 2009 to the date of this report, Adopt-a-Block dropped off 3.89 tonnes of litter,whfle the total weight of litter dropped off by all other community groups combined was 2.36tonnes. The Quad Club's cleanup of illegally dumped materials around the Stave Lake areaadded another 2.54 tonnes of heavier-gauge garbage, for a total of 8.79 tonnes of litter andillegally dumped materials.In comparison, last year's Adopt-a-Block total was 4.0 tonnes of litter, while the total weight ofmaterials dropped off by all other community groups combined was 4.49 tonnes for a total of8.49 tonnes.

Community Group 2008 2009

Adopt-a-Block 4.0 tonnes 3.89 tonnes

Other Community Groups — Illegally Dumped Items & Litter 4.49 tonnes 4.9 tonnes

Jennifer MeierEnvironmental Coordinator

F:\ENGINEER\J Meier\Memos\Free Litter Tipping 2009.doc

8

PAGE 1 OF 1

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MMSI WARDEN PAGE 02/08

9

DISTRICT OF MISSION REPORT

NOVEMBER, 2009

Enclosures:

• District of Mission Public Safety Committee Report

• Definitions

• Major Offence Profile

• institutional Program ming and Community 'Involvement

Vcase ingt/private/ccm-clIdDistrict of Mission Report Enclosures

CORRECTIONAL SERVICE OF CANADAMISSION INSTITUTION

DISTRICT OF MISSION PUBLIC SAFETY COMMITTEE REPORT2009

STATISTICAL INFORMATION UP TO AND INCLUDING THE LAST DAY OF EACH MONTH

711tj:,,:11.5yInside Institutional Count 272 274 276 278 276 276 274 279 273 272 271

Number of Inmates at Outside Court 0 0 1 0 0 0 1 0 0 0 0

Number of Inmates at Outside Hospital 0 0 0 0 0 0 2 1 0 1 0Number of Inmates on Bail 0 0 0 0 0 0 0 0 0 0

Number of Inmates U.A.L. (1 since 1973) 1 1 1 1 1 1 1Number of Inmates on Temporary Absence 0 0 0 0 0 0 0 0 0 0 0

Total Number of Inmates at Mission 273 275 278 279 277 277 278 261 274 274 272

Imanommmistunnmexim 123 123 126 127 129 131 130 130 129

Admitted by SuspensionRevocation

'Figure does not include Medical Ten -Tenant Abunoes

Number ofof individual Escorted Temporary Absences' for the month. 1 0 2 1 2 0 2 3 2 2 1Number of Inmates on an Unescorted Temporary Absence during the month. 0 0 0 1 1 1 0 0 1 1Number participating in the Perimeter Work Clearance Program for the month. 3 3 1 2 2 2 2 1 2 2 2Number of Inmates participating in the Work Release Program for the month. 0 0 0 0 0 0 0 4 4 0 0

1 1 1 2 1 1 3 40 0Transfer Out to Maximum Security 111 0 2 2 0 0 5 12Transfer Out to Medium Security

4 2 5 1 16 2 0 4 3Transfer Out to Minimum Security 60 00 0 0 0 0 0Transfer Out to Other (Provincial, etc.) 0

4 3 2 1 12 1 4 3 7Transfer In from Maximum Security13 6 8 64 4 3 2Transfer In from Medium Security

0 0 1 1 2 3 12 0 2Transfer In from Minimum Security0 0 00 0 0 0 0 0 0Transfer in from Other (Provincial, eta) 0

1 3 18 5 8 7 2 3 8 2Transfer In from Multi-level Security1 25 2 6 2 3 2 5 4Transfer In from RRAC 3

3 6 4 87 2 6 7 8511 4 5 3 5 4 52 3 6

Day ParoleFull Parole 0 0 0 1 1 0 0 1 0 0 0

Statutory Release 11 9 5 13 4 9 10 8 12 9 7Warrant Expiry 2 2 2 0 1 1 0 1 1 1 1

Death 0 0 0 0 0 0 0 0 0 0 0Bail 0 0 0 0 0 0 0 0 0 0

U.A.L. 0 0 0 0 0 0 0 0 0 0 0Court Ordered Release 0 0 0 0 0 0 0 0 0 0 0

12/14/2009 11:00 6048264319

MMSI WARDEN PAGE 04/08

11

DEFINITIONS

BAIL

Bail is an option for the courts or poke to consider, in some cases, where an offender may be able to be released onconditions, rather than being detained 41 custody prior to court appearance, Bail is also known as Judicial Interim Release.

TEMPORARY ABSENCES AND DAY PAROLE

Temporary Absences (TAs) and Day Paroles allow the temporary release of offenders from institutions in order to accessprograms and services available in the community. All provincee/territories operate TA programs, and TM may be grantedfor personal development, medical, compassionate, employment, administrative, parental or family-related reasons. Inmost cases, TA's are utilized for pre-parole preparation and planning.

TA's are either escorted (ETAs) or unescorted (UTAs). Typically, ETAs are not longer than eight hours and UTAs mayrun from 8 hours to 60 days. The type of offence and sentence length determines whether the Correctional Service ofCanada or the National Parole Board has authority to issue TAs. In simplistic form, the National Parole Board determinesall TAs for offenders serving Life sentences and for other violent offences that resulted in serious harm to the victims. TheWarden, as the head of the releasing institution, retains complete responsibility for the final clearance of offenders beingreleased on TAs and provides a written recommendation to the N.P.B. when they possess the legal authority.

As a general rule, all offenders are eligible for E.T.A,s the moment they commence their federal sentences. In practicehowever, very few offenders will receive authorization for TM early within their sentence, with the exception of TAs formedical and compassionate purposes. As a general rule, medical and compassionate TAs are escorted by what isdetermined as a security escort (two officers who possess and utilize restraint equipment). However, for other types ofETAs, the offender is usually escorted by one officer only. Variations in the level of security exist and is determined byassessing the level of risk the offender poses to the public.

In terms of offenders eligibility for UTAs, this is determined by legal calculations of eligibility and varies from one offender toanother depending on their sentence length. In the case of offenders serving a Life sentence, UTA eligibility is calculatedas three years before their full parole eligibility date.

Federal offenders may qualify to participate in work release programs outside of the correctional institution for a specifiedperiod of time. These type of releases could see a single offender going out to work as well as groups of offenders.However, they are usually escorted by at least one officer. In addition, UTAs may be granted to allow offenders toparticipate in personal development programs or community service projects. UTAs are generally granted for a maximumperiod of 15 days, although if the UTA is for participation in a personal development program, it may be extended to.60days, renewable.

Day Parole is a flexible form of release that provides an opportunity for correctional officials to employ gradual release,preparing the inmate for release on full parole and allowing the inmate the opportunity to participate in community-basedprograms and become readjusted to life outside the institution.

Federal offenders, with the exception of those inmates in preventive detention or serving indeterminate sentences, areeligible for day parole six months prior to their parole eligibility date . or after having served six months of their sentence,whichever is longer. The majority of the inmates on day parole reside in community-based facilities operated by theprovincial and federal corrections services or by private agencies on contract with the Correctional Service.

FULL PAROLE

Full Parole is a program of conditional release that allows inmates to serve a portion of their sentence in the communityunder supervision. Inmates are generally eligible for full parole after serving one-third of their sentence or seven years,whichever is shorter. Under the Corrections and Conditional Release At enacted in 1992, however, sentencing judgeshave the authority to set the parole eligibility for offenders convicted of violent and serious drug offences at one-half ratherthan one-third of the Sentence. In such cases, the period until parole eligibility cannot exceed ten years. Federal inmatesserving Life sentences are eligible for parole consideration after seven years in confinement, dated from the day theoffender was arrested and taken into custody. The exception to this are situations in which an offender is serving a Lifesentence with a mandatory minimum sentence. For example, a First Degree Murder conviction carries a mandatory 25years confinement before parole eligibility.

STATUTORY RELEASE

Statutory Release has its origins in an amendment to the Parole Act in 1970, which created a mechanism to provideassistance and control during the offenders readjustment to life in the community for inmates who had been denied parole.In contrast to parole, statutory release involves the release of offenders from the institution after serving two-thirds of theirsentence, with the remaining one-third being served under supervision of the National Parole Board in the community.

Inmates released under statutory release are supervised by parole officers and must abide by mandatory and any additionalconditions set by the NPB that are deemed necessary to successfully manage the offender's risk in the community. Aviolation of the conditions can result in suspension and revocation and return to the institution where the offender may haveto serve the remainder of his sentence.

Inmates can be Detained by the NPB and thus not released on statutory release. However, it has been determined in lawthat offenders have the right to be released after serving two thirds of their sentences and thus, to detain en offender, theremust be significant grounds to establish that the offender would constitute a grievous threat to the community, or anymember thereof, If released. Following completion of their sentence, (Warrant Expiry Date), these inmates are releasedinto the community without any supervision or assistance. However, recent changes in the Corrections and ConditionalRelease Act have made provisions to allow for the supervision of some offenders beyond' their Warrant Expiry datesHowever, the changes in this law are not retroactive to offenders currently serving sentences and will likely involve a verysmall group of offenders determined to be extremely dangerous,

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MMSI WARDEN PAGE 05/08 12

Correctional Service of Canada

PROTECTED B

Major Offence ProfileOffenders profile at the specified site and proportion for each major offence

MISSION INSTITUTION

TRAFFIC IN NARCOTIC 1 0.37%

OBSTRUCT PUBLIC/PEACE OFFICER 1 0.37%

OBSTRUCT PUBLIC/PEACE OFFICER 2 0.73%

UNLAWFULLY AT LARGE 1 0.37%

FAIL TO ATTEND COURT - UNDER/RECOG 1 0,37%

RAPE 3 1.10%

ESCAPE LAWFUL CUSTODY 1 0.37%

FAIL TO COMPLY W/COND OF UNDER/RECOt3 1 0.37%

FAIL TO COMPLY W/COND OF UNDER/RECOG 5 1.83%

SEX INTER W/FEMALE U/14 1 0.37%

SEXUAL EXPLOITATION - TOUCH 1 0.37%

NON CAPITAL MURDER 2 0.73%

FIRST DEGREE MURDER 7 2.56%

SECOND DEGREE MURDER 6 2.20%

MANSLAUGHTER 1 0.37%ATTEMPT MURDER 1 0.37%FIRST DEGREE MURDER 24 8.79%

'SECOND DEGREE MURDER 53 19,41%

MANSLAUGHTER 2 0.73%

ATTEMPT MURDER 1 0.37%

ADMINISTER NOXIOUS THING - ENDANGER 1 0.37%

OVERCOME RESISTANCE - CHOKE 1 0.37%

OVERCOME RESISTANCE - ADM DRUGS 1 0.37%KIDNAP - HOLD FOR RANSOM 1 0.37%

DANGEROUS OPERATION OF MOTOR VEHICLE 1 0,37%IMPAIRED DRIVING - CBH 1 0,37%OPERATE MV WHILE DISQUALIFIED 1 0.37%UTTER THREAT TO CAUSE DEATH/HARM 1 0.37%

ASSAULT - USE OF FORCE 2 0.73%ASSAULT - USE OF FORCE 2 0.73%

ASSAULT WITH A WEAPON 4 1.47%

12/14/2009 11:00 6048264319 MMSI WARDEN PAGE 06/08

ASSAULT CAUSING BODILY HARM 1 0.37%

AGGRAVATED ASSAULT 6 2.20%

ASSAULT PEACE OFFICER 2 0.73%

SEXUAL ASSAULT 6 220%

SEXUAL ASSAULT WITH WEAPON 2 0.73%

SEXUAL ASSAULT CAUSING BODILY HARM 3 1.10%

AGGRAVATED SEXUAL ASSAULT 1 0.37%

FORCIBLE CONFINEMENT 3 1.10%

ROBBERY 1 0.37%

THEFT OVER 1 0,37%

THEFT UNDER 3 1.10%

ARMED ROBBERY 1 0.37%

ROBBERY 1 0.37%

BREAK ENTER W/INTENT 7 2.56%

BREAK ENTER AND COMMIT 10 3.66%

DISGUISE WITH INTENT 1 0.37%

POSS PROP OBT BY CRIME-OVER 7 2.56%

FOSS PROPERTY OBTAINED BY CRIME - UNDER 1 0.37%

FRAUD OVER 1 0.37%

FRAUD UNDER 1 0.37%

ATTEMPT 1 0.37%

MISCHIEF IN RELATION TO OTHER PROP 1 0.37%

ATTEMPT IND OFFENCE 1 0.37%

ATTEMPT SUM CONV OFF 1 0.37%

CONSPIRE TO COMMIT MURDER 4 1.47%FAIL TO COMPLY W/PROB ORDER 1 0.37%PROVINCIAL STATUTES 1 0.37%

OFFENCE UNDER MOTOR VEHICLE ACT - B.C, 1 0.37%

CAUSE DEATH BY GRIM NEGL - ALL OTHERS 1 0.37%

MANSLAUGHTER - ALL OTHERS 13 4.76%AU MURDER - USE FIREARM 2 0.73%ATT MURDER - ALL OTHERS 1 0.37%

CBH W/INT TO WOUND - AIR GUN OR PISTOL 1 0.37%SEXUAL ASSAULT WANEAPON - ALL OTHERS 2 0.73%

SEXUAL ASSAULT CBH ALL OTHERS 2 0.73%SEXUAL ASSAULT- PARTY TO OFFENCE- OTHERS 1 0.37%

AGG. SEXUAL ASSAULT - ALL OTHERS 2 0.73%KIDNAP - UNLAWFULLY CONFINE - ALL OTHERS 2 0.73%KIDNAP - HOLD FOR RANSOM - ALL OTHERS 2 0.73%

13

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ROBBERY - USE FIREARM 2 0/3%

ROBBERY - ALL OTHERS 25 9.16%

FAIL TO COMPLY W/ PROBATION ORDER 5 1.83%

POSS. SCHEDULE I SUBSTANCE 1 0.37%

POSS. SCHEDULE I SUBSTANCE 1 0.37%

POSS SCHEDULE 11 SUBSTANCE 1 0.37%

POSS SCHEDULE II SUBSTANCE 1 0.37%

POSS SCHEDULE 1/11 SUBST FOR PURP TRAFF 3 1.10%

UNLAWFULLY IN DWELLING HOUSE 1 0.37%

B E & COMMIT - NOT DWELLING HOUSE 1 0.37%

PERSONATION W/INT TO GAIN ADVANTAGE 1 0.37%

ASSAULT WITH A WEAPON 1 0.37%

Total Number of Offenders: 273

14

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PAGE 08/08 15

November 2 — The National Substance Abuse Program and the Aboriginal OffenderSubstance Abuse Program started. Both programs commenced with 10 participants.

November 7 — The Charity Chess Tournament was held at the institution. Thistournament has been run for 4 years. There were over 50 participants that included bothinmates and outside guests, some of which travelled from as far as Kelowna. Donationsraised are given to the John Howard Society who then donates the money to a group ofunderprivileged children at Christmas time This group of children get together andbowl, have pizza and even get a visit from Santa. Proceeds are raised throughout theyear at the institution are donated by both the Chess Club and the Lifer's Group, thisyear donations reached approximately $1000_00.

November 12 — The Forklift Training Program that was originally scheduled for October30, 2009 was unfortunately cancelled due to a lockdown at Mission Institution. Therescheduled course had all 10 participants receive Forklift Certification.

November 16 — Mission Institution held a Restorative Justice Event that allowed bothstaff and inmates to attend. This event welcomed 3 guest speakers:

Dan & Heather Basham are the parents of two children and the survivors of a tragiccrime_ At the session, they presented their story. Both are engaged in a process ofvictim-offender mediation through the Fraser Region Community Justice InitiativesAssociation, where Dan is also employed as a trainer for RJ in schools.

Liz Elliott is a Co-Director of the Centre for Restorative Justice and an AssociateProfessor in the School of Criminology at Simon Fraser University. Her teaching andresearch concentrations are in restorative justice and prisons. Liz co-facilitated thesession's events_

Susan Underwood is the Coordinator for Partners in Learning, a community-basedorganization that brings eligible prisoners on passes to engage with youth in schools,youth detention centres and community groups. Susan co-facilitated the session'sevents.

November 19 — The Violent Prevention Program ended and had 8 inmates successfullycomplete the program_

November 30 — Both the Building Service Worker and First Aid courses have been re-scheduled to take place mid December.

Minutes

16

Minutes of the DOWNTOWN COALITION "Meeting held at the Municipal Hall, 8645 StaveLake Street, Mission, British Columbia on Tues. October 13 2009 commencing at 8:38 a.m.

Present:

Absent:

Heather Stewart, Councillor, District of Mission (Chair)Calvin Adams, Tim HortonsPeter Bandi, Member at LargeTony LaPointe, Mission Community Services SocietyShelley Clarkson, DBARoger Dowker, Mission Downtown Area Residents Association (Leftat 9:45 am)Amanda Welti, Mission Friendship Centre (8:45-9:45 a.m.)

Greg Elford, Mission Ministerial AssociationKaren Bogle, Union Gospel MissionJohn Fitzsimmons, Ministry of Children and Family DevelopmentJacquie Thesen, Mission Mental HealthJeanette Dillabough, Triangle Community ResourcesMary Flavelle, Mission Association Community LivingKirsten Hargreaves, Manager of Social DevelopmentPam Willis, Women's Resource Society of the Fraser ValleySally Buchanan, OAP #28

1. RESOLUTION: That it be recommended that the newly incorporated DowntownArea Residents Association be represented on the DowntownCoalition and that Roger Dowker be recognized as its currentrepresentative.

2. MINUTES

a. Moved by Shelley Clarkson , seconded by Calvin Adams, and

RECOMMENDED: That the Minutes of the Downtown Coalition meeting held onSeptember 8, 2009 be approved as amended to reflect the official name of theMission Downtown Area Residents Association-MDARACARRIED.

b. Moved by Calvin Adams and seconded by Peter Bandi and

RECOMMEMDED: That the Mission Downtown Area Residents Associationofficially recognized by District council with membership on the Downtown Coalitionand that Roger Dowker be also recognized as its current representative.

3. Speaker Topic: Coalition member Shelley Clarkson reported on how workwas progressing on both the Seventh & Grand Rain Garden project and theWaterfront's Spirit Square. She explained the construction, phasing, uniquecharacteristics, and intended use as "third spaces." She answered questions fromthe group and also stressed the huge amount of "in kind" labour and volunteer timethat already had been provided to the Rain Garden project. Six trees, 24 feet high,will be planted this week.

17

Downtown Coalition Minutes — October 13, 2009 Page 2 of 2

4. BUSINESS ARISING FROM THE MINUTESNo Business Arising

5. ROUNDTABLETony LaPointe updated the Committee on the financial issues around the Red - Card.The current two dollars is not covering costs. The suggestion of raising the price ofthe card to $5.00, for example, has also raised concerns, as pointed out by AmandaWelti of the Friendship Centre. The Red Card fund has a deficit of $3,000 as of thismonth.

Parking: Tony will contact Public Works to request a second handicapped parking infront of the MCSS building.

Shelley Clarkson, DBA Co--Executive Director, reported on the DBA's upcomingplanning session and its proposed attendance at the Women in BusinessConference along with the Mission Chamber, Two new businesses and a dentaltechnician clinic are planned. The DBA is also working with Stacey Crawford, EDO,to identify and fill service and business "gaps" in the downtown. Finally, businessowners on Railway are noticing the positive improvements in their area that theyattribute to the presence of security personnel.

Calvin Adams reported that loitering has now increased in the Downtown area. Inaddition, appear to be using his facility is as a "drop off' area for individuals broughtthere by police for temporary shelter.

Amanda Welti was unable to stay for the balance of the Roundtable.

Roger Dowker was unable to stay for the balance of the Roundtable.

6. RECOMMENDATIONS arising from the Roundtable discussions:

a. That the Coalition's subcommittee for the Red Card be convened at 8:30 a.m. onNovember 10 th at Mission Community Services, and that all members of theCoalition be invited to this meeting. CARRIED by consensus.

b. Moved by Peter Bandi and seconded by Calvin Adams and

RECOMMENDED that the random foot patrol be reinstated for the after businesshours of the downtown. CARRIED.

7. NEXT MEETING

Next meeting - December 8, 2009 at 8:30 a.m. in the Council Chambers.

8. ADJOURNMENT

Moved by Tony LaPointe, seconded by Peter Bandi, and

RECOMMENDED: That the meeting be adjournedCARRIED

The meeting was adjourned at 10:00 a.m.

Minutes of the Abbotsford/IVIissiori Water Sewer Commission meetingNovember 12. 2009. at 9:05 a.m. in Room 530 of Abbotsford. City Hall

he

WSC Members Present: Mayor Peary (Chair) (Abbotsford); Mayor Atebe (Mission);Councillor Gibson (Abbotsford); Councillor Gidda (Mission); Councillor Pieces (Mission);and Councillor Ross (Abbotsford)

UMC Members Present: General Manager Engineering, Regional Utilities — J. Gordon(Abbotsford); Director of Finance — j. Lewis (Abbotsford); Director ofFinance - K. Biorgeard (Mission); and Director of Engineering and PublicWorks - R. Bornhof (Mission)

Staff Present: Manager Utility Operations - L. Stein (Abi.-}otsford); Utility Construction andSource Control Engineering Manager - M. Mayfield (Abbotsford); .ProjectEnoineer- B. Schmitt - (Abbotsford); and Recording Secretary - R. Brar (Abbotsford)

1. CALL TO ORDER

The meeting was called to order at 9:06 a.n-,.

2. ADOPTION OF MINUTES

.1 Minutes of the October 12, 2009 Meetinc

Moved by Mayor Atebe, seconded by Councillor Ross, thatthe minutes of the Abbotsford/Mission Water & SewerCommission meeting held October 12, 2009, be adopted.

WSC 124-2009 CARRIED,

DELEGATIONS

None.

BUSINESS OUT OF MINUTE-:S

.1 Monthly Follow-up 'Report

Moved by Councillor Plecas, seconded by Councilior Ross,that the monthly follow-up report, be received.

INK', 125-2009 CARRIED.

JAMES Plant Monthly Report — October 2009

Moved by Mayor Atebe, seconded by Councillor Gidda,that Report No. UMC 92-2002, dated November 2, 2009,from the Manager Utility Operations, regarding JAMESPlant Monthly Report — October 2009, be received.

WSC.: 196-2009 CARRIED.

18

19

Minutes of the Abbotsfordilviission Water .nommiesion meetinc.! nedNovember 12..2009. at 2:06 a.m. in Room 530 of :Abbotsford City ai aoe

Monthly Water Repor1— October 2009

Moved by Councilior Gidda, seconded by CounciliorGibson, that Report No. UMC 94-2009, dated November 4,2009, from the Manager Utility Operations, regardingMonthly Water Report — October 2009, be received.

WSC 177 -7009 CARRIED.

Financial Statements — Se ote mber 2009

Moved by Councillor Gibson, seconded by Mayor Atebe.that Report No. UMC 93-2009, dated November 3, 2009,from the Budget Manager (Abbotsford), regarding FinancialStatements — September 2009, be received.

WSC 126-2009

CARRiED.

REPORTS

Wells Disinfection Design Scop.E. Revisions (5710-50)

Moved by Mayor Atebe, seconded by Councillor Pieces,that Report No, UMC 91-2009, dated October 30, 2009,from the Project Engineer, regardina DisinfectionDesign — Scope Revisions, be received: (1) the WSCapprove the proposed revisions to the scope of the Designof Disinfection Systems for Towniine, Marshall and EastAbbotsford Welis project; and (2) the V\ISC postpone .upgrades to the Riverside and McConnell well sites untilthe feasibility of the upgrades are re-evaluated after thecompletion of disinfection systems at Towniine, Marshalland Farmer vvell sites.

Moved by Councillor Gibson, seconded by CouncillorRoss, that the General Manager Engineering, RegionalUtilities, prepare and sent correspondence to Dayton &Knight, regarding their unsatisfactory performance onprojects.

W30 129-2009

C.AR'RlED.

The main motion as amended was put, and

WSC 30-2002

CARRIFD.

20

Minutes c the AbbotsfordiMisczinn \Nate!'L, --z•, Pwer . 2ornrsnission rneet he:riovei7ber 12. 2009..a: .̀.9:0eam. in Room 530 cr,.' Abbotsford Ch 'q: H,Eir Par

. ressu!-E, Fluctuatic,h S, Canner Lake CPbact , (679 11-01

Moved by Councillor Ross, seconded by Councilior Gidrda,that Report No. UMO 95-2009, dated November 6, 2009,from the Water C. Solid Waste Engineering Manager andthe Manager Litiiity Operations, regarding the PressureFluctuation & Cannel! Lake Capacity, be. received.

rs r ri rtrlr— C.UsS,Y:

6 . NEW BUSIN=Scs,

None.

MOTION TO CLOSE

Moved by Councillor Gibson. seconded by CouncillorGidda, that the November 19, 2009, WSO meeting,adjourned (10:00 a.m.).

\MSC 132- 9009

A

The Open meeting adjourned at 10:00 a.m. for the Closed Meeting and reconvened at10:04. a.m.

Moved by Mayor Atebe, seconded by Councilior Gib,sort,that the November 12, 2002, WS:: meeting, be adjourned(10:05 a.m.).

WSC 133-9009 CARRIED,

Certified Correct:

S n Fir rGeoc Vf:'":''P'; • .

jilOy Levv!s

Minutes

The Minutes of the DOWNTOWN REVITALIZATION TASK FORCE meeting held atthe Bellevue Hotel, on October 27, 2009 commencing at 8:00 am

Members Present:

Staff Present:

Absent:

James Atebe, Mayor (Chair)Heather Stewart (Council Representative)Brad Fletcher, (Downtown)Liz Clay (DBA Representative)Matt Dunham, Superintendent of Roads and Drainage

Kim Tvergyak, Administrative ClerkKerry Bysouth, Manager of Parks & FacilitiesVic Barron, Crime Prevention Co-ordinator

Constable Todd Russell, RCMPMargot Greger, (DBA Representative)Karen Bogle, Union Gospel MissionLaura Hoelzley-Barrow, Mission Community ServicesCaitlin Williams, Mission Community ServicesMaurice Hulscher (Downtown)Klaus-B. Werner, Mission Community Services

1. CALL TO ORDER AND RELATED BUSINESS

The meeting was officially called to order at 8:10 am.

2. MINUTES

Moved by Liz Clay, seconded by Brad Fletcher

THAT the minutes of the September 15, 2009 Downtown Revitalization Task Forcemeeting be adopted.

CARRIED

3. BUSINESS ARISING FROM THE MINUTES

(a) CPTED Letter Review (V. Barron)

V. Barron, Crime Prevention Coordinator of the Mission Crime Prevention Officeprovided the Task Force with a power point presentation on the progress andnext steps in the Crime Prevention Trough Environmental Design Principles(CPTED) done in 2007. V. Barron mentioned that in 2007 an exterior inspectionfor North Railway was done and a report submitted by Shirley Sawers. In 2008a cleanup and painting project "Paint the Town" took place along North Railway

21

PAGE 1 OF 2

2 7.and First Avenue. V. Barron provided the Task Force with photos of then andnow and there has been a significant difference for the better for somebusinesses where others have not changed or have gone back to the way itwas. Initially the Task Force had requested a letter to go out to businesses toencourage pride of ownership to improve the image of the downtown area. Thisletter was not sent out at that time. V. Barron mentioned that we have tools inplace such as Bylaws to deal with some of the issues in the downtown area,(Sign Bylaw, Refuse Collection & Disposal Bylaw, and Untidy Premises Bylaw).The Downtown Revitalization Task Force decided that they would like to sendout the letters encouraging businesses to improve their properties for the betterand to have this happen through a letter from Mayor Atebe with a packageprovided by V. Barron and to include pictures of the subject properties.

ACTION: V. Barron to provide addresses for businesses for the letter. V.Barron to prioritize those businesses that need a letter. V. Barron to providepictures of businesses as a visual with the letter.

ACTION: K. Tvergyak to work with T. Takahashi in drafting the CPTED letterfor Mayor Atebe's signature.


THAT the CPTED letter is to be sent to businesses with pictures provided by V.Barron within the next three months.

CARRIED


THAT the Task Force recommend that V. Barron make the CPTED presentationto the DBA and encourage their support.

CARRIED

(b) Matrix and MandateThe Task Force went over the Matrix as to outstanding issues.

ACTION: K. Tvergyak to update Matrix with changes and provide to Task ForceMembers to finalize at the November 2009 meeting.

4. NEW BUSINESS

5. OLD BUSINESS

6. ADJOURNMENTThe meeting adjourned at 10:00 am.

The next meeting will take place on Tuesday, November 17, 2009 at 8:00 am. at theBellevue Hotel.F:\ENGINEER\Downtown Revitalization Task Force MINUTES12009 \Oct 27, 20091Minutes Oct 27 2009.doc

22

PAGE 2 OF 2

Minutes

The Minutes of the DOWNTOWN REVITALIZATION TASK FORCE meeting held atthe Bellevue Hotel, on November 17, 2009 commencing at 8:00 am.

Members Present: James Atebe, Mayor (Chair)Heather Stewart (Council Representative)Brad Fletcher, (Downtown)Karen Bogle, Union Gospel MissionShelley Clarkson, (DBA Representative)Matt Dunham, Superintendent of Roads and Drainage

Staff Present: Kim Tvergyak, Administrative Clerk

Absent: Constable Todd Russell, RCMPMargot Greger, (DBA Representative)Laura Hoelzley-Barrow, Mission Community ServicesCaitlin Williams, Mission Community ServicesMaurice Hulscher (Dowhtown)Klaus-B. Werner, Mission Community ServicesLiz Clay (DBA Representative)

1. CALL TO ORDER AND RELATED BUSINESSThe meeting was officially called to order at 8:10 a.m.

2. MINUTESMoved by Brad Fletcher, seconded by Karen Bogle

THAT the minutes of the October 27, 2009 Downtown Revitalization Task Force meetingbe adopted.

CARRIED

3. BUSINESS ARISING FROM THE MINUTES(a) Matrix & Mandate

Moved by Karen Bogle, seconded by Brad Fletcher

THAT the Downtown Revitalization Task Force would like to recommend to Council, todirect staff to prepare a report with an action plan for the items listed on the attachedMatrix for Council's consideration.

CARRIED.

23

PAGE 1 OF 2

Moved by Brad Fletcher, seconded by Karen Bogle

THAT the Downtown Revitalization Task Force has completed its mandate and wouldlike to recommend to Council, that the Downtown Revitalization Task Force bedissolved.

CARRIED.

The Task Force is very proud of its many accomplishments:

Paint the Town Project

Revisions to the Bylaws focusing on Garbage, Signage, Graffiti and BuildingFaçade.

Unsightly properties have been dealt with.

Completion of and Revision of the Matrix

Worked with Engineering and Public Works on the garbage issue on N.Railwayand 1 st Avenue.

Speed Control signs have been added.

- Additional parking signs added.

- CPTED assessments on individual businesses and subsequentlyrecommendations are being forwarded to property owners and tenants.

4. NEW BUSINESS

5. OLD BUSINESS(a)CPTED Letter

The draft letter was found to be very positive and the Task Force approved it tobe the covering letter for the CPTED packages to go out. It was decided that theletter and package should go to both the property owner as well as the businessowner if they are different.

Moved by Brad Fletcher, seconded by Karen Bogle

THAT the Downtown Revitalization Task Force endorse the CPTED letter as a coveringletter to be sent to the property owners and business owners with the package of photosand recommendations from Vic Barron, Crime Prevention Coordinator.

CARRIED.

6. ADJOURNMENTThe meeting adjourned at 9:30 am.

The Downtown Revitalization Task Force Wind Up will be held on Tuesday,December 8, 2009 at 6:00 pm — 8:00 pm. at the Bellevue Hotel. Members of theDowntown Revitalization Task Force, District of Mission Council, DBA, BusinessOwners & Property Owners to be invited.F:\ENGINEER\Downtown Revitalization Task Force \MINUTES \200910ct 27, 2009\ Minutes Oct 27 2009.doc

24

PAGE 2 OF 2

M D §s T§16 F

ON THE FRASER 0

Planning DepartmentMemorandum

25

FILE: PRO.DEV.ZONR09-012


From: Deputy Director of Planning


Subject: Rezoning Application R09-012 (District of Mission) — Proposed Text Amendmentsto Zoning Bylaw 5050-2009 to add clarity and update the recently adopted ZoningBylaw

Recommendation:

1. That the Director of Corporate Administration prepare a bylaw to amend Zoning Bylaw 5050-2009to:

a) Delete "Industry, Light" in its entirety from Section 102 Definitions and replace with:

Industry, Lightmeans a Use that involves manufacturing, production, processing, fabrication, assembly,treatment, repair, or packaging of finished products, predominantly from previously prepared orrefined materials (or from raw materials that do not need refining) which is enclosed within aBuilding and is not offensive by reason of smoke, vibration, smell, toxic fumes, electrical orelectronic interference and produces no significant noise which in any way interferes with theuse of any contiguous Lot.

Includes:■Light Manufacturing

Excludes:■ Salvage Industry,■Heavy Industry, and■Transportation Industry

b) Delete "Fish Bearing Stream" in its entirety from Section 102 Definitions and replace with:

Fish Bearing Streammeans a Stream in which Fish are present or potentially present if introduced barriers areeither removed or made passable for Fish.

c) Delete "Non Fish Bearing Stream" in its entirety from Section 102 Definitions and replace with:

Non Fish Bearing Streammeans a Stream that is not inhabited by fish, and provides water, food and nutrients to adownstream Fish Bearing Stream or other body of water.

PAGE 1 OF 12

d) Delete "Agriculture, Small Scale" in its entirety from Section 102 Definitions and replace with:

Agriculture, Small Scalemeans providing for the growing, rearing, and harvesting of agricultural products and includesthe preliminary grading of land for agricultural products grown, harvested or reared on thatland.

And includes:■"hobby kennel" as defined in the District of Mission Kennel Bylaw 2788- 1994, andthe keeping of:• cattle (limited to 1 animal per .36 ha (.88 ac) of Lot Area)■horses (limited to 1 animal per .36 ha (.88 ac) Lot Area), and■chicken hens (limited to 1 bird per 375 sq m of Lot Area), and

Excludes:■mushroom growing, andthe keeping of:■swine,■rabbits,■mink,■bees,■pigeons, and• feed lots.

e) Delete "Agriculture, Urban" in its entirety from Section 102 Definitions

f) Delete Section 104 Part B. 2.a. in its entirety and replace with:

"For pie-shaped or irregular shaped lots, frontage may be reduced below the minimumprescribed width by 50%, provided the minimum frontage is met at the mid point of the depth ofthe lot or 20.0m back from the front lot line, whichever is less."

FILE: PRO.DEV.ZON PAGE 2 OF 12R09-012

26

g) Delete Section 108 Part C. 5. in its entirety and replace with:

"Notwithstanding Section 108, Part C, in determining a Streamside Protection andEnhancement Area, the Approving Officer may adjust the boundaries of a StreamsideProtection and Enhancement Area in circumstances where the establishment of theStreamside Protection and Enhancement Area pursuant to the criteria in Section 108, Part C.3is unfeasible, with the determination made under the following factors:

a. biophysical conditions;b. existing parcel sizes;c. existing roads, trails, works or services;d. proposed roads, trails, works and services needed to provide access or services tootherwise developable land or to connect to existing roads, trails, works or services;

and where opportunities to maintain and enhance the total net area within the StreamsideProtection and Enhancement Area can occur, as indicated by the example shown in Figure108.3 below."

h) Delete Section 109 Part C. Paragraph 1 in its entirety and replace with:

1. The minimum dimensions for a parking space and associated maneuvering aisle shall be asfollows:

Parking Angle Width of Length of Width of Aisle

Trafficin decrees) Parkins Space Parkins Space

Direction

90 2.6 m (8.5 ft) 5.5 m (18.0 ft) 7.0 m (23 ft) Two way

90 2.6 m (8.5 ft) 5.5 m (18.0 ft) 6.5 m (21.3 ft) Two way -within Building

90 Compact 2.5 m (8.2 ft) 5.0 m (16.4 ft) 6.5 m (21.3 ft) Two way

60 2.6 m (8.5 ft) 5.5 m (18.0 ft) 6.5 m (21.3 ft) Two way




180 (parallel) 2.6 m (8.5 ft) 6.7 m (22.0 ft) 6.5 m (21.3 ft) Two way

i) Delete Section 111 Part A. Paragraph 1.a. in its entirety and replace with:

1. Unless otherwise provided in this Bylaw, the following shall apply to all Urban zones:a. No fence shall be constructed on a Lot to a Height exceeding:

i. 1.9m (6.2 ft), orii. 1.2m (4.0 ft) when it is located within a required Front Yard or SideYard on a flanking street.

27

FILE: PRO.DEV.ZON

PAGE 3 OF 12R09-012

j) Add the following Paragraphs to Section 1005 Part B. Permitted Uses:

3. The following Principal Uses and no other shall be permitted in the INAR zone provided noAutomotive uses exist on the lot:

a. Food and Beverage limited to:i. Industrial Café.

b. Industrial limited to:i. Light Industry,ii. Warehouse Uses, andiii. Transportation Industry.

c. Service limited to:i. Appliance Repair,ii. Beverage Container Return Centre,iii. Call Centre,iv. Dog and Cat Daycare Kennel,v. Driving School,vi. Funeral Parlour and/or Memorial Service Facility,vii. General Service Use, andviii. Taxi Dispatch.

4. The following Accessory Uses and no other shall be permitted in the INAR zone providedno Automotive uses exist on the lot:

a. Office limited to:i. Administrative Office Use - provided the Use is limited to a maximum of 50%of Floor Area of the Principal Use.

b. Retail limited to:i. Retail Store - provided the retailing of products are manufactured orwholesaled within the business premises, limited to a maximum of 30% of theFloor Area of the Principal Use or 450 sq m (4,843.8 sq ft), whichever is less.

c. Storage limited to the following:i. Enclosed Storage, andii. Outdoor Storage - provided the Use is for finished products which aremanufactured on the Site. All Outdoor Storage operations shall:■Not exceed 50% of the Floor Area of a Principal Use in size.■Not include storage of material or goods likely to produce or give off dust or

other particulate matter that may become wind-borne.■Not exceed 2.0 m in height, from Finished Grade.■Not be located within 3.0 m of a Lot line adjoining a Street.■Be located only on that part of a Lot surfaced with dust-free material.■Be bounded on all sides not adjacent to a Building or Structure by a fence of at

least 1.8 m (6.0 ft) in Height constructed and maintained in a manner tocompletely screen storage from view from public Streets, the fence shall befronted by a Landscaped Area 1.5 m (4.9 ft) wide containing a minimum ofone tree, for every 9.0 linear m (29.5 ft) of fence. Each tree shall have aminimum size of 6.0 cm (2.4 in) caliper."


28

5. The following Conditions of Use apply to all permitted uses for a site:a. All Principal Uses shall be located completely within an enclosed Building except for:

i. Outdoor Storage.

k) Add the following to Section 1004 Part B. Permitted Uses, Paragraph 1:

a. Industrial, limited to:

i. Auction - Wholesaleii. Light Industry

Warehouse

b. Recreation limited to:

i. Commercial Outdoor Recreation

and,

2. That the tables referenced in Section 106 Part D. Use Categories be amended as necessary.

and,

3. That the bylaw be considered for first and second reading at the Regular Council Meeting onJanuary 4, 2010;

and,

4. That following such readings, the bylaw be forwarded to Public Hearing on January 25, 2010.BackgroundWhenever a new bylaw is adopted and application of the bylaw is tried and tested, minordiscrepancies will arise and small amendments will be necessary. Additionally, through the publicprocess, recommendations are made that are deemed as improvements to the overall bylaw.Certainly, with a bylaw as large as the Zoning Bylaw, items will need to be amended to continuallyimprove the bylaw. The following is a list, divided into three categories: Definitions Clarification,Language Clarification and Zone Specific Amendments, for Council's consideration:

Definition Clarification

1. Light Industry

The current definition is quite vague and open to interpretation which was done on purpose toallow a greater variety of industrial uses within zones that allowed Light Industry as a permitteduse. The intent is to limit uses that are entirely enclosed within a building; however, questionsare arising as to what those uses might be.

The current definition reads:

means a Use which is enclosed within a Building and is not offensive by reason of smoke,vibration, smell, toxic fumes, electrical or electronic interference and produces no significantnoise which in any way interferes with the use of any contiguous Lot.Excludes:

■ Salvage Industry,

The proposed definition would introduce clarity and further restrictions to the use whilemaintaining the initial intent:


29

means a Use that involves manufacturing, production, processing, fabrication, assembly,treatment, repair, or packaging of finished products, predominantly from previously prepared orrefined materials (or from raw materials that do not need refining) which is enclosed within aBuilding and is not offensive by reason of smoke, vibration, smell, toxic fumes, electrical orelectronic interference and produces no significant noise which in any way interferes with theuse of any contiguous Lot.

Includes:■Light Manufacturing

Excludes:• Salvage Industry,■Heavy Industry, and■Transportation Industry

2. Fish Bearing Stream

To better reflect the definition and value of fish bearing streams and to be consistent with theintent of streamside protection regulations, the proposed amendment recommends a changeback to the original definition of the previous bylaw.

Fish Bearing Streammeans a Stream is which Fish are present or potentially present.

to

means a Stream in which Fish are present or potentially present if introduced barriers areeither removed or made passable for Fish.

3. Non Fish Bearing Stream

Similar to the rational above, the follow minor amendment is proposed.

Non Fish Bearing Streammeans a Stream that is not inhabited by Fish.

to

means a Stream that is not inhabited by fish, and provides water, food and nutrients to adownstream Fish Bearing Stream or other body of water.

4. Small Scale Agriculture

As per the staff report and resolution by Council on September 8, 2009, Council resolved toallow chicken hens to be allowed as a permitted use within the Suburban zones within theZoning Bylaw.

RC09/579"That the issue of keeping chicken hens in residential areas be considered as part of the newlyproposed zoning bylaw as an accessory agricultural use, on lots that are designated as


30

ramsor20G tnerree,

suburban or larger (minimum .88 acre)."

To this end, "poultry" was added as a permitted use as defined by Small Scale Agriculture. Toclarify the intent of what is to be permitted, it is suggested that the word "poultry" be amendedto "chicken hens".

5. Urban Agriculture

Since this issue was resolved by Council resolution RC09/579 and that Urban Agriculture is nota permitted use in any zone, the definition has become redundant within the zoning bylaw.

Language Clarification

1. Section 104 Part B. 2

Lot Area, Width and Frontage

The intent of the changes to this section was to reduce the number of variances occurring to aspart of lot creation and rezoning processes. To allow greater flexibility, and to create bettersubdivisions with the new lot regulations, a minor amendment to the language needs to beimplemented.

The language currently states that for pie-shaped or irregular lots, the minimum lot width shallbe measured at a point 6.0 metres back from the front lot line. The geometry of this calculationis such that it is almost impossible to create regular lot lines without a variance. Because theintent of this section was to create regular lot lines without variances, a measurement at themidway point or 20.0 metres back is recommended. Therefore, the language should read:

"2. Lots of Irregular Shape

a. For pie-shaped or irregular shaped lots, frontage may be reduced below theminimum prescribed width by 50%, provided the minimum frontage is met at the midpoint of the depth of the lot or 20.0m back from the front lot line, whichever is less."

2. Section 108 Part C. 5.

The intent of this part of the bylaw is to allow some flexibility to the developer in terms ofadjusting Streamside Protection and Enhancement Areas (SPEA) where conditions exist that


31

would not permit a SPEA to be dedicated without going through the formal variance process.The existing bylaw states:

"Notwithstanding Section 108, Part C, in determining a Streamside Protection andEnhancement Area, the Approving Officer may vary the boundaries of a Streamside Protectionand Enhancement Area in circumstances where the establishment of the StreamsideProtection and Enhancement Area pursuant to the criteria in Section 108, Part C.3 isunfeasible, with the determination made under the following factors:

a. biophysical conditions;b. existing parcel sizes;c. existing roads, trails, works or services;d. proposed roads, trails, works and services needed to provide access or services tootherwise developable land or to connect to existing roads, trails, works or services;


The issue with clarity is with the word "vary"; the implication with the word is that the applicantmust apply for a variance when a simple minor adjustment is required. The recommendedamendment is to change the word "vary" to "adjust" so that the bylaw reads:

"Notwithstanding Section 108, Part C, in determining a Streamside Protection andEnhancement Area, the Approving Officer may adjust the boundaries of a StreamsideProtection and Enhancement Area in circumstances where the establishment of theStreamside Protection and Enhancement Area pursuant to the criteria in Section 108, Part C.3is unfeasible, with the determination made under the following factors:

a: biophysical conditions;b. existing parcel sizes;c. existing roads, trails, works or services;d. proposed roads, trails, works and services needed to provide access or services tootherwise developable land or to connect to existing roads, trails, works or services;


3. Section 109 Part C. Parking Space Sizes

A minor amendment to the Parking Space Sizing and maneuvering Aisle table is recommended toaccommodate building and parking lot design. Where the requirement for aisle width ispredominantly 6.5 m (21.3 ft) except where parking is proposed at a 90 degree angle. It isproposed that compact car parking could allow a maneuvering aisle to be reduced to 6.5 m (21.3ft) from 7.0 m (23 ft) wherever the lot or building proposes to place the stalls. Therefore, thefollowing minor amendment is recommended:


32

From:



Traffic(in degrees) Parking Space Parking Space

Direction



90 Compact 2.5 m (8.2 ft) 5.0 m (16.4 ft) 7.0 m (23 ft) Two way






To:



Traffic(in degrees) Parking Space Parking Space

Direction



90 Compact 2.5 m (8.2 ft) 5.0 m (16.4 ft) 6.5 m (21.3 it) Two way






33

FILE: PRO.DEV.ZON

PAGE 9 OF 12R09-012

4. Section 111 Part A. Fencing

The intent of this part of the bylaw was to regulate fence heights within front yards for anumber of reasons including:

■Crime Prevention Through Environmental Design,■Sight line safety for both pedestrians and vehicles, and■Promote safer streets by having eyes on the street.

While the bylaw does accomplish this in Part A, the regulations were intended for the urbanareas only. In this regard, to clarify the intent of this section, it is suggested that the followingamendment be included within the bylaw:

From:

1. Unless otherwise provided in this Bylaw, the following shall apply to all zones:a. No fence shall be constructed on a Lot to a Height exceeding:

i. 1.9m (6.2 ft), orii. 1.2m (4.0 ft) when it is located within a required Front Yard or Side Yard on aflanking street.

To:

1. Unless otherwise provided in this Bylaw, the following shall apply to all Urban zones:a. No fence shall be constructed on a Lotto a Height exceeding:

i. 1.9m (6.2 ft), orii. 1.2m (4.0 ft) when it is located within a required Front Yard or Side Yard on aflanking street.

Zone Specific Amendments

1. The Industrial Automobile Repair Zone (INAR), which was previously the M-3A zone, wasintended to allow for automobile repair uses in order for Council to manage locations ofautomobile repair shops due to their perceived noise and other nuisances. The previous. M-3Azone also allowed for all other listed uses within the M3 zone. This condition was not carriedover to the new zoning bylaw and in order not to remove uses from any property, it issuggested that the following amendment be considered:

Add to INAR zone under Part B. Permitted Uses:

"3. The following Principal Uses and no other shall be permitted in the INAR zone provided noAutomotive uses exist on the lot:

a. Food and Beverage limited to:i. Industrial Café.

b. Industrial limited to:i. Light Industry,ii. Warehouse Uses, andiii. Transportation Industry.


34

c. Service limited to:i. Appliance Repair,ii. Beverage Container Return Centre,iii. Call Centre,iv. Dog and Cat Daycare Kennel,v. Driving School,vi. Funeral Parlour and/or Memorial Service Facility,vii. General Service Use, andviii. Taxi Dispatch.

4. The following Accessory Uses and no other shall be permitted in the INAR zone providedno Automotive uses exist on the lot

a. Office limited to:i. Administrative Office Use - provided the Use is limited to a maximum of 50%of Floor Area of the Principal Use.

b. Retail limited to:i. Retail Store - provided the retailing of products are manufactured orwholesaled within the business premises, limited to a maximum of 30% of theFloor Area of the Principal Use or 450 sq m (4,843.8 sq ft), whichever is less.

c. Storage limited to the following:i. Enclosed Storage, andii. Outdoor Storage - provided the Use is for finished products which aremanufactured on the Site.All Outdoor Storage operations shall:• Not exceed 50% of the Floor Area of a Principal Use in size.• Not include storage of material or goods likely to produce or give off dust or

other particulate matter that may become wind-borne.• Not exceed 2.0 m in height, from Finished Grade.• Not be located within 3.0 m of a Lot line adjoining a Street.• Be located only on that part of a Lot surfaced with dust-free material.• Be bounded on all sides not adjacent to a Building or Structure by a fence of at

least 1.8 m (6.0 ft) in Height constructed and maintained in a manner tocompletely screen storage from view from public Streets, the fence shall befronted by a Landscaped Area 1.5 m (4.9 ft) wide containing a minimum ofone tree, for every 9.0 linear m (29.5 ft) of fence. Each tree shall have aminimum size of 6.0 cm (2.4 in) caliper.

5. The following Conditions of Use apply to all permitted uses for a site:a. All Principal Uses shall be located completely within an enclosed Building except for:

i. Outdoor Storage."

The above amendments mirror the uses allowed in the industrial Light impact Zone (INL1) andkeep the intent of the previous M-3A zone intact.


35

2. Section 1004 Industrial General (ING) and Industrial General Commercial (INGC) Zones

The intent of these zones is to allow a range of industrial uses ranging from heavy industry tolight industry and not impose many restrictions in terms of use. To this end, it is recommendedto add the following uses to the Permitted Principal uses:

i. Auction - Wholesaleii. Light Industryiii. Warehouse

This change in uses allowed would make the ING and INGC zones more permissive to lighter,less impactful uses and is seen as allowing greater flexibility for the property owners toencourage cleaner uses on the site.

Additionally, the "commercial outdoor recreation" use was inadvertently left out of the INGZone when uses were divided up into a clear more pronounced categorization. Thisessentially has put the Mission Raceway Park into a legal non-conforming situation which wasnot the intent of the bylaw. Therefore, it is recommended the following principal use be addedto the ING zone.

b. Recreation, in the ING zone only, limited to:

i. Commercial Outdoor Recreation

Summary

While the above amendments seem numerous, the overall effect adds clarity and betters the overallusability of the new Zoning Bylaw.

Barclay D. Pitkethly, MCIPDeputy Director of Planning

GACOMDEV\BARCLAY\CoW Reports\Zoning Byalw Amendments R09.012.doc

36


MemoFILE: PRO.DEV.ZONR008-007


From: Planner

Date: January 4 , 2010

Subject: Request for Extension — Rezoning Application R08-007 (Worthy) — 7613 & 7655Peterson Street and 32477 7th Avenue

Recommendation

That Council grant a 12-month extension to Rezoning Application R08-007 (Worthy) for the propertieslocated at 7613 & 7655 Peterson Street and 32477 7th Avenue to enable the applicant to complete theoutstanding rezoning requirements.

Background

The subject properties are located at 7613 & 7655 Peterson Street and 32477 7th Avenue (Map 1).The Rezoning application was considered by Council on September 2, 2008 to enable a subdivision ofthe subject properties into fifteen (15) conventional compact single-family residential lots and one (1)remainder lot (Map 2).

The proposal was considered at Public Hearing on September 29, 2008 and was granted third readingon December 10, 2008. Pursuant to LAN. 13, applicants are given 12 months from third reading tocomplete outstanding rezoning requirements. Files are closed after this period unless approval isforthcoming from an outside agency or the applicant has applied for and paid for an extension request.

On December 7, 2009, the applicant applied and paid for a 12-month extension. The applicant hasbeen actively working on the application requirements, but due to the complexity of the work involved,additional time is required to complete the outstanding requirements. Therefore, an extension isrequired.

Ryan AndersonG:\COMDEVIRYAN\Development Files\Worthv - R08-0071Rezonino Extension - Worthv.doc

37

PAGE 1 OF 3

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39

FILE: PRO.DEV.ZON

PAGE 3 OF 3R06-023


40

FILE: PRO:PLA:HERTerms of Reference


From: Planner

Date: January 4, 2010

Subject: Minor amendment to Mission Community Heritage Commission RevisedTerms of Reference

Recommendation

That the first sentence of Part 3, C, Budget and Expenditures of the Mission CommunityHeritage Commission Terms of Reference be amended to read:

"The Heritage Commission will submit an annual budget to Council in November, as part of aprogress report that includes the past year's accomplishments, the expectations and work planfor the upcoming calendar year (January to December).

Summary of Proposal

One minor amendment is required to the Terms of Reference to better reflect the planning andbudgeting process of the Commission.

Currently the first sentence reads of Part 3, C, Budget and Expenditures reads:

"The Heritage Commission will submit an annual budget to Council in June, as part of aprogress report that includes the past year's accomplishments, the expectations and work planfor the upcoming calendar year (January to December).

The recommendation is to replace the word "June" with the word "November".

Marcy Bond

g:\cow\2010\0104 january 4 \memo re for minor amendment.doc

PAGE 1 OF 1

APPENDIX 1Mission Community Heritage Commission

Mission Community Heritage CommissionTerms of Reference

The definition of a community heritage commission from the provincial community guide is:

`A community heritage commission assists council with the management andimplementation of community heritage conservation planning and activities. Acommunity heritage commission may: advise local government on matters includedin the commission's terms of reference, advise local government on mattersreferred to it by local government, and/or undertake or support heritage activitiesauthorized by local government? (p20)

MANDATE

The Mission Community Heritage Commission will

• advise Council on progress toward implementation of the Heritage Strategic Planadopted by Council in 2006 and on those items referred by Council,

• appoint sub-committees, as needed, that will explore proposals for addressingactions outlined in the Mission Heritage Strategic Plan,

• annually report to Council on its activities in the form of a work plan based on theHeritage Strategic Plan and a progress report on the previous years work plan,

• promote awareness of the importance of heritage to reflect economic, social,cultural, environmental, spiritual and aesthetic values

• provide the expertise of a culturally diverse group of people to connect groups,individuals, and heritage initiatives

GUIDING PRINCIPLES

We believe:• Our 'sense of place" enhances our community identity, emotional attachment and pride

• Knowledge of our past promotes continuity: understanding of where we have been and of how. we got to where we are today

• Key heritage resources and the knowledge and aesthetic appreciation that we gain from themare important legacies for future generations

• Our "heritage memory" builds on traditional knowledge, encourages us to consider impactsand influences our decision making

• Linking key stakeholders for respectful dialogue and on-going exchange of information will leadto creative solutions and a sustainable future

• Heritage conservation has important social, environmental and economic impacts benefitingresidents, visitors, and our community.

January 2010 1

41

FILE:PRO.PLA.HER

PAGE 2 OF 9Terms of Reference

Mission Community Heritage CommissionPart 1: RESPONSIBILITY OF THE MISSION COMMUNITY HERITAGE COMMISSION

The Mission Community Heritage Commission will provide advice and recommendations toCouncil.

With the adoption of the Heritage Strategic Plan by Council, the Mission Community HeritageCommission will provide leadership for heritage conservation in the following areas:

• Initiate and complete actions steps that will ensure the implementation of the District ofMission Heritage Strategic Plan.

• Educate, Build Awareness and Undertake Public Consultation to increase understandingand appreciation of history and culture and its positive role in influencing decisions for asustainable future.

• Create and maintain a Mission Heritage Register that includes representation of a crosssection of environments, cultures, ethnic groups, historic events, periods and styles.

• Recommend action for conservation of our unique heritage while recognizing thechallenges presented by growth and rapid change.

• Develop a program of recognition and incentives that acknowledge contributions ofindividuals and heritage initiatives.

• Research sources of funding for initiating and maintaining local heritage conservation goalsas outlined in the Heritage Strategic Plan.

Part 2: MEMBERSHIP

A. Criteria for Membership

1. All members will be either residents of the District of Mission, or will have strong ties tothe community, and shall be persons who have knowledge or experience deemed to beof value to Council and the Commission.

2. Membership on the Heritage Commission is a volunteer appointment.3. All members must be able to commit to 8 meetings per year.4. All members will be appointed by Council at an in-camera meeting for a term of 2 years.

42

Jaiurca ry 2010 2

FILE:PRO.PLA.HER PAGE 3 OF 9Terms of Reference

Mission Community Heritage CommissionB. Composition of the Membership:

1. Voting MembersThere will be a minimum of 5 and a maximum of 11 voting members, who may includethe following;

A heritage professional such as an architect, landscape architect, or consultant (1)An archaeologist, anthropologist, or historian (1)A land use expert such as a developer, real estate person, or planner (1)

• An environmental expert such as an agriculturist, forester, or a representative froman environmental group (1)

• Education and the arts — an educator, post secondary student or performing or visualartist (1)

• up to 5 members at large including volunteers active in a heritage group (5)• First Nations, ethniä representation, or interested community members (2)• A representative from the following agencies and organizations where Council has

requested that an organization appciint an individual to represent their organizationon the Commission as a voting member for the duration of a specific project that theCommission is working on:- A representative from the Mission Community Archives, Mission Museum and or

Heritage Places,Representative of a designated heritage sites,District Planning Department,

- the Parks Department,- Mission Public Schools

Mission Chamber of Commerce,Downtown Business Association,Other organizations and associations that apply for nomination

2. Mission Council Representationa) The representative / liaison from Mission Council will hold a non-voting seat, and

cannot serve as Chairperson, and whose role is:• • to provide an impartial communication channel between the Commission and

Council, andb) The Municipality may, at its discretion, appoint a staff liaison person to provide

support and expertise to the Commission.

C. Term of Appointment

1. The term shall be for 2 years, expiring in June. and may include repeat appointments.2. Hell of the appointments will be made each year, to ensure continuity_

January 2010 3


43

Mission Community Heritage CommissionD. Appointment Procedure

1. Each March, 3 months before the end of the Term of Appointment for 1 ,i of themembers, municipal staff will initiate a public call for nominees (i.e. City Pageadvertising and a request to the Mission District Historical Society membership).Interested persons may submit their name and background information or the name ofan eligible nominee for consideration. An application form is available at the PlanningDepartment. The application package should include relevant experience and reasonswhy nominees wish to be considered for the Mission Community Heritage Commission.

2. Nominees, upon request, will be forwarded a copy of the Terms of Reference for theMission Community Heritage Commission, and asked to confirm if their names canstand for consideration for membership by Council.

3. A list of eligible nominees and organization representatives, with backgroundinformation, will be forwarded in a report prepared by the director of planning to theCouncil by the first Council meeting in April each year.

4. All individuals and organizations to be represented on the Mission Community HeritageCommission will be appointed by Council at an in-camera meeting by the first week inMay, with the September meeting being the orientation meeting, including thedistribution of binders to new members.

5. The Mayor will appoint a councillor and alternate to act as liaison to the MissionCommunity Heritage Commission for a three-year term as a non-voting member.

6. Vacancies occurring during a term will be filled as soon as possible in order to maintaina minimum of 5 members. Municipal staff, with input from the Mission CommunityHeritage Commission and other relevant groups, will forward a report to Council with alist of nominees to fill any vacancy. Council, at an in-camera meeting. will appoint areplacement to fill the vacancy for the remainder of the term that was vacant.

PART 3: OPERATING PROCEDURES

A Chairperson

1. A chairperson and alternate will be elected annually from among the Commissionmembers at the first meeting in January.

2. The Chairperson is the spokesperson for the Heritage Commission and will representonly those views and decisions agreed to by the Commission by consensus or vote.

3. An Alternate will chair meetings in the absence of the Chair.

January 2011) 4


44

Mission Community Heritage CommissionB. Meeting Protocol

1. The Heritage Commission wilt meet a minimum of 8 times a year and at special requestof the Chair andior Council.

2. A quorum shall be 50% plus one of current voting members.3. Meetings are open to the public, except for in-camera sessions by legislative authority,

including discussion of personnel.4. Notice of meetings will be posted in a public location such as a community events

publication.5. The process for setting the agenda will be as follows:

• minute taker sends draft minutes and agenda template to the chair (see Template asAttachment 1 and note that the agenda must have the District of Mission header and fiieinformation);

• chair adds items arising from the minutes and if applicable a new task from the work planthat the Commission sent to Council and was approved;

• chair emails the draft agenda to members for new items and or omissions;• items are added by the chair and agenda package with draft minutes from the previous

minutes are forwarded to members by the minute taker a week (or agreed upon timeframe)before the meeting.

6. Delegates wishing to make a presentation should contact the Chairperson in advance ofthe meeting date if they wish to be on the agenda.

7. If the Commission has not allocated funds for a recording secretary, amember of the Commission will be appointed at the first meeting in January to recordthe minutes at each meeting. The minutes must include the exact wording of allconsensus decisions or resolutions and the outcome. The minutes must also include aparagraph indicating the outcome of all items on the agenda, and required actions anddecisions leading to a consensus or resolution decision.

8. Decisions for the Commission and all sub-committees will be made by consensuswhere the members of the Commission generally agree or agree that they can live witha decision. If consensus cannot be reached, the protocols governing municipalcommissions will be followed (see Examples of a Consensus Approach to Decision-making as Attachment 2).

9. Absentees: if a member misses 3 consecutive meetings, or has 4 or more absenceswithin a year without giving reasonable notice, the Chairperson will contact that memberto discuss the situation. The Chairperson may request the resignation of the member.

10. The Heritage Commission will establish sub-committees in order to meet the Goals asset forward in the Heritage Strategic Plan, which was adopted in 2006 and amendedfrom time to time by Council.A sub-committee will include at least one Commission member who will act as chair andany additional volunteers or experts required to complete the task.Sub-committees are established to undertake a specific task identified in the HeritageStrategic Plan. This provides an opportunity for interested community members toparticipate in tasks with short time lines and minimal commitment.Each sub-committee will have a written statement of purpose, list of members, reportingrequirements, procedures, outcomes and timeframe that is clearly stated in the annualwork plan that is approved by Council.

January 2010 . 5


45

Mission Community Heritage CommissionThe Commission representative will report recommendations and progress of the sub-committee back to the Commission where a resolution for action and approvals arerequired using Commission decision making procedure.The Commission can ask other organizations with specific expertise to undertake atask. In this instance there may or may not be Commission representation.

11. Except for matters expressly dealt with or provided for in this Terms of Reference, therules governing proceedings of the Commission shall be those governing proceedingsof the Municipal Council under the Procedural Bylaw of Council, insofar as those rulesmay be applicable.

C. Budget and Expenditures

1. The Heritage Commission will submit an annual budget to Council in November, as partof a progress report that includes the past year's accomplishments, the expectationsand work plan for the upcoming calendar year (January to December). The work planwill include a detailed budget and expected revenue sources.

2. The District of Mission allocation of the Heritage Commission's core funding will bemanaged under the Planning Department budget.

3. In-kind support through allocating staff and support services will be as allocated byCouncil.

4. Mission Community Heritage Commission may apply for grants and special projectfunds related to the work identified in the Heritage Commission annual workplan, andwill report to Council on the sources and allocation of these funds as part of the minutesforwarded monthly and as part of the annual report to Council in November each year.

5. Expenses of the Commission may include, but not be limited to, developing a work plan,project costs, meeting costs, coordination or secretarial services, public education andevents, printing and promotional costs, awards and recognition, heritage relatedmemberships and attendance at conferences.

6. Spending of funds as detailed in the annual budget will be approved by resolution at aHeritage Commission meeting as expenditures approved under the annual workplanand budget. The resolution will be recorded in the minutes, and therefore, maintain areport of expenditures within the Council approved annual work plan and budget. Grantfunds will be managed through the Planning Department budget and the fundsdispersed through the Finance Department.

PART 4: ACCOUNTABILITY

1. The Heritage Commission will submit approved minutes following each regular monthlyMission Community Heritage Commission meeting for Council's information.

2. Minutes of all Heritage Commission meetings will be recorded and attached to theCouncil package. Copies will be available to the public on the District of Mission web-site.

3. The Heritage Commission will maintain a regular information flow to the public throughvarious communication networks. A summary of activities may periodically be includedin the District "City Page' of the local newspaper.

4. The Heritage Commission Terms of Reference will be reviewed by the Council Liaisononce during their three year appointment or at the request of Council.

January 2010 6


46

Mission Community Heritage Commission

47

ATTACHMENT 1

AGENDAIrDISTRICT OF

MissionON THE ERASER"

ADM.COM.COMMission Common)* Heritage Commission

The Agenda for the Mission Community Heritage Commission meeting to be held in theConference Room at the Municipal Hall on [Click here to type date of the meeting] commencingat 6:30 p.m.

1. MINUTES(a) The minutes of the Mission Community Heritage Commission held on [previous meeting

date] were received.

2. BUSINESS ARISING FROM THE MINUTESchair inserts items arising from the minutes

3. PROJECTS

4. NEW BUSINESSnew project to be started based on the Commission's work plan could start here or belists under a PROJECT item on subsequent agendas if the commission is proceeding)

items from members

5. ADJOURNMENTtime adjourned

date of next meeting

Summary of process related monthly items:Monthly - minutes from the previous meeting approved by the Commission and forwarded to Council as

an information itemMarch - advertise for new members with assistance from the commission for new member search

(nomination packages will go to the closed council in May)November - workplan and budget approved by the Commission and forwarded to Council for approvalSeptember - orientation of new Members and binder distribution

January 2010 7


Mission Community Heritage Commission

ATTACHMENT 2

Examples of a Consensus approach to decision making

Consensus is giving everyone an equal voice in coming to decisions

Scenario I,

As the committee works through the agenda, a member of the committee makes a suggestionthat may or may not be related to the current topic. The chair asks the group what theythink and each member who wishes, has a say. The chair summarizes by saying "it sounds likethere is consensus to pursue this approach or it sounds like there is consensus to park thatidea and add it to the next agenda for more discussion, or it sounds like there is consensusnot to pursue this idea at this time".

Scenario 2A motion/resolution has been forwarded for consideration. The chair asks the members whatthey think about the motion/resolution. Each member that wishes to, comments for oragainst the motion, or express a concern about an issue but states that they are willing toplay it out to see what happens. The Chair summarizes the comments by saying, " thereappears to be consensus in support of the motion, or while there is no consensus, thoseopposed appear to be able to live with the decision, or there is no consensus on this issue, canwe re-word the motion and work towards consensus on this issue".

If the motion is not amended or consensus is not possible, the item is put on the next monthsagenda and the committee votes on the item with majority rules.

G:ICOMOEVGHAR01%eossil PfolectekFternacieq dram of Referer:opq0P. Proposed Amenamords.cte

48

January 2010 8


MissionON THE FRASER

49


FILE: PRO.PLA.AFFAffordable Housing Workshops with Housing Sub-Committee


From: Senior Planner

Date: January 4, 2010

Subject: Affordable Housing Workshops - Information to Council

Recommendation

That Council endorse the vision, definition and guiding principles for affordable housing.

Background

In 2006 Council implemented a Social Development Plan and from that plan a housingcommittee was formed and this group met a number of times regarding housing issues. SinceCouncil has asked staff to prepare an affordable housing strategy, and the housing committee isa valuable resource, it was determined to hold six workshops to obtain information from thisworking group (housing sub-committee) about the housing needs in Mission.

The housing sub-committee has been asked to provide a definition and vision of affordablehousing for Mission and to come up with guiding principles, goals, and steps to achieve thesegoals. This information is to be shared with Council and used to create Mission's draftaffordable housing strategy. This memorandum is the first step in sharing information from theworkshops with Council.

Affordable housing is a complex challenge in our community and the diversity of housingexpertise and knowledge among the housing sub-committee has been integral in broadeningour understanding of the need in Mission.

September 2009 Workshop

The first workshop was held in September 2009. Ten people attended this workshop and thegroup worked on the definition for affordable housing and the vision for affordable housing in theMission context. They also provided the various categories of housing types that we have inMission, ie. first stage housing, second stage housing, emergency youth shelter, supportedindependent living, etc. and listed descriptions of each type of housing. This information will beincorporated into the housing continuum to determine if there are housing gaps in areas wherethere is a demand.

October 2009 Workshop

The group refined both the definition and the vision for affordable housing. They continuedworking on defining the categories of housing and started working on a list of guiding principlesfor providing more affordable housing in Mission.

PAGE 1 OF 2

November 2009 Workshop

Defining the categories of housing was finished and the group was asked to provide the namesand addresses of this type of housing in Mission and to place the housing into the appropriatecategories. They were also requested to give the number of residents at each place and toprovide information on the number of people on waiting lists for the various housing categories.The group finished the guiding principles and started on goals for achieving affordable housing.This information will give staff an idea of the magnitude of need for various housing types.

Definition of Affordable Housing, Vision of Affordable Housing, and Guiding Principles

Attached is the definition of affordable housing, the vision of affordable housing and guidingprinciples as prepared by the housing sub-committee in 2009 (Appendix 1). Other informationfrom the group will be forwarded to Council in the future.

Next Steps

The attached Appendix 2 is the affordable housing strategy timeline for 2010 with the nextworkshop scheduled for January 26, 2010.

Dayle Reti

Ocowl2010\0104 january 4 \cowreportaffordablehousingworkshopsjan2010,doc

50

FILE: [CLICK HERE TO TYPE EFS FILE CATEGORY] PAGE 2 OF 2[Click here to type EFS File Folder Name]

Appendix 1

Definition

The term "Affordable Housing" for Mission means housing that aspires to exceed the basic governmentstandards of shelter and whose cost is within the reach of household incomes, without compromising basicsurvival needs. Affordable housing includes a wide variety of housing models that meets a broadspectrum of needs and is accessible to public amenities, transit and support services.

Vision

Mission is an inclusive community where people live together in diverse neighborhoods regardless ofrace, religion, income level, history, gender, age, and mental and physical health. Mission's affordablehousing strategy supports neighborhoods that are safe, crime free, clean, stable, and accessible totransit, amenities and services.

The range of housing includes supportive and subsidized housing, market rental and ownership. Itcontributes to well-designed, functional neighbourhoods and a strong social and economicenvironment. Affordable housing supports a healthy, livable community that cares for itself and meetsthe needs of Mission's diverse population.

Guiding Principles

1. The Affordable Housing Strategy incorporates the.entire continuum of housing types, usingSmartGrowth BC's categories of government subsidized housing, market and non-markethousing.

2. The strategy will focus on Mission's housing needs and will be implemented with a regionalperspective.

3. Co-operation and partnership with community resources and organizations, including all levels ofgovernment, is important in the implementation of the strategy.

4. Parties involved in implementing the Affordable Housing Strategy should aim to build on existingphysical infrastructure and organizations.

5. A sustainable focus (i.e. social, environmental, economic and political) is considered key to anyhousing strategy in Mission.

G:Comdev/Dayle/Affordable Housing definition, vision, guiding principles attached to COW report

51

Appendix 2

Affordable Housing Strategy Timeline for 2010

January 2010 workshop with the housing sub-committee and municipal staff

Tasks1) Inventory of existing affordable housing in Mission and what is the demand for each housing type2) Refine the goals for achieving affordable housing3) Discuss the following:

If you were implementing affordable housing what would you do?

February 2010Staff to:-develop draft strategies and objectives to implement the affordable housing strategy-gather further information from other municipalities- identify demand in Mission

March 2010 workshop with the housing sub-committee and municipal staff

Task1) Review the strategies and discuss options for actions to implement affordable housing •

Early April 2010

-Staff to prepare the draft affordable housing strategy

April 2010 workshop with the housing sub-committee and municipal staff

Task1) Group to review the draft affordable housing strategy

May 2010

- Draft affordable housing strategy to be sent to Council for review

52

G:Comdev/Dayle/Affordable Housing Strategy Timeline 2010

53

Finance DepartmentMemorandum

iDsISTsRiCoT

on

ON

MON THE FRASER

pbi erFINANCE\MINUTES\Recommendation approval.doc

File Category: ADM.COM .STAFile Folder: Administration & Finance Meetings 2009


From: Administrative Assistant - FinanceDate: December 23, 2009

Subject: Administration and Finance Committee Meeting Recommendations

Recommendation

1. That council formally adopts the minutes of the administrative and finance (budget) committeemeeting held on December 10, 2009.

Background

Attached are the minutes of the special administration and finance committee meeting held onDecember 10, 2009. Council is required to formally adopt these minutes.

Page 1 of 1

Minutes of the SPECIAL ADMINISTRATION and FINANCE COMMITTEE Meeting held inthe Conference Room at the Municipal Hall at 8645 Stave Lake Street, Mission, BritishColumbia, on Thursday, December 10, 2009 commencing at 5:00 pm.

Committee Members Present: Mayor James AtebeCouncillor Terry GiddaCouncillor Danny PlecasCouncillor Mike ScudderCouncillor Heather Stewart

Committee Members Absent: Councillor Paul HornCouncillor Jenny Stevens

Staff Members Present: Glen Robertson, chief administrative officerDennis Clark, director of corporate administrationKen Bjorgaard, director of financeRay Herman, director of parks, recreation & cultureKris Boland, deputy director of financeKerri Onken, deputy treasurer/collectorDebi Decker, administrative assistant

Mayor Atebe called the meeting to order.

1. NEW BUSINESS

AF Additional Information — Statutory Holiday Attendance at Mission Leisure

The director of parks, recreation and culture referred to his report dated December 3, 2009,entitled, Additional Information — Statutory Holiday Attendance at Mission Leisure Centre,advising as requested by council, the report and attachments were being provided asinformation.

AF128 2010 Financial Plan Document Introduction

09

The director of finance referred to the binder that included the document — 2010 FinancialPlan/Budget that was handed out at this meeting, detailing the sections of informationprovided in the budget document.

The director of finance continued on, by providing an overview of the introduction andexecutive summary, highlighting the various budget/tax scenarios shown. Staff weredirected to removed the council and grant items from the corporate administration sectionand show it as a separate item.

The director continued by referring to the graph on page 2-8 of the budget document, thatshows Mission is 11 th out of 27 municipalities (within the Fraser Valley Regional District andMetro Vancouver) in terms of 2009 property taxes and utilities (inclu ding other taxingauthorities) on an average assessed value home. Staff were directed to highlight this graphinformation in the document to be provided to the public regarding the budget/tax increase.

54

09/27 Centre

File: ADM.COM.STAAdministration & Finance Meetings 2009

55Special Administration & Finance Committee Meeting

Page 2 of 3December 10, 2009

The director continued by commenting on the water and sewer utilities. He noted that staffare recommending a 20% ($65) increase in water user rates and a 15% ($41) increase insewer user rates for 2010. These rate increases were partly due to an increase in transfersto the capital reserves required for regional capital infrastructure (second water source andtrickling filter projects) and due to the loss of regional sewer revenue from Langley.

General discussion ensued around the regional water and sewer capital projects, and staffwere directed to request at the next Abbotsford/Mission Water and Sewer Commissionmeeting, that the Maclure Main line which is being constructed in 2009, is to be fundedusing the new funding percentage of 12% for Mission.

Discussion continued on water metering and grants. The chief administrative officeradvised that he would be speaking with MP Randy Kamp's executive assistant to verify thatthe water metering proposal for the Build Canada grant could be resubmitted.

Discussion moved towards refuse and recycling with the director of finance advising thatstaff are recommending a 2% ($3) increase in the refuse user rates and a 0% increase forrecycling in 2010. Staff advised that the manager of environmental services is preparing areport for council regarding the inequities around the recycling user fees for single-familyand multi-family dwellings. Staff also noted that Mission and Abbotsford staff are currentlyworking on a new agreement for the Recycling Centre located in Abbotsford.

Discussion ensued on issuing a separate billing for municipal utility (water, sewer, garbageand recycling) fees rather than having them included on the tax notice. The director offinance advised council that staff are currently working on a report regarding having asecond statement for utility charges and staff would forward the report to council whencompleted.

Discussion moved towards the capital program and the signalization at Tunbridge andEgglestone streets that is scheduled for 2013. Council requested that staff look atadvancing this project to be included with the actual widening construction of Cedar Street.

The director of finance continued his presentation by referring to the budget/tax scenariosexplaining the difference in each of the five scenarios. Staff were directed to simplify theexplanations and make each of the scenarios larger for the next administration and financecommittee meeting.

General discussion ensued around the timing of the second, third and fourth complementsof four full-time firefighters, and how to indicate this tax increase to the public.

Discussion ensued regarding removing the 2010 — 2012 grant increases for the non-profitgroups. It was pointed out that contracts with the non-profit groups, including the increases,had been signed and therefore the District could not renege on the promised grantincreases.


56Special Administration & Finance Committee Meeting Page 3 of 3

December 10, 2009

2. ADJOURNMENT

Moved by Councillor Gidda, seconded by Councillor Stewart, and

RESOLVED: That the meeting be adjourned.

CARRIED.

The meeting was adjourned at 8:00 pm.

JAMES ATEBE, DENNIS CLARK,MAYOR DIRECTOR OF CORPORATE ADMINISTRATION

G:\finance\minutes\A&F minutes 091210.doc


Debi DeckCE\MINUTES \Recommendation approval.doc

iDISTRICT nOFM0■-• THE FRASER


57

File Category:

ADM.COM.STAFile Folder:

Administration & Finance Meetings 2009

'To: Chief Administrative Officer

From: Administrative Assistant - Finance


Subject: Administration and Finance Committee Meeting Recommendations

Recommendation

1. That council approve amending the Administrative Fees and Charges Bylaw # 4029-2007 toincorporate the new criminal record checks fee amendments;

2. That staff provide feedback from organizations regarding this fee increase to council next year;and,

3. That the recommendations (AF 09/29 — AF 09/41) contained within the minutes of theadministrative and finance (budget) committee meeting held on December 17, 2009 be formallyadopted.

Background

At the administration and finance (budget) committee meeting held on December 17, 2009, councilapproved the following:

1. That volunteers continue to be able to obtain a criminal record check for no charge;

2. That students be charged a fee of $25.00 to obtain a criminal record check;

3. That the fee for a criminal record check for employees be increased from $55.00 to $65„00;

4. That the Recovery House employees be included in the category "employees";

5. That a fee of $65.00 be charged for an Adoption criminal record check;

6. That a fee of $55.00 be charged for tenants in multi-family housing (the crime free multi-housing program) to obtain a criminal record check; and

7. That Recovery House residents, including all supportive housing residents, be able to obtaina criminal record check for no charge.

Staff are requesting that council approve .amending the Administrative Fees and Charges Bylaw#4029-2007, to reflect the approved fee amendments to the criminal record checks.

Page 1 of 1

Minutes of the SPECIAL ADMINISTRATION and FINANCE COMMITTEE Meeting held inthe Conference Room at the Municipal Hall at 8645 Stave Lake Street, Mission, BritishColumbia, on Thursday, December 17, 2009 commencing at 4:30 pm.

Committee Members Present: Mayor James AtebeCouncillor Terry GiddaCouncillor Paul HornCouncillor Danny PlecasCouncillor Mike ScudderCouncillor Jenny StevensCouncillor Heather Stewart

Staff Members Present: Glen Robertson, chief administrative officerKen Bjorgaard, director of financeKris Boland, deputy director of financeKerri Onken, deputy treasurer/collectorGreg Giles, superintendent utilitiesMargie Laue, RCMP office managerDebi Decker, administrative assistant

Staff Members Absent: Dennis Clark, director of corporate administration

Mayor Atebe called the meeting to order.

Councillor Stevens assumed the chair.

AF 09/29DEC 17/09

1. NEW BUSINESS

Breakdown of Criminal Records Checks

The director of finance referred to the report dated December 14, 2009, entitled "Breakdownof Criminal Record Checks" from the Manager, RCMP Administration.

General discussion ensued around the various categories for criminal records checks andthe fees charged for these categories.

Moved by Councillor Gidda, and

RECOMMENDED: That volunteers be charged a fee of $20.00 to obtain a criminal recordcheck.

OPPOSED: Councillor HornCouncillor ScudderCouncillor StevensMayor Atebe

DENIED

58


Special Administration & Finance Committee Meeting Page 2 of 6 59

December 17, 2009

AF 09/30DEC 17/09

Moved by Councillor Horn, and

RECOMMENDED:

1. That volunteers continue to be able to obtain a criminal record check for no charge; and

2. That students be charged a fee of $25.00 to obtain a criminal record check.

OPPOSED: Councillor GiddaCouncillor Plecas

CARRIED

AF 09/31DEC 17/09


RECOMMENDED:

1. That the fee for a criminal record check for employees be increased from $55.00 to$65.00;

2. That the Recovery House employees be included in the category "employees";

3. That a fee of $65.00 be charged for an Adoption criminal record check;

4. That a fee of $55.00 be charged for tenants in multi-family housing (the crime free multi-housing program) to obtain a criminal record check; and

5. That Recovery House residents, including all supportive housing residents, be able toobtain a criminal record check for no charge.

CARRIED

Council directed staff to provide any feedback from organizations regarding this fee increaseto council next year.

AF 09/32 Replacement of Compact Pickup Truck 5125DEC 17/09


RECOMMENDED: That the 2010 Equipment Replacement budget account number 50910be increased by $25,000 to be funded by the Equipment Replacement Reserve Fund for thereplacement of unit 5125 a compact pickup truck, which was damaged and written off by theInsurance Corporation of British Columbia.

CARRIED


60Special Administration & Finance Committee Meeting Page 3 of 6December 17, 2009

AF 09/33 LATE ITEM: Replacement of Parks Tractor Unit 5288DEC 17/09


RECOMMENDED: That the 2010 Equipment Replacement Budget, account number50910, be increased by $30,000 to be funded by the Equipment Replacement ReserveFund, for the replacement of unit 5288 a parks tractor, which malfunctioning transmissionthat is too expensive to repair based on.the age of the tractor.

CARRIED

AF 09/34 HST Impact on the District of MissionDEC 17/09

The director of finance referred to the report entitled "HST Impact on the District of Mission"dated December 14, 2009, advising that the HST would have different impacts on servicesprovided to the District than on goods purchased by the District.

Moved by Councillor Scudder, and

AF 09/35DEC 17/09

RECOMMENDED: That staff review major purchases in 2010 in terms of the HarmonizedSales Tax (HST) impact and plan expenditures accordingly, where practical.

CARRIED

Council requested that HST implications be included in the public presentation document.

Leisure Centre Statutory Holiday Openings

General discussion ensued around the leisure centre and possible closures on all orindividual statutory holidays. It was agreed that while the leisure centre should be open asmany days as possible, the public should be able to provide feedback to council regardingthe possible tax savings due to a statutory holiday closure.


RECOMMENDED: That council support the proposed leisure centre closure during theCanada Day statutory holiday.

OPPOSED: Councillor StewartCouncillor StevensCouncillor PlecasCouncillor ScudderMayor Atebe

DENIED


Special Administration & Finance Committee Meeting Page 4 o f 6

61December 17, 2009

AF 09/36DEC 17/09

AF 09/37DEC 17/09

AF 09/38DEC 17/09


RECOMMENDED: That council support including in the public presentation document, theproposal of having the leisure centre closed during the Boxing Day statutory holiday.

OPPOSED: Councillor StewartCouncillor Scudder

CARRIED

Fraser Valley Regional District E911 Service Areas

The director of finance referred to the information provided from the Fraser Valley RegionalDistrict (FVRD) and informed council that the E911 tax levy would be partially transferredfrom the tax requisition from the FVRD onto land line phone bills and then possibly on cellphone bills in the future.

Council questioned whether the new levy was on all local calls, or a flat charge on thephone bill, and staff advised that they would obtain clarification from FVRD regarding thisquestion.

Library Services Budget Planning for 2010 - 2014

The Mayor declared a conflict of interest and left the meeting.

The director of finance advised that Councillor Stevens had requested that the request fromthe Mission Library to add an additional four hours per week to circulation staff time bebrought back for council discussion, after council deferred this request to the 2011 budgetdiscussions at the December 10, 2009, administration and finance committee meeting.

Moved by Councillor Plecas, and

RECOMMENDED: That council reconsider the budget request of adding an additional fourhours per week to the Mission Library circulation staff time.

CARRIED

AF 09/39 Moved by Councillor Plecas, andDEC 17/09

RECOMMENDED:

1. That council proceed with the budget request of adding an additional four hours perweek to the Mission Library circulation staff time, utilizing the additional revenue fromthe increase in the Mission Library room rental rates and funding the remainingapproximate $1,650 operating cost from a core budget increase; and


Special Administration & Finance Committee Meeting Page 5 of 6

62

December 17. 2009

2. That this request be included in the public budget presentation document.

OPPOSED: Councillor HornCouncillor Gidda

CARRIED

The Mayor returned to the meeting.

AF 09/40DEC 17/09

Budget Direction

The director of finance advised that staff were looking for direction from council regardingthe tax increase scenarios to be included in the public budget presentation document.

General discussion ensued around the five scenarios, the composite fire fightercomplements and the RCMP member.


RECOMMENDED:

1. That staff use the current Scenarios C, D and Base to include in the public budgetpresentation document;

2. That at the public budget presentation staff are to ask for specific feedback on theincrease in Library circulation staff time and the leisure centre Boxing Day statutoryholiday closure; and

3. That the RCMP member and firefighter complements be shown as separate line and taxincrease items.

CARRIED

AF 09/41 2010 Financial Plan/Budget Highlights Draft DocumentDEC 17/09

The director of finance referred to the draft 2010 Financial Plan/Budget Highlights documentthat was handed out, requesting council's input.

General discussion ensued and input was received from council.

AF 09/42 Meeting Follow-upDEC 17/09

Due to time restraints, the meeting follow-up information was deferred to the next meeting.


Special Administration & Finance Committee Meeting Page 6 of 6

63

December 17, 2009

2. ADJOURNMENT

Moved by Councillor Horn, seconded by Mayor Atebe, and

RESOLVED: That the meeting be adjourned.

CARRIED.

The meeting was adjourned at 7:25 pm.

JAMES ATEBE,MAYOR

DENNIS CLARK,DIRECTOR OF CORPORATE ADMINISTRATION

Glinance\minutes\A&F minutes 091217.doc


64


MiD sISTsR ilCoT nOF

ON THE FRASER

File Category: FINI.TAX.VAGFile Folder: Finance


From: Deputy Treasurer/Collector


Subject: Proposed Write-off of Property Taxes, Utilities, Penalties and Interest.

Recommendation

That the District send a letter to the Minister of Community Services and Rural Development to askpermission to formally write-off the 2008 property taxes, utilities, penalties and interest on four propertieslisted below totaling $3,787.29

Appellant RollNumber

Address2008

PropertyTax

ApportionmentCurrentBalance

(Dec 31, 2009)

Request

(includes interest& penalties)

I Heikkila New 920 423 300 34910 DTR $ 2,345.08 $ 0.00 $ 2,345.08

A Klos New 920 423 400 8337 Shimek $ 512.69 $ 525.24 $ 525.24

R. Janus New 920 423 500 8331 Shimek $ 470.08 $ 0.00 $ 470.08

0715720 LTD 920 424 000 34910 DTR $ 3,327.85 <$ 3,327.85> $448.59 $ 448.59

TOTALS $ 3,327.85 $0.00 $972.13 $ 3,787.29

Background

A subdivision application for 34910 Dewdney Trunk Road was approved in late 2007 to divide theproperty into 3 lots. Due to the timing of registering the subdivision application at the Land Titles Officeby the developer, the 2008 roll from BC Assessment showed assessment value for only the parentproperty, the original property owned by 0715720 LTD, and not the 3 new lots. The developer sold thelots in early 2008.

When property taxes were calculated in May 2008, the total outstanding balance was added to the parentproperty. The three new lots, with zero assessment value, had no property taxes calculated. The ownerof the parent property was sent a tax notice in May 2008 and reminder notices in July 2008 andNovember 2008. During this time period, the developer did not inform staff that he no-longer owned theproperty and the three new owners did not contact staff asking for their tax notice.

In January 2009 the parent property became inactive on the BC Assessment roll with outstandingproperty taxes owing.

Staff were able to contact the developer by phone in early 2009 where we were informed that he sold theproperties and he felt he was not responsible for the outstanding property taxes. Staff contacted BCAssessment and was provided with information to apportion the 2008 property taxes to the three new

Page 1 of 2

lots. Only the 2008 property taxes were moved from the parent property over to the three new lots. Anypenalties and interest remained on the parent property. Staff contacted the owners of the new lots toinform them of the situation and let them know of the amount outstanding. One property had changedhands a second time in early 2009.

Currently, two of the properties have paid the 2008 property taxes. The third property, which was the oneresold in 2009, believes they are not responsible for the outstanding balance and p6tting the onus onthem to collect this balance from the previous owner is unrealistic and burdensome. If a request is to bemade, it should be extended to all three properties.

To avoid this situation in the future, the District's Planning Department has updated subdivisionrequirements to include an estimate for future property taxes as an additional deposit when a subdivision •application is close to completion between September and December each year.

A resolution of Council to write to the Minister of Community and Rural Development asking forauthorization to write off the taxes under section 315.3 of the Local Government Act will be required toremove this debt.

Kern Onken, CGA

GAFINANCESTAFFWBuss\writeoffmemo.doc

65

Corporate AdministrationINFORMATION Memorandum

66

MDISTRICT OF

lsslonON THE FRASER

Dennis C

File Category: FIN.GRA.MUN (2010)File Folder: Mission Arts Council


From: Director of Corporate Administration


Subject: Grant Request - Mission Arts Council

Attached is a letter from the Mission Arts Council requesting an exemption forutilities fees for 2010.

The value of such an exemption is currently estimated at $983.

g: \cow \2010\0104 january 4\arts co ncil.doc

Page 1 of 1

33529 1 st Ave, Mission, BC, V2V 1H DISTRICT OF N ISSICADate Ack'd Date Distd Date Scanned File Category

File Folder Name

TotRayor un MayorRB DOH D ExemptOCOWOtherFor eport to COW DInformann DReply for Mayor's Sig• District of Mission D Requested By Din Response to Council Follow Up

ATTENTION: Dennis Clark - Director of Corporate Adrninistra on8645 Stave Lake StreetMission, BCV2V 4L9

RE: District of Mission Arts Council request for exemption of Utilities.

Dear Mr. Clark,

On behalf of the Mission Arts Council, I would like to thank the District of Mission fortheir continued support and especially you for your guidance in the matters of taxes, zoning,fee for service and our permissive exemption inquiries from the Arts Council.

In April 2009, I wrote to you with regards to the cap on utilities for the Arts Center. TheDistrict did cap them for 2009 at the 2005 rate, but at this time, we would like to ask for acomplete exemption of utilities for as long as the Arts Council remains in this facility.

Please accept this letter on behalf of the Mission Arts Council, as a request for exemption onMunicipal Utility taxes (water, sewer, garbage and recycling). This would assist in our abilityto maintain our tenancy at the Center located at 33529 1" Ave.

If you have further questions, please feel free to contact me @ 604-826-0029, MondayWednesday or Friday 9 am to noon. I thank you in advance for this consideration, and lookforward to your reply.

Nancy ArcandExecutive DirectorMission Arts Council

Page 1 of 1

December 11 th, 2009

67

Data

MDISTRICT OF

issioON THE FRASER

Corporate AdministrationMemorandum

68


From: Legislative Assistant


Subject: Municipal Grants in Aid Policy FIN.19

Recommendation

That council policy FIN.19 Grants — Municipal Grants in Aid be amended as follows:

(a) by changing item 1 of the Applications section to read: "the adopted constitution of anunincorporated group, or, in the case of a body corporate, a copy of its incorporation documentssetting forth its objectives and goals ONLY if applying for the first time"; and

(b) by adding item 9 to the Applications section as follows: "a current list of Board members andnumber of full and part time employees;"

Background

After its March 2009 meeting, the Municipal Grants in Aid select committee made somerecommendations regarding the application process (excerpt attached). The following points areproposed to address these concerns:

Staff will process the applications immediately after the March 1 st deadline and schedule thecommittee meeting at least two weeks after the applications are available for pick up by thecommittee members.

It is proposed that the policy be amended to ask for a list of current board members and number ofemployees as part of the required documentation. Board appointments are typically a part ofannual statements made by not-for-profit organizations to the Society Registrar, and accordinglycould be considered public information.

▪ It is proposed that the section of the application form dealing with required documentation bereformatted slightly to make the requirements more clear.

▪ It is proposed that the policy be amended to specify that a copy of an organization's constitution isrequired only if it is the first time the organization is applying for a grant in aid.

• The application form with the suggested reformatting still fits on one page. It is anticipated that ifthe document requirements are made more clear to applicants, the information will be betterorganized for the committee members.

Copies of the current policy and application form, and a copy of the proposed reformatted applicationform are also attached for council's reference.

Jennifer Russell

Page 1 of 1

The 2009 Municipal Grants In Aid Committee met on March 11 th from 12 noon to 4 p.m.at the Mission Fire Hall in Mission.

In attendance : - Councilor Je nny Stevens, Glen Kask, Shirley Mitchell, Ed Betterton,Kathy Mackovic, Jean Ledgerwood and Bronwen Sutherland.

It was moved by Councilor Stevens and Seconded by Glen Kask that BronwenSutherland serve as Chair.

There were no further nominations and Bronwen Sutherland was declared Chair.

The Committee thanked Jennifer Russell, Administrative Clerk, for an outstanding job inputting together this year's packages, additional requested information and for arrangingthe meeting logistics.

The Committee recognizes the current economic climate and the tremendous restraintson mayor and council during the budgeting process. Bearing this in mind, the committeeweighed each decision very carefully and has in fact reduced the grants to the Arts andCulture budgeted amount by $7,000. It is hoped that the money can be kept in reserve forany unexpected events or requests for funds for arts related events throughout the year.

The Committee made several recommendations regarding the process of application inhopes of expediting the discussion and allowing committee members to make informeddecisions about the application.

- Moving the deadline for applications earlier in the year so that committeemembers can have the information packages in advance of the meetings —suggested time required — two weeks.

- A detailed list of Board Members and employees- Reinforce the request of How They Spent Last Year's Funds in more detail.

Although some applicants comply, many are vague and in some cases non-existent.If the funds are for a specific project, a detailed list of other revenue sources.

- Established organizations do not need to add a copy of their constitution — thismakes for heavy tomes and a waste of paper.A general revamping of the form to include all of the above onto one sheet.Committee members found they had to wade through mounds of paper to clarifycertain issues.

69

FINANCIAL ADMINISTRATION

GRANTS MUNICIPAL GRANTS IN AID

FIN.19

70

Date Policy Adopted: October 19, 1987

Council Resolution Number . 24Date Policy Amended: May 21, 1991

Council Resolution Number . 1072

Date Policy Amended: July 4, 1994

Council Resolution Number: 94/597Date Policy Amended: August 2, 1994

Council Resolution Number: 94/670

Date Policy Amended: December 5, 1994

Council Resolution Number: 94/1044Date Policy Amended: January 2, 1996


Date Policy Amended: January 15, 1996

Council Resolution Number . 96/40Date Policy Amended: January 20, 1997


Date Policy Amended: October 6, 1997

Council Resolution Number: 97/924Date Policy Amended: June 19, 2000

Council Resolution Number 00/552

Date Policy Amended: August 21, 2000

Council Resolution Number . 00/754Date Policy Amended. November 20, 2000


Date Policy Amended: February 19, 2001

Council Resolution Number: 01/119Date Policy Amended: April 2, 2001


Date Policy Amended: April 2, 2002

Council Resolution Number: 02/317Date Policy Amended: May 5, 2003

Council Resolution Number . 03/537

Each year, as part of its annual budget process, Council will determine the amount of funding tobe provided from its Legislative budget for all municipal grants in aid including: Arts and Culturalgrants, Recreation and Social Services grants, In-Kind Contribution grants, Special Eventsgrants and Community Event grants. All grants approved by Council will be funded from thisbudget.

"In-Kind Contribution" grants are based on the provision of municipal property, materials orresources to an applicant, and do not include the provision of cash funds either to, or on behalfof, the applicant. While cash funds are not provided in relation to In-Kind grants, it is recognizedthat such grants will involve either an expense or foregone revenue for the municipality. Eachapplication for In-Kind grants will include the estimated value of the application underconsideration.

"Special Events" are defined as any one-time or first-time event that is of cultural, social orrecreational significance to the community and which has the participation of more than oneorganization.

Finance Department Page 1 of 5

GRANTS - MUNICIPAL GRANTS IN AIDFIN.19

"Community Event" is defined as a recurring event that Council has determined provides somesignificant benefit to the broad community, and is open to all members of the public withoutcharge. Community Events Grants are limited to not more than $5,000.00 per event annually.

Applicants for a Community Events Grant are required to provide the following information:

➢ Objectives of the event.

➢ Targeted audience of the event.

➢ Projected number of attendees for the event

➢ Proposed advertising and promotion of the event

➢ Actual number of attendees at the event for the past 3 years, if it is an annual event.

➢ Amount of projected local spending to hold the event.

All other grants will be considered to be Arts and Cultural grants or Recreation and SocialServices grants.

Typically Arts and Cultural grants, Recreation and Social Services grants, Special Events grantsand Community Events grants will be in the form of direct cash funding support to, or on behalfof, the applicant.

Eligibility

A Mission based community group in the arts, cultural, recreational or social services field mayapply for a grant if:

1. it is not commercial in nature;

2. it is incorporated, either under the Societies Act of British Columbia or under any federal actas a charitable organization, or, in the event that the funding applied for is equal to or lessthan $500.00, it is an unincorporated group with a written constitution which evidencesobjectives which are charitable in nature;

3. it has demonstrated sound financial and administrative management;

4. there is demonstrated financial need;

5. it complies with the provisions contained in Section 181 of the Local Government Act, or asmay be amended from time to time; and

6. funding would benefit the residents of the District of Mission.

Organizations which operate a community facility as defined by Council may apply for taxexempt status or a grant toward current taxes on property owned by the applicant or themunicipality.

Applications

All grant applications shall be directed to the Director of Corporate Administration or his/herdelegate, on or before March 1st of each year, or such other date as Council may direct.

District of MissionFinancial Administration — Grants-Municipal Grants in Aid — FIN.19 Finance Department Page 2 of 5

71


In keeping with this policy, requests for Special Events grants may be applied for at other timesof the year.

All applications shall be submitted on the Grant Application form together with the followinginformation and documentation:

1. the adopted constitution of an unincorporated group, or, in the case of a body corporate, acopy of its incorporation documents setting forth its objectives and goals;

2. the service the organization provides to the community;

3. the amount of financial assistance required;

4. the benefits in the community to result from the grant;

5. the degree of other community support or sponsorship;

6. a detailed proposed budget for the current year, detailing expenditures and revenues,including a list of all other grants and donation;

7. financial statements from the immediately preceding fiscal year,

(i) signed by two directors in the event that the applicant is an unincorporated body, and thefunding requested is equal to or less than $500.00; or

(ii) as required by the Societies Act or other incorporating legislation, however, in the eventthat the funding requested by a body corporate is greater than $5,000.00, then thefinancial statements must be reviewed and/or audited by an independent and qualifiedaccountant;

8. if the applicant has received grants funding in the past, a detailed accounting of theexpenditure of such funds.

Incomplete applications will be returned. Returned submissions which are not resubmitted bythe March 1 deadline in corrected form will not be considered for funding. It is stronglysuggested that submissions be tendered early, and applicants are encouraged to consult withthe Director of Corporate Administration or his/her delegate for assistance prior to submitting anapplication.

By way of example only, applications which are not signed, do not evidence an incorporationnumber, or do not have the proper financial statements or accounting for previous fundsattached, will be rejected by the Director of Corporate Administration and returned to theapplicant.

Criteria

Applications will be reviewed having regard to the extent to which a proposal positivelycontributes to the Community and the extent to which a proposal meets the following criteria:

1. past financial performance;

2. organization has a large number of volunteers and a broad base of community support;

3. activity/program is accessible to a large portion of the community's residents;


72


4. activities are consistent with the aims, objectives and standards of the District;

5. contributions toward travel expenses from individuals or teams will be considered only fortravel to international, national or Western Canadian events where the individual or team arecurrent provincial champions;

6. preference will be given to applications with at least 50 per cent of required funding comingfrom sources outside the funds sought from the District;

7. preference will be given to applications providing programs for youth and/or seniors.

Notwithstanding that an applicant may meet the criteria noted, Council will not consider grantsfor:

1. non-profit societies operating at regional, provincial or federal level and conductingfundraising by means of tag days, mail outs, door-to-door campaigns, or other forms ofadvertising;

2. organizations which receive a fee for service from the District, unless the application is for aprogram other than the fee for service program.

Procedure

Incomplete applications for any grants will not be forwarded for consideration.

Grants for Council Review

Completed applications for Special Events grants, In-Kind grants and Community Events grants(all as defined by this policy) which are received by the March 1 application deadline will beforwarded to Council for review and consideration.

Recognizing that unique and beneficial "special events" may also arise from time-to-time outsideof the time lines rioted in this policy, applications for "Special Events" grants received after theMarch 1 application deadline will be forwarded directly to Council for its consideration.

Applications for. Special Event grants will be reviewed by Council subject to the following:

1. Council will not consider applications made after the March 1 deadline if the same event hasalready been considered by the Municipal Grants -Advisory Committee

2. if these special events are intended to be recurring in future years, all future applications forthe event must occur on or before March 1, and be forwarded to the Municipal GrantsAdvisory Committee for review.

Council will consider the past demonstrated fiscal responsibility of applicants when consideringgrant requests for repeat events, giving consideration to economic and qualitative benefits to thecommunity in instances when a reduction in funding for repeat events is not deemedappropriate.


73


Grants for Grants Advisory Committee Review

All other completed grant applications which are received by the March 1 application deadlinewill be forwarded to the Municipal Grants Advisory Committee (the Committee) for review.

The Committee will consider the past demonstrated fiscal responsibility of applicants whenconsidering grant requests for repeat events. The Committee will also identify economic andqualitative benefits to the community in instances when a reduction in funding for repeat eventsis not deemed appropriate.

The Committee will review each application and make recommendations to Council through theCommittee of the Whole, regarding which grants should be approved and the amount to beapproved, always subject to funding availability.

Payment

No grants in aid can be paid until after adoption of the District annual budget. All payments aresubject to the following:

1. the term of a grant shall be for one year only

2. applicants are advised that grants may not be continued from year to year

3. renewals are riot automatic nor is any increase in funds;

4. no grants will be made to pay for past deficits incurred by nonprofit societies;

5. all applicants must submit an evaluation of the use of the funds at either the end of theevent/project or the calendar year, whichever occurs first. Failure to provide an evaluationwill result in future grant requests not being considered.

74


COKIZE NfoK

75

DISTRICT OF MISSION

Grant Application

The deadline for submission of grant applications is March 1st of the year in which the grant is to be considered. Submitto the Director of Corporate Administration, District of Mission, 8645 Stave Lake Street, Box 20, Mission, B.C. V2V 4L9(Inquiries 820-3700)NAME OF ORGANIZATION: .

Incorporation Number: I Contact Person:

Mailing Address:

City/Province: Telephone:

Postal Code: Amount of grant requested: $

1. Describe the service your organization provides to the community. (Attach a separate sheet if necessary)

2. Describe how you propose to utilize the funds for which you are making application and what benefits tothe community will result from the grant. (Attach a separate sheet if necessary).

3. What community support or sponsorship exists for this project? (Attach a separate sheet if necessary).

The following documentation is attached:D ConstitutionD A detailed proposed budget for the current year, detailing expenditures and revenues, including a list of

all other grants and donations> Financial statements for the previous fiscal year . (see Applications items 7 and 8 on reverse)> A detailed evaluation of the use of funds at either the end of the event/project or the calendar year,

whichever occurs firstCertification by autherrized signatory:

I hereby certify that I have read District of Mission Grants Policy FIN. 19 (on reverse), that this applicationcomplies with its requirements and that the information contained in this application is complete and correct.

Signature: Title:Name: Date:

g:\clerk\forms\Municipal Grant in Aid Application (front).doc

fo SE bFOCA

76MissionON THE FRASER

Grant Application

The deadline for submission of grant applications is MARCH 1st of theto the Director of Corporate Administration, District of Mission, 8645 Stave Lake

year in which the grant is to be considered. SubmitStreet, Mission, B.C. V2V 4L9 (Inquiries 820-3700)

NAME OF ORGANIZATION:

Incorporation Number: 'Contact Person:

Mailing Address:

City/Province: Telephone:

Postal Code: Amount of grant requested: $

1. Describe the service your organization provides to the community. (Attach a separate sheet if necessary)

2. Describe how you propose to utilize the funds for which you are making application and what benefits tothe community will result from the grant. (Attach a separate sheet if necessary).

3. What other community support or sponsorship exists for this project? (Attach a separate sheet if necessary). -

The following documentation must be attached:

1. Constitution (ONLY if applying for the first time)

2. Current list of Board members and number of employees (full time and part time)

3. Detailed proposed budget for the current year, detailing expenditures and revenues, including a list of all othergrants and donations

4. Financial statements for the previous fiscal year (see Applications items 7 and 8 on reverse),including a separate, detailed evaluation of the use , of funds at either the end of the event/project or thecalendar year, whichever occurs first

Certification by authorized signatory:

I hereby certify that I have read District of Mission Grants Policy FIN. 19 (on reverse), that this application complies withits requirements and that the information contained in this application is complete and correct.

Signature: Title:

Name: Date:

To:0 MOtherNovember 23, 2009

CITY OF BURNABYOFFICE OF THE MAYOR

DEREK R. CORRIGANMAYOR

77

nor:DRepert to uOW !o: sRPPie.ctPr, C:' - Oln Pte, 00r ,, P ): •

Mayor and CouncilDistrict of Mission8645 Stave Street P.O. Box 20Mission, BC V2V 4L9

Dear Mayor and Council:

Burnaby City Council, at the Open Council meeting held on 2009 November 16, received a staffreport prepared in response to correspondence from Solicitor General Kash Heed regarding theproposed costs and governance structure associated with the Police Records InfoimationManagement Environment (PRIME).

Burnaby Council is very concerned about the rising costs of PRIME, from a "no cost tomunicipalities" position to $1,000 per RCMP Member and the creation of a Board of Directorswith no representation from local governments.

As a result I have written to Solicitor General Kash Heed, expressing our concerns andrequesting an urgent review of both the costs and governance structure of PRIME. I amproviding a copy of our staff report and my correspondence to the Solicitor General for yourinformation.

Burnaby Council urges all UBCM members continue to actively petition the Provincialgovernment and your MLAs to ensure local governments are properly represented on the PRIMEBoard of Directors, and that we have a voice in the determination of costs related to operations,maintenance and future upgrades.

Very truly yours,

4949 Canada Way, Burnaby, British Columbia, V5G 1M2 Phone 604-294-7340 Fax 604-294-7724 [email protected]

—Derek R. CornMayor

CITY OF BURNABYOFFICE OF THE MAYOR

DEREK R. CORRIGANMAYOR

November 23, 2009

Honourable Kash HeedSolicitor GeneralPO Box 9053 Stn Prov GovtVictoria, BC V8W 9E2

Dear Mr. Heed:

Burnaby City Council is in receipt of your correspondence regarding the "Police RecordsInfonnation Management Environment (PRIME)" information system. In addition, we havereceived information from City staff providing background on the development of PRIME andits governance structure, as well as, system costs and potential future upgrades (copy attached).

Council was disappointed to learn that while municipalities are being told we will be required topay a $1000 per member levy to cover operating, maintenance and other costs associated withPRIME, there is no local government representation on the Board of Directors responsible forthe operations, maintenance or upgrade of this system. I am sure you will agree that to have aBoard of Directors responsible for assigning costs without any representation from thoserequired to pay those costs is tantamount to "taxation without representation."

Initially PRIME was represented as a "no cost to municipalities" program. Subsequently wewere told we would be required to pay $500 per RCMP member for the service. Now we aretold it will be $1,000 per RCMP member. Yet we have no representation on the Board ofDirectors, no control over the costs, future upgrades or maintenance and we are expected tosomehow find the funding to pay those costs, which in our Municipality will be an additional$308,000 per year. As you well know, our only revenue sources are property taxes and user fees.To go from "at no cost to municipalities" to $1,000 per RCMP member per year, places anuntenable financial burden upon local governments and our Citizens.

On behalf of Burnaby City Council, I am requesting an urgent review of the PRIME cost andgovernance structure with the goal of providing consultation on sustainable, shared costs andmajority representation from local governments across British Columbia.

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4949 Canada Way, Burnaby, British Columbia, V5G 1M2 Phone 604-294-7340 Fax 604-294-7724 [email protected]

79

City ofBurnaby

Item

Meeting /009 Nov 16

COUNCIL REPORT

TO:

CITY MANAGER DATE: 2009 November 10

FROM: DIRECTOR FINANCE

FILE: 27000 01Reference: RCMP Prime

SUBJECT: POLICE RECORDS INFORMATION MANAGEMENT ENVIRONMENT

PURPOSE: To Provide Council with an Update and Overview of the Provincial PoliceInformation System

RECOMMENDATIONS:

I. THAT Burnaby request that the Province provide municipal representation on thePRIME-BC Board of Directors.

REPORT

Arising out of the discussion of the correspondence item "User Fee for the Police RecordsInformation Management Environment (PRIME)" from the B.C. Solicitor General, at themeeting of 2009 October 07, Council requested an update and background on PRIME-BC.

In 1997 the BC Association of Chiefs of Police passed a resolution that stated the need to "Adopta common police information system in British Columbia which is focused on supportingoperational police officers and the delivery of community policing..." The resolution was bornout of the need for quicker access and sharing of the mass of police information stored in variousformats and in multiple agencies throughout B.C.

PRIME-BC was legislated by the Province into existence as a multi jurisdictional shared policeinformation system that is integrated to the Courts (JUSTIN) system. It is based on Canadiandeveloped computer software called Versadex that uses a single shared common data base andrelies on electronic report submission from the police officers in the field. The software is alsoused widely across North America and provides a high degree of functionality including generaloccurrence reports, major case management, document imaging, integrated mug-shots, officerscheduling, electronic workflow, arrest, booking and court follow-up in formats shared by alljurisdictions of the justice system.

80To: City ManagerFrom: Director FinanceRe: Police Records Information Management

Environment2009 November 0' Page 2

The governance of the system is provided by PRIMECorp, a private company incorporated in2003. The governing Board of Directors consists of six members:

Director of Police ServicesC/O RCMP "E" DivisionC/C Capital Regional District Police ChiefsC/C Vancouver PoliceC/C Mainland Municipal ChiefsPresident/CEO E-Comm

There is no local government representation or input into the operation, maintenance or upgradeof the systems governed by PRIMECorp. Burnaby does have a staff representative recentlyinvited to sit on the PRIMECorp Finance Committee.

Local government representation, at the Board level, would provide a connection to PRIMECorpthat would ensure municipal issues were brought forward and considered in changes to thefunctionality and operation of PRIME. Attached is a draft, multi-municipal, letter to MinisterKash Heed, being coordinated by Port Coquitlam, in support of a UBCM resolution requestingmunicipal representation on the PRIME-BC Board. It is recommended that Burnaby indicate itssupport of the request by being signatory to the multi-municipal letter.

PRIME was first introduced, by the Province, to the local municipalities in 2004 December as areplacement for the existing information system, PIRS (Police Information Retrieval System),with a phased implementation over a four year time period. The implementation, in Burnaby,was completed in 2007.

The PIRS system that was used prior to the adoption of PRIME was charged to the city based on$228 per Regular RCMP Member. At the time that the Province introduced PRIME theunderstanding was that it was a provincial initiative that represented "no-cost-to-municipalities".In January 2007 the city was notified that a $500 per member levy was introduced to cover theoperating, maintenance and licence costs of PRIME. At that same time the PIRS levy wasdiscontinued and therefore partially offset the cost increase of the newly introduced PRIME levy.The incremental increase for PRIME was justified through the need to cover the more complexsoftware and maintenance of a Master Name index that links names from incidents to existingnames and incidents in the database.

The change to the use of PRIME by local detachments required a significant training componentto ensure the potential increases in functionality were realized. The training required, over theimplementation period at Burnaby, resulted in a total cost of $267,325.

It was understood, by the municipalities, that PRIME's real time update and 24/7 access to theinformation may require business process changes at the various detachments. It was also statedthat the comprehensive "transcription" process, required to validate data, needed to be analyzedto detejinine the most effective model. Since implementation the transcription services havebeen centralized and charged to Burnaby through the policing contract, the current rate is$124,534/year (2010/11).

81To: City ManagerFrom: Director FinanceRe: Police Records information Management

Environment2009 November 02 Page 3

Since its introduction, the letter from the Solicitor General indicates, several enhancements havebeen made to PRIME resulting in its operating costs being $12 million per year. The Ministeranticipates that RCMP Headquarters will cover $3 million per year with the remaining $9 millionto be allocated amongst the municipalities based on 9,000 RCMP members Province wide. Theresulting levy is $1,000/memberlyear and equates to a cost of $308,600/year for Burnaby (including

the integrated units).

The PRIMECorp Board of Directors is currently evaluating future enhancements to the systemincluding, Site Disaster Recovery, Server Consolidation, Network Consolidation, and TwoFactor Authentication. The costs of the enhancements and impact on the municipal levy are notknown at this time.

Cost Summary:PRIME annual operations levyTranscription services

Annual cost to Burnaby

$308,600124,534433,134

One-time Costs:Training 267,325Potential enhancements 500,000

The foregoing is provided for the infonnation of Council.

Rick EarleDIRECTOR FINANCE

Copied to: OIC Burnaby RCMP Detachment

October 6, 2009

Minister Kash HeedSolicitor General, Province of BCPO Box 9053 Stn Prov GovtVictoria BC V8W 9E2

Dear Minister Heed,

Re: Police Records Information Management Environment of British Columbia(PRIME-BC)

We are in receipt of your letter dated September 22 nd, 2009 and appreciate your correspondenceregarding the success of the PRIME-BC initiative for police records management. We arepleased with the Province's contribution to the project and the project's success.

I am writing today to request reconsideration of passing the operating costs onto municipalities.From our understanding PRIME-BC was introduced as a 'no-cost-to-municipalities' initiative.Those of us who where present when your predecessor announced this Provincial initiativewould recall vividly, Mr. John Les' announcement that this project will be totally funded by theprovince and not local government. Since its introduction, the costs have slowly transitioned tolocal governments based on what appears to be a decision by a Board of Directors that does nothave municipal representation. We believe there needs to be sufficient municipal representationon the Board to be heard. As you may appreciate, introduction of costs while others manage thecost drivers isn't an appropriate allocation of accountability.

This past week at the 2009 Union of British Columbia Municipalities Convention, the membersunanimously approved Resolution #B26 `Pushback on Downloading and Offloading' indicatingthe membership is very supportive of the need to manage our finances by not assuming theprovince's areas of responsibility. In the same conference, the membership voted in favour ofhaving municipal representation on the PRIME-BC Board. With these directives, we believe weneed to assess the PRIME-BC program in its entirety to understand the legislated area ofresponsibility, our current practice and allocate costs according to responsibility areas.

In the interim, we ask that the Province refrain from increasing PRIME-BC costs in 2010 untilsuch time that a municipal voice is introduced on the Board and an assessment is done on areasof responsibility. We believe it is most appropriate that the Province assumes full responsibilityfor PRIME-BC since it is a provincial initiative, assists with cross jurisdictional issues and also

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October 6, 2009PRIME-BCPage 2

benefits the province. After all, this was the intent, if not commitment, on the part of theProvince when PRIME-BC was introduced several years ago.

We appreciate your time and look forward to a response to our letter. If you have any questions,please do not hesitate to contact myself at (604) 927-5416.

Sincerely,

Greg MooreMayor

On Behalf of:

City of Port CoquitlamCity of

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122

MINUTES of the REGULAR MEETING of the COUNCIL of the DISTRICT OFMISSION held in the Council Chambers of the Municipal Hall, 8645 Stave LakeStreet, Mission, British Columbia, on December 7, 2009 commencing at 6:30 p.m.

Council Members Present: Mayor James AtebeCouncillor Terry GiddaCouncillor Paul HornCouncillor Danny PlecasCouncillor Mike ScudderCouncillor Jenny StevensCouncillor Heather Stewart

Staff Members Present: Dennis Clark, director of corporate administrationJennifer Russell, legislative assistantChristine Brough, administrative clerk


84

RC09/771DEC. 07/09

RC09/772DEC. 07/09

Special Recognition Award — Macey Finlay-Podner

Fire chief Ian Fitzpatrick presented Macey Finlay-Podner with a plaque ofcommendation on behalf of the Office of the Fire Commission and the Mission Fireand Rescue Service.

Mayor Atebe presented Miss Finlay-Podner with a certificate of heroism inrecognition of her bravery and courageous contribution to public safety in Mission asshe rescued her family from a house fire on November 16, 2009.

2. ADOPTION OF INFORMATIONAL ITEMS

Moved by Councillor Horn, seconded by Councillor Stevens, and

RESOLVED: That the following items be received as information:

(a) Updated Status of Allowable Annual Cut Process for TFL 26;

(b) One Way Request for Charman Street;

(c) Resilient Cities Gaining Ground Conference Highlights;

(d) Follow up report for Official Community Plan Amendments and Establishmentof Hazardous Lands Development Permit Areas;

(e) Ferndale Institution Population Profile December 2009;

(f) Minutes of the Abbotsford/Mission Water & Sewer Commission meeting heldon October 15, 2009;

(g) Minutes of the Mission Community Heritage Commission meeting held onJune 3, 2009;

(h) Minutes of the Mission Community Heritage Commission meeting held onSeptember 9, 2009;

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Regular Council Meeting Page 2 of 16December 7, 2009

(i) Minutes of the Mission Community Heritage Commission meeting held onOctober 7, 2009;

(j) Minutes of the Cultural Resources Commission meeting held on September 15,2009;

(k) . Minutes of the Cultural Resources Commission meeting held on October 15,2009;

(I) Minutes of the Economic Development Select Committee meeting held onOctober 15, 2009; and

(m) Minutes of the Traffic Safety Committee meeting held on October 14, 2009.

CARRIED

RC09/773DEC.. 07/09

RC09/774DEC. 07/09

RC09/775DEC. 07/09

Moved by Councillor Horn, seconded by Councillor Scudder, and

RESOLVED: That the report from the deputy director of parks, recreation andculture dated November 30, 2009 regarding the Olympic torch event on February 8,2010 be received as information.CARRIED

It was noted that this event will be another important opportunity for Mission to berecognized, and all members of the community were encouraged to attend.


Moved by Councillor Scudder, seconded by Councillor Stewart, and

RESOLVED: That council now resolve itself into committee of the whole.CARRIED

4. PLANNING

Councillor Stewart assumed the Chair.

Rezoning Application R08-025 (Shamei) — 9574 Brenda Street


RECOMMENDED:

1. That in accordance with rezoning application R08-025 (Shamei), the director ofcorporate administration prepare a bylaw to amend District of Mission zoningbylaw 5050-2009 by rezoning the property located at 9574 Brenda Street andlegally described as:

Parcel Identifier: 003-517-535 Lot 51 Section 33 Township 17 NewWestminster District

from RU16 zone (Rural 16 zone) to RR7 zone (Rural Residential 7 zone);

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RC09/776DEC. 07/09

RC09/777DEC. 07/09

2. That the bylaw be considered for first and second readings at the regularcouncil meeting on December 7, 2009;

3. That following such readings, the bylaw be forwarded to a public hearing onJanuary 25, 2010; and

4. That development variance permit application DV09-008, in the name of IrjaMaleky, to vary Section 304 D Setbacks of District of Mission zoning bylaw5050-2009 by reducing the minimum required Setback to the front lot line from7.5 metres (24.6 feet) to 6.22 metres (20.4 feet) to allow for an existingdetached garage in a proposed rural residential development located at 9574Brenda Street, be forwarded to council for public input and consideration ofapproval on January 25, 2010.

CARRIED

Rezoning Application R09-013 (Mikes) — 11759 Wilson Street

Moved by Mayor Atebe, and

RECOMMENDED:

1. That, in accordance with rezoning application R09-013 (Tony Mikes), thedirector of corporate administration prepare a bylaw to amend District ofMission zoning bylaw 5050 — 2009 by rezoning a portion of the property west ofWilson Street located at 11759 Wilson Street and legally described as thatportion of:

Parcel Identifier: 012-426-733 Lot 11, Section 15, Township 15, NewWestminster District, Plan 2061

from RU16 (Rural 16 Zone) to RR7 (Rural Residential 7 Zone);

2. That the bylaw lie considered for first and second readings at the regularcouncil meeting on December 7, 2009; and

3. That following such readings, the bylaw be forwarded to a public hearing onJanuary 25, 2010.

CARRIED

Tree Retention/Replanting Policy Improvements


RECOMMENDED: That the new policy LAN.32 Tree Retention and Replanting, asattached to the report from the planner dated December 7, 2009, be approved.CARRIED

87


RC09/778DEC. 07/09

RC09/779DEC. 07/09

Mission Community Heritage Commission Work Plan and Budgetfor 2010


RECOMMENDED: That the Mission Community Heritage Commission work planand budget for 2010, as attached to the report of the planner dated December 7,2009, be approved.CARRIED

5. ADMINISTRATION AND FINANCE

Councillor Plecas assumed the Chair on behalf of Councillor Stevens.

2010 and 2011 Fees and Charges Review


RECOMMENDED:

1. That council approve amending various user fees and charges as set out in thereport from the deputy treasurer/collector dated November 26, 2009, with aneffective date of January 1, 2010 for fees listed in column A, an effective dateof July 1, 2010 for fees listed in column B and an effective date of January 1,2011 for fees listed in column C; and

RC09/780DEC. 07/09

2. That council gives first three readings of user fees and charges amendingbylaw 5070-2009 on December 7, 2009.

CARRIED

Mission Community Library — Meeting Room Fee Increases


RECOMMENDED:

1. That effective January 1, 2010, the Mission Community Library meeting roomrental rate for non-profit groups be set at $25 per 3 hours or part thereof;

2. That effective January 1, 2010, the Mission Community Library meeting roomrental rate for profit groups be set at $60 per 3 hours or part thereof;

3. That the current equipment rental rates for the Mission Community Libraryremain unchanged (48" TV/VCR - $12.50 per 3 hours; coffee makers - $2.50;overhead projector -$7.50 per 3 hours; and flip chart/white board - $3.00);

4. That the current meeting room rental rate for the Rotary seminar room remainunchanged at $10 per 4 hours or part thereof; and

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Regular Council Meeting Page 5 of 16December 7, 2009 .

RC09/781DEC. 07/09

RC09/782DEC. 07/09

5. That the above rental rates be solidified by being included in the District ofMission's fees and charges bylaw 4029-2009.

CARRIED

Reserve Fund Bylaws


RECOMMENDED:

1. That the new establishment reserve fund bylaws receive first three readings;

2. That the transfer and repealing reserve fund bylaws receive first threereadings; and

3. That the District's reserve and surplus policy Fin.42 be updated to delete theproperty tax sale reserve fund and to add the cemetery reserve fund.

CARRIED

Administration and Finance Committee Meeting Recommendations


RECOMMENDED: That the recommendations of the administration and financecommittee arising out of a meeting held on November 9, 2009, as contained in itemsAF09/18 to AF09/26, be adopted.CARRIEDAF 09/18 Moved by Councillor Horn, and

AF 09/19

AF 09/20

RECOMMENDED:That council defer to the 2011 budget year, the Library's request for$5,100 for a 4 hour increase to circulation staff time per week.CARRIEDOPPOSED: Councillor Stevens


RECOMMENDED:1. That 1,500 hours of transit expansion be approved to start in April

2010 if possible, and January 2010 if not possible; and2. That council will revisit the 2010 funding source as new information

comes available.CARRIED


RECOMMENDED: That council provide staff with the following direction interms of a budget/tax increase scenario or scenarios that staff should beincluding in the upcoming provisional budget document to be presented to

89


council and the public:1. That council does not approve a cut to any of the municipal grants to

non-profit organizations;2. That each of budget/tax increase scenarios presented, including any

adjustments, be presented to the public;3. That removal of the downtown security pilot project only be

considered following the consultation process with council, theDowntown Business Association and the RCMP Inspector; and

4. That council does not approve the inclusion of a processing fee for aPLAY pass applications.

CARRIED

AF 09/21


RECOMMENDED:1. That council approve in principle, delaying the hiring of the second

complement of four full-time firefighters from July 1, 2010 to October1, 2010; and

2. That staff include this option in the public presentation of the 2010budget/tax increase scenarios.

CARRIEDOPPOSED: Councillor Horn

AF 09/22 Moved by Councillor Scudder, and

RECOMMENDED: That council approve in principle, to not support thestatutory holiday Leisure Centre closures, subject to clarification that all ofcouncil was in consensus on this matter.CARRIED

AF 09/23 Moved by Councillor Horn, and

RECOMMENDED:1. That council approve a net 5% increase to admission fees in the

parks, recreation and culture department , plus a 7% increase tooffset the impact of the HST in 2010;

2. That the new admission fee rates become effective May 1, 2010,contingent on confirmation from parks and recreation staff;

3. That the 7% increase to offset the impact of the HST in 2010 becomeeffective July 1, 2010;

4. That a report including a full listing of all new admission rates beforwarded to council prior to May 1, 2010;

5. That council approve a net 5% increase to rental rates in the parks,recreation and culture department;

6. That the new rental rates become effective September 1, 2010; and7. That a report including a full listing of all new rental fees be forwarded

to council prior to September 1, 2010.CARRIED

90


AF 09/24 Moved by Councillor Scudder, and

RECOMMENDED:1. That council approve a 100% increase to Cemetery fees effective

January 1, 2010; and2. That the $114,500 in additional revenue be allocated as follows:

(a) $44,500 for administrative staffing costs;(b) $45,000 to a Cemetery Reserve Fund; and(c) $25,000 for beautification and maintenance.

CARRIED

AF 09/25

AF 09/26


RECOMMENDED:1. That council defer the recommendation to increase the regular

criminal records check fee for non-volunteers and to charge a nominalfee for conducting a criminal records check for volunteers;

2. That staff breakdown criminal records checks undertaken forstudents, volunteers and others separately;

3. That staff advise what the actual budget impact of the above is; and4. That staff advise the possibility of utilizing gaming funds to subsidize

the costs of conducting criminal records checks for volunteers.CARRIED


RECOMMENDED:1. That discussions on the proposed planning application fee increases

be brought forward with the community amenity contribution and thedevelopment cost charge rates discussions; and

2. That staff provide an implementation process and provide costrecovery amounts.

CARRIED

RC09/783DEC. 07/09

Kennel Bylaw 2788-1994


RECOMMENDED: That Section 3 of District of Mission kennel bylaw 2788-1994 beamended to read:

"A kennel shall be permitted on a parcel of land which allows for generalagricultural use; except a hobby kennel shall only be permitted on a parcel ofland which allows for small scale agricultural use."

CARRIED

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RC09/784DEC. 07/09

RC09/785DEC. 07/09

Ticket Information Bylaw 2646-1993


RECOMMENDED: That District of Mission municipal ticket information bylaw 2646-1993 be amended by deleting Section 8 in its entirety and replacing it with therevised Schedule 8 as attached to the report from the manager of inspection servicesdated November 30, 2009.CARRIED

Traffic Bylaw 1698-1987


RECOMMENDED: That Section 8.04(b) of District of Mission traffic bylaw 1698-1987 be amended to read:

"Except in the cases of any vehicles so mechanically disabled as to prevent theimmediate moving of the same, no person shall park or leave standing suchvehicles on any street in the CC-D1 Zone as designated in the current Districtof Mission Zoning Bylaw No. 5050-2009 and amendments thereto, between thehours of 3:00 a.m. and 7:00 a.m. seven days per week."

CARRIED

RC09/786DEC. 07/09

Sign Bylaw 1662-1987


RECOMMENDED: That District of Mission sign bylaw 1662-1987 be amended asfollows:

(a) by deleting the words "RM Zone and the Mobile Home Park Zone (RH-1)" inSection 11.1 and replacing them with "Multiple Family Zone";

(b) by deleting the words "RU Zone" in Section 11.2 and replacing them with"Rural Zone";

(c) by deleting the words "No. 1831-1989" in Section 11.2(1)(c) and replacing themwith "5050-2009";

(d) by deleting the words "M Zone" from Section 11.3 and replacing them with"Industrial Zone";

(e) by deleting the words "P Zone" from Section 11.4 and replacing them with"Institutional Zone";

(f) by deleting the words "C Zone" in Section 11.5 and replacing them with"Commercial Zone";

(g) by deleting the words "Local Commercial (C-1) Neighbourhood Public HouseCommercial (C-6) and Medical Commercial (C-7)" in Section 11.6, andreplacing them with "Commercial Local One (CL-1), CommercialNeighbourhood Public House (CPH) and Commercial Medical (CM)",

92


(h) by deleting the words "R zone, RS zone, or a RT zone" in Section 11.6(2)(c)(iii)and replacing them with "Rural Residential, Suburban, Urban Residential, or aResidential Compact Zone"

(i) by deleting the words "Core Commercial (C-3) zone" in Section 11.7 andreplacing them with "Core Commercial Downtown One (CCD1) zone";

(j) by deleting the words "Core Commercial (C-3) zone" in Section 11.7(2)(d)(iii)and replacing them with "Core Commercial Downtown One (CCD1) zone";

(k) by deleting the words "Core Commercial (C-3) zone" in Section 11.7(2)(h) andreplacing them with "Core Commercial Downtown One (CCD1) zone";

(I)

by deleting the words "RM Zone" in Section 11.8(1) and replacing them with"Multiple Family Zone";

(m) by deleting the words "P Zone" in Section 11.8(2) and replacing them with"Institutional Zone";

(n) by deleting the words "C Zone" in Section 11.8(3) and replacing them with"Commercial Zone".;

(o) by deleting the words "Neighbourhood Public House" in Section 11.8(4) andreplacing them with "Commercial Neighbourhood Public House";

(P) by deleting the words "Multi Unit Residential" in Section 11.9(1) and replacingthem with "Multi Family";

(q) by deleting the word "Agricultural" in the Table of Contents - Section 11.2, andreplacing it with "Rural Residential and Suburban Zones"; and

(r) by deleting the words "Local Commercial (C-1), Local Medical Commercial (C1 -A) and neighbourhood Public Houses (C-6) Zones" in the Table of Contents -Section 11.6 and replacing them with "Commercial Local One Zone (CL-1),Commercial Neighbourhood Public House Zone (CPH) and CommercialMedical Zone (CM)".

CARRIED

RC09/787DEC. 07/09

Mission Community FoundationRe: Representative to Mission Community Foundation Board


RECOMMENDED: That the letter from Mission Community Foundation datedNovember 12, 2009 regarding a council representative to the. Mission CommunityFoundation board be received as information.CARRIED


Councillor Gidda assumed the Chair.

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RC09/788DEC. 07/09

RC09/789DEC. 07/09

Review of Disabled Parking Stalls on First Avenue Downtown


RECOMMENDED: That three additional disabled parking stalls be added on FirstAvenue between Home Street and Grand Street. -CARRIED

Aggregate Pilot Project Memorandum of Understanding on Implementationof the Fraser Valley Regional District Aggregate Pilot Project


RECOMMENDED:

1 That the mayor sign the aggregate pilot project memorandum of understandingon implementation of the Fraser Valley Regional District (FVRD) aggregatepilot project committing the District to work with staff from the Fraser ValleyRegional District, Ministry of Energy, Mines and Petroleum Resources, industryand other municipalities to implement the recommendations of the FVRDaggregate pilot project (March 31, 2009); and

2. That the manager of environmental services be designated as the District'sliaison officer with respect to implementing the memorandum of understanding.

CARRIED

In response to questions from council regarding the notification and publicconsultation processes, the manager of environmental services clarified:

(a) By approving the memorandum of understanding, council is not precludingdiscussions with the Ministry of Energy, Mines and Petroleum Resourcesregarding applications for aggregate extraction operations in the green areas.

(b) The intent of the green areas is to identify areas where aggregate extractionand certain manufacturing operations are permitted with minimal review by thelocal government.

(c) Although the Ministry will not be asking the District for approval as tooperations within the green areas, it is important that the District be informedahead of time when the Ministry is making those decisions.

(d) This process does not override the District's official community plan and zoningbylaws. All of the changes proposed in the pilot project would have to beincorporated into the OCP and zoning bylaws, and therefore would require anapplication to amend one or both bylaws. Those applications would still haveto go through the regular public consultation and council approval process.

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RC09/790DEC. 07/09

RC09/791DEC. 07/09

RCO9/792DEC. 07/09

RC09/793DEC. 07/09

BC Hydro Sponsorship of an Energy Manager for School District 75 andthe District of Mission

Moved by Councillor Stewart, and

RECOMMENDED:

1, That staff develop an agreement with School District #75 and BC Hydro toengage the services of an energy manager who will be under contract toSchool District #75, but who will also assist the District with improving energyefficiency throughout the organization; and

2. That $15,000 is allocated from the carbon tax refund, used to fundenvironmental charter initiatives, to fund disbursements required by the energymanager.

CARRIED

"Extension of Recycling Agreement


RECOMMENDED: That the mayor and director of corporate administration sign anamendment generally in the form attached to the agreement between the City ofAbbotsford, District of Mission and Abbotsford Community Services, dated March 4,2005, regarding the provision of recycling services, to extend the term of theagreement to March 31, 2010.CARRIED

Bi-annual Waste Audit Results


RECOMMENDED: That staff develop a community-based social marketing program,which may involve less conventional approaches and messaging to target specificsegments of the residential population, in order to give new momentum to increasingdiversion rates.CARRIED

Community Wide Greenhouse Gas Emissions Inventory andInclusion of Targets, Actions and Strategies within the District'sOfficial Community Plan


RECOMMENDED:

1. That the official community plan amendment process be endorsed with the goalof including greenhouse gas emission reduction targets, actions and strategiesas per Bill 27 requirements; and

95


2. That development of a community energy and emissions plan is supported andthat staff apply to BC Hydro and the Federation of Canadian Municipalities forfunding to develop the plan.

CARRIED

RC09/794DEC. 07/09


Mayor Atebe resumed the Chair.

Moved by Councillor Gidda, seconded by Councillor Plecas, and

RESOLVED: That the committee of the whole now rise and report.CARRIED

RC09/795DEC, 07/09


Moved by Councillor Scudder, seconded by Councillor Stevens, and

RESOLVED: That the recommendations of the committee of the whole, ascontained in items RC09/774 to RC09/794, be adopted.CARRIED

RC09/796DEC. 07/09

9. BYLAWS

Moved by Councillor Stevens, seconded by Councillor Gidda, and

RESOLVED: That the readings of all bylaws listed on the agenda of theDecember 7, 2009 regular meeting of council be approved as listed:

(a) District of Mission Zoning Amending Bylaw 5020-2009 First and Second(R08-025 — Shamei) — a bylaw to rezone property at Readings

9574 Brenda Street from RU16 (Rural 16 zone) toRR7 (Rural Residential 7 zone)

(b) District of Mission Official Community Plan Amending AdoptionBylaw 5034-2009-4052(4) — a bylaw to establishhazardous lands development permit areas

(c) District of Mission Refuse Collection and Disposal AdoptionAmending Bylaw 5067-2009-1387(48) — a bylaw toallow for the diversion of dimensional wood productsfrom the landfill

(d) District of Mission Cemetery and Crematorium AdoptionAmending Bylaw 5069-2009-858(16) — a bylaw toincrease fees and charges

96


(e)

(f)

(9)

(h)

(i)

U)

(k)

(I)

(m)

(n)

(o)

(P)

(q)

(r)

(s)

(t)

(u)

(v)

(w)

District of Mission User Fees and Charges AmendingBylaw 5070-2009 — a bylaw to update the user feesand charges within other bylaws

District of Mission Zoning Amending Bylaw 5071-2009-5050(1) (R09-013 — Mikes) — a bylaw to rezoneproperty at 11759 Wilson Street from RU16 (Rural 16zone) to RR7 (Rural Residential 7 zone)

District of Mission Officers Amending Bylaw 5072-2009-3986(9) — a bylaw to add and amend jobdescriptions

District of Mission Refuse Reserve FundEstablishment Bylaw 5073-2009

District of Mission Policing Reserve FundEstablishment Bylaw 5074-2009

District of Mission Major Capital Reserve FundEstablishment Bylaw 5075-2009

District of Mission Legal Reserve Fund EstablishmentBylaw 5076-2009

District of Mission Insurance Reserve FundEstablishment Bylaw 5077-2009

District of Mission Debt Retirement Reserve FundEstablishment Bylaw 5078-2009

District of Mission Financial Stabilization ReserveFund Establishment Bylaw 5079-2009

District of Mission Gaming Reserve FundEstablishment Bylaw 5080-2009

District of Mission Forestry Reserve FundEstablishment Bylaw 5081-2009

District of Mission Community Works Gas TaxReserve Fund Establishment Bylaw 5082-2009

District of Mission Sewer Capital Reserve FundEstablishment Bylaw 5083-2009

District of Mission Water Capital Reserve FundEstablishment Bylaw 5084-2009

District of Mission Park Land Reserve FundEstablishment Bylaw 5085-2009

District of Mission Vehicle and Equipment ReserveFund Establishment Bylaw 5086-2009

District of Mission Information Systems Reserve FundEstablishment Bylaw 5087-2009

District of Mission Community Amenity Reserve FundEstablishment Bylaw 5088-2009

First, Second andThird Readings

First and SecondReadings


















97


(x) District of Mission General Capital Reserve FundEstablishment Bylaw 5089-2009

(y) District of Mission Land Sale Reserve FundEstablishment Bylaw 5090-2009

(z) District of Mission Roads Capital Reserve FundEstablishment Bylaw 5091-2009

(aa) District of Mission Sanitation Reserve Fund Transferand Repeal Bylaw 5092-2009

(bb) District of Mission Water System Reserve FundTransfer and Repeal Bylaw 5093-2009

(cc) District of Mission Neighbourhood ParklandAcquisition Reserve Fund Transfer and Repeal Bylaw5094-2009

(dd) District of Mission Depreciation of Machinery andEquipment Reserve Fund Transfer and Repeal Bylaw5095-2009

(ee) District of Mission Information Systems Reserve FundTransfer and Repeal Bylaw 5096-2009

(ff) District of Mission Community Amenity Reserve FundTransfer and Repeal Bylaw 5097-2009

(gg) District of Mission General Reserve Fund Transferand Repeal Bylaw 5098-2009

(hh) District of Mission Land Sale Reserve Fund Transferand Repeal Bylaw 5099-2009

(ii) District of Mission Arterial Road Reserve FundTransfer and Repeal Bylaw 5100-2009

(i) District of Mission Tax Sales Moneys Transfer andRepeal Bylaw 5101-2009

(kk) District of Mission Cemetery Reserve FundEstablishment Bylaw 5102-2009

(II) District of Mission Municipal Ticket InformationAmending Bylaw 5103-2009-2646(16) — a bylaw toamend Schedule 8 for consistency with the zoningbylaw

(mm) District of Mission Kennel Amending Bylaw 5104-2009-2788(4) — a bylaw to amend Section 3 forconsistency with the zoning bylaw

(nn) District of Mission Traffic Regulation Amending Bylaw5106-2009-1698(11) — a bylaw to amend Section 8 forconsistency with the zoning bylaw

(00) District of Mission Sign Amending Bylaw 5107-2009-1662(6) — a bylaw to amend various sections forconsistency with the zoning bylaw

CARRIED



















98


RC09/797DEC. 07/09

RC09/798DEC. 07/09

10. MINUTES

Moved by Councillor Stevens, seconded by Councillor Plecas, and

RESOLVED: That the following council minutes be adopted:

(a) special council meeting — November 4, 2009;

(b) special council meeting — November 5, 2009;

(c) regular council meeting — November 16, 2009;

(d) special council meeting — November 17, 2009; and

(e) regular council meeting (public hearing) — November 23, 2009.

CARRIED

11. CHIEF ADMINISTRATIVE OFFICER'S REPORT

There was no chief administrative officer's report.

12. MAYOR'S REPORT

The mayor reported on various activities, meetings and events attended since thelast regular council meeting.

13. COUNCILLOR'S REPORTS ON COMMITTEES, BOARDS AND ACTIVITIES

Councillors Stevens, Scudder, Stewart, Horn, Gidda and Plecas reported on variousactivities, meetings and events attended since the last regular council meeting.

14. OTHER BUSINESS

LATE ITEM — Amendment to Council Procedure Bylaw 3694-2004

Moved by Councillor Horn, seconded by Councillor Scudder, and

RESOLVED: That Section 13(b) of council procedures bylaw 3694-2004 beamended by replacing the phrase:

"shall be reconsidered not less than one clear day after it has received thirdreading, upon the motion 'That [short title] bylaw be adopted'."

in Section 13(b), and replacing them with the following:

"shall be reconsidered and adopted not less than one clear day after it hasreceived third reading."

CARRIED

15. QUESTION PERIOD

There were no questions from the public.

99


16. ADJOURNMENT

Moved by Councillor Gidda, seconded by Councillor Horn, and

RESOLVED: That the meeting be adjourned.CARRIED

The meeting was adjourned at 7:29 p.m.

JAMES ATEBE, MAYOR DENNIS CLARK, DIRECTOR OFCORPORATE ADMINISTRATION

GAclerk\minutes\rc091207.doc

MINUTES of the REGULAR MEETING of the COUNCIL of the DISTRICT OFMISSION held in the Council Chambers of the Municipal Hall, 8645 Stave LakeStreet, Mission, British Columbia, on December 14, 2009 commencing at 6:30 p.m.

Council Members Present: Mayor James AtebeCouncillor Terry GiddaCouncillor Paul HornCouncillor Danny PlecasCouncillor Heather Stewart

Council Members Absent: Councillor Mike ScudderCouncillor Jenny Stevens

Staff Members Present: Glen Robertson, chief administrative officerDennis Clark, director of corporate administrationChristine Brough, administrative assistant

100

RC09/799DEC. 14/09

RC09/800DEC. 14/09

RC09/801DEC. 14/09

RC09/802DEC. 14/09


Fraser Healthy AuthorityRe: Mission Memorial Hospital Services

Fraser Health Authority representatives were unable to attend the meeting due toinclement weather. This item will be postponed to the January 4, 2010 regularcouncil meeting.


Moved by Councillor Horn, seconded by Councillor Gidda, and

RESOLVED: That council now resolve itself into committee of the whole.

CARRIED

3. PLANNING

Councillor Stewart assumed the Chair.

Excerpt from the Minutes of the Public Hearing held on July 28, 2008 and aStaff Report dated July 2, 2008 (R08-015) — Background for consideration ofadoption of bylaw 4056-2008

An excerpt from the minutes of the public hearing held on July 28, 2008 and a staffreport dated July 2, 2008 were provided to the committee as background informationfor consideration of adoption of bylaw 4056-2008.

Excerpt from the Minutes of the Public Hearing held on July 27, 2009 and aStaff Report dated June 15, 2009 (R09-004) — Background for considerationof adoption of bylaw 5039-2009

101


An excerpt from the minutes of the public hearing held on July 27, 2009 and a staffreport dated June 15, 2009 were provided to the committee as backgroundinformation for consideration of adoption of bylaw 5039-2009.

RC09/803DEC. 14/09

RC09/804DEC. 14/09

4. PUBLIC SAFETY AND HEALTH

Councillor Horn assumed the Chair.

UBCM Farmed Animal Mass Carcass Disposal Application for Funding


RECOMMENDED: That mayor and council endorse Mission emergencypreparedness program application for a farmed animal mass carcass disposalemergency plan.

CARRIED


Councillor Gidda assumed the Chair.

Signal Warrant and Safety Assessment Analysis at Cade Barr Street andBest Avenue


RECOMMENDED:

1. That those hedges that are obstructing the sight distance be removed on thenorthwest and southwest corners of the intersection of Cade Barr Street and BestAvenue as per the District of Mission's boulevard landscaping policy and themailbox and garbage receptacle on the south west corner be relocated;

2. That the existing stop signs on Best Avenue, at the intersection of Best Avenueand Cade Barr Street, be oversized from 600x600 mm to 1200x1200 mm, as perthe Manual of Uniform Traffic Control Devices (MUTCD) guidelines;

3. That high crash signs be installed on the north and south directions of Cade BarrStreet, near the intersection of Best Avenue and Cade Barr Street, to alertmotorists that they are approaching a high crash location and therefore shoulddrive cautiously; and

4. That ANTISKID additive is applied to improve the surface traction on the slopedapproach. ICBC has shown their willingness to help the District in cost sharing fora safety improvement of the intersection.

CARRIED


Mayor Atebe resumed the Chair.

102


RC09/805DEC. 14/09

Moved by Councillor Stewart, seconded by Councillor Plecas, and

RESOLVED: That the committee of the whole now rise and report.CARRIED

RC09/806DEC. 14/09



RESOLVED: That the recommendations of the committee of the whole, ascontained in items RC09/801 to RC09/805, be adopted.CARRIED

RC09/807DEC. 14/09

8. BYLAWS

Moved by Councillor Gidda, seconded by Councillor Stewart, and

RESOLVED: That the readings of all bylaws listed on the agenda of theDecember 14, 2009 regular meeting of council be approved as listed:

(a) District of Mission Zoning Amending Bylaw 4056-2008 Adoption(R08-015-Rai) — a bylaw to rezone property at 32149Hillcrest Avenue from RS-1 One Unit UrbanResidential zone to RS-1A One Unit Small Lot UrbanResidential zone

(b) District of Mission Zoning Amending Bylaw 5039-2009 Adoption(R09-004-Toor/McPherson) — a bylaw to rezoneproperty at 31509 and 31591 Israel Avenue from RU-1 Rural One zone to RS-2 One Unit SuburbanResidential zone

(c) District of Mission User Fees and Charges Amending AdoptionBylaw 5070-2009 — a bylaw to update the user feesand charges within other bylaws

(d) District of Mission Officers Amending Bylaw 5072- Adoption2009-3986(9)— a bylaw to add and amend job descriptions

(e) District of Mission Refuse Reserve Fund AdoptionEstablishment Bylaw 5073-2009

(f) District of Mission Policing Reserve Fund AdoptionEstablishment Bylaw 5074-2009

103


(g) District of Mission Major Capital Reserve Fund AdoptionEstablishment Bylaw 5075-2009

(h) District of Mission Legal Reserve Fund Establishment AdoptionBylaw 5076-2009

(i) District of Mission Insurance Reserve Fund AdoptionEstablishment Bylaw 5077-2009

(j) District of Mission Debt Retirement Reserve Fund AdoptionEstablishment Bylaw 5078-2009

(k) District of Mission Financial Stabilization Reserve AdoptionFund Establishment Bylaw 5079-2009

(I) District of Mission Gaming Reserve Fund AdoptionEstablishment Bylaw 5080-2009

(m) District of Mission Forestry Reserve Fund AdoptionEstablishment Bylaw 5081-2009

(n) District of Mission Community Works Gas Tax AdoptionReserve Fund Establishment Bylaw 5082-2009

(o) District of Mission Sewer Capital Reserve Fund AdoptionEstablishment Bylaw 5083-2009

(p) District of Mission Water Capital Reserve Fund AdoptionEstablishment Bylaw 5084-2009

(q) District of Mission Park Land Reserve Fund AdoptionEstablishment Bylaw 5085-2009

(r) District of Mission Vehicle and Equipment Reserve AdoptionFund Establishment Bylaw 5086-2009

(s) District of Mission Information Systems Reserve Fund AdoptionEstablishment Bylaw 5087-2009

(t) District of Mission Community Amenity Reserve Fund AdoptionEstablishment Bylaw 5088-2009

(u) District of Mission General Capital Reserve Fund AdoptionEstablishment Bylaw 5089-2009

(v) District of Mission Land Sale Reserve Fund AdoptionEstablishment Bylaw 5090-2009

(w) District of Mission Roads Capital Reserve Fund AdoptionEstablishment Bylaw 5091-2009

104


(x) District of Mission Sanitation Reserve Fund Transferand Repeal Bylaw 5092-2009

(y) District of Mission Water System Reserve FundTransfer and Repeal Bylaw 5093-2009

(z) District of Mission Neighbourhood ParklandAcquisition Reserve Fund Transfer and Repeal Bylaw5094-2009

Adoption

Adoption

Adoption

(aa) District of Mission Depreciation of Machinery and AdoptionEquipment Reserve Fund Transfer and Repeal Bylaw5095-2009

(bb) District of Mission Information Systems Reserve Fund AdoptionTransfer and Repeal Bylaw 5096-2009

(cc) District of Mission Community Amenity Reserve Fund AdoptionTransfer and Repeal Bylaw 5097-2009

(dd) District of Mission General Reserve Fund Transfer Adoptionand Repeal Bylaw 5098-2009

(ee) District of Mission Land Sale Reserve.Fund Transfer Adoptionand Repeal Bylaw 5099-2009

(ff) District of Mission Arterial Road Reserve Fund AdoptionTransfer and Repeal Bylaw 5100-2009

(gg) District of Mission Tax Sales Moneys Transfer and AdoptionRepeal Bylaw 5101-2009

(hh) District of Mission Cemetery Reserve Fund AdoptionEstablishment Bylaw 5102-2009

(ii) District of Mission Municipal Ticket Information AdoptionAmending Bylaw 5103-2009-2646(16)—a bylaw to amend Schedule 8 for consistency withthe zoning bylaw

(ii) District of Mission Kennel Amending Bylaw 5104- Adoption2009-2788(4) — a bylaw to amend Section 3 forconsistency with the zoning bylaw

(kk) District of Mission Sign Amending Bylaw 5107-2009- Adoption1662(6)—a bylaw to amend various sections forconsistency with the zoning bylaw

CARRIED

105


RC09/808DEC. 14/09

9. QUESTION PERIOD

There were no questions from the public.

10. PUBLIC HEARING

Mayor Atebe called the meeting to order and outlined the procedures to be followed.

Temporary Industrial Permit Application TP09-001 (Carpenter/AngloAmerican Cedar Products) — 33307 Glasgow Avenue (Lots 17 and 18)(presentation, public input and consideration of approval)

Marcy Bond, planner, provided information regarding temporary industrial permitapplication TP09-001, submitted by Anglo American Cedar Products. The plannerstated that the purpose of the temporary use permit is to permit the construction of apost and beam dry storage shed for cedar shakes on Lots 17 and 18 of the propertylocated at 33307 Glasgow Street.

Ms. Bond explained that the applicant, Anglo American Cedar Products, has beenusing the site for approximately thirty years, prior to the current zoning, and that theproposed shed is intended to replace one that was burned down last year. Giventhat the properties in question are designated waterfront in the official communityplan and that waterfront planning is currently underway, she noted that it would notbe appropriate to rezone for an industrial use at this time.

The planner further stated that the following requirement/conditions will form part ofthe temporary industrial permit and that items 3, 4, and 5 will be required prior to theissuance of a building permit:1. no permanent buildings shall be constructed on the lot;2. upon expiry of this permit the structure shall be removed;3. a bond in the amount of $20,000;4. registration of a restrictive covenant for floodplain; and5. cancellation of lot line between Lots 17 and 18.

106


The director of corporate administration stated that no correspondence was receivedregarding this application.

There were no comments from council or the public.

Hearing no questions or comments the mayor declared the public input on temporaryindustrial permit application TP09-001 (Carpenter/Anglo American Cedar Products)closed.


RESOLVED: That temporary industrial permit application TP09-001(Carpenter/Anglo American Cedar Products) be approved.CARRIED

11. ADJOURNMENT

Moved by Councillor Plecas, seconded by Councillor Gidda, and

RESOLVED: That the meeting be adjourned.CARRIED

The meeting was adjourned at 6:52 p.m.

JAMES ATEBE, MAYOR DENNIS CLARK, DIRECTOR OFCORPORATE ADMINISTRATION

G:\olerk\minutes\rc091214.doc

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