Committee of the Whole/Documents/MINUTES OF A COMMITTEE OF THE WHOLE MEETING HELD ON TUESDAY, APRIL 9, 2013

Minutes

MINUTES OF A COMMITTEE OF THE WHOLE MEETING HELD ON TUESDAY, APRIL 9, 2013

May 14, 2013Pages 5–1522 sections

Minutes from the previous regular committee meeting detailing approvals of past minutes, a delegation on responsible gambling, and several staff reports.

3.a) Minutes of the Committee of the Whole meeting held April 9, 2013

April 9, 2013COW-17-13: Recommendation to invite CRD jurisdictions to regional integrated unitsCOW-18-13: Rescinding Development Permit 2009/10COW-21-13: Recommendation for playground at Portage ParkCOW-24-13: Traffic Calming Guidelines referral

TOWN OF VIEW ROYAL

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MINUTES OF A COMMITTEE OF THE WHOLE MEETING

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HELD ON TUESDAY, APRIL 9, 2013

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VIEW ROYAL MUNICIPAL OFFICE – COUNCIL CHAMBERS

PRESENT WERE: Mayor Hill Councillor Mattson Councillor Rast Councillor Rogers Councillor Screech

REGRETS:

PRESENT ALSO: K. Anema, Chief Administrative Officer S. Jones, Director of Corporate Administration J. Beauchamp, Director of Finance L. Chase, Director of Development Services J. Rosenberg, Director of Engineering G. Faykes, Building Official Sgt. D. Willis, RCMP E. Bolster, Deputy Municipal Clerk

6 members of the public 0 members of the press

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1. CALL TO ORDER

Mayor Hill called the meeting to order at 3:31 p.m.

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2. APPROVAL OF AGENDA

MOVED BY: Councillor Rast SECONDED: Councillor Mattson

THAT the agenda be amended to include items 3(b), 6.1.3(c)(2), 6.1.3(d) and 12.1.2(a);

AND THAT the agenda be approved as amended. CARRIED

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3. MINUTES OF PREVIOUS MEETINGS, ADOPTION OF

a) Minutes of the Committee of the Whole meeting held March 12, 2013

MOVED BY: Councillor Rast SECONDED: Councillor Rogers

THAT the minutes of the Committee of the Whole meeting held March 12, 2013 be adopted as amended. CARRIED

b) Minutes of the Special Committee of the Whole Budget meeting held March 11, 2013

MOVED BY: Councillor Rast SECONDED: Councillor Rogers

THAT the minutes of the Special Committee of the Whole Budget meeting held March 11, 2013 be adopted. CARRIED

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4. PETITIONS & DELEGATIONS

a) Award presented to the West Shore Chamber of Commerce for their work on Responsible Gambling Awareness Week within the West Shore

G. Walker, British Columbia Lottery Corporation, spoke about the success of Responsible Gambling Awareness Week within the West Shore and particularly wanted to thank the West Shore Chamber of Commerce for their work in delivering gambling awareness.

Mayor Hill congratulated and presented an award to the West Shore Chamber of Commerce for their work on Responsible Gambling Awareness Week within the West Shore.

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5. PUBLIC PARTICIPATION PERIOD

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6. BUSINESS ITEMS

6.1 PROTECTIVE SERVICES & COMMUNITY SERVICES – Councillor Rast, Chair

6.1.1 Chair’s Report

6.1.2 Business Arising from Previous Minutes

6.1.3 Reports

STAFF REPORTS

a) Monthly Building and Subdivision Report for the month of March 2013

MOVED BY: Councillor Mattson SECONDED: Councillor Rogers

THAT the monthly Building and Subdivision Report for the month of March 2013 be received for information. CARRIED

b) Monthly Bylaw Enforcement Report for the month of March 2013

MOVED BY: Councillor Rogers SECONDED: Councillor Mattson

THAT the monthly Bylaw Enforcement Report for the month of March 2013 be received for information. CARRIED

c) CRD Regional Crime Unit

Report dated April 4, 2013 from the Chief Administrative Officer
CRD Regional Crime Unit memorandum dated March 1, 2013 from Staff Sgt. G. Schenk, Re: 2012 RCU Year End Stats

Sgt. D. Willis stated that currently the deputy chiefs are reviewing the Capital Regional District Regional Crime Unit to find common funding and management models.

The Committee discussed allocation of resources, municipalities being included in the review, and review of common funding and management models.

MOVED BY: Councillor Mattson SECONDED: Councillor Screech

COW-17-13 THAT the Committee recommend to Council that the Town write to all CRD municipalities to invite jurisdictions to consider participation in all regional integrated units;

AND THAT full participation discussions be accomplished through the Deputy Chiefs’ Committee that is currently reviewing the structure of the regional integrated units. CARRIED

d) Monthly RCMP Report for the month of March 2013

Sgt. D. Willis noted that there has been an increase in theft from vehicles.

The Committee and Sgt. Willis discussed the issue of vehicles turning left onto Rudyard Road from Helmcken Road and enforcement in Thetis Lake Park in the summer of 2013.

MOVED BY: Councillor Mattson SECONDED: Councillor Rogers

THAT the monthly RCMP report for the month of March 2013 be received. CARRIED

6.1.4 New Business

6.2 FINANCE & ADMINISTRATION – Mayor Hill, Chair

6.2.1 Chair’s Report

6.2.2 Business Arising from Previous Minutes

a) Newsletter Review

Report dated April 6, 2009 from the Director of Corporate Administration

The Committee requested that they be able to provide suggestions for newsletter content.

MOVED BY: Councillor Rast SECONDED: Councillor Rogers

THAT the report dated April 6, 2009 from the Director of Corporate Administration titled "Newsletter Review" be received. CARRIED

6.2.3 Reports

STAFF REPORTS

a) Strategic Plan Status Report – 1st Quarter

Report dated April 4, 2013 from the Executive Assistant

MOVED BY: Councillor Rast SECONDED: Councillor Mattson

THAT the report dated April 4, 2013 from the Executive Assistant titled "Strategic Plan Status Report – 1st Quarter" be received for information. CARRIED

b) Action List Update – 1st Quarter

Report dated April 4, 2013 from the Executive Assistant

The Committee requested that the proposed community garden policy be added to the action list and the potential deletion of other items.

MOVED BY: Councillor Rast SECONDED: Councillor Mattson

COW-18-13 THAT the Committee recommend to Council that action item C-01-10, re: Development Permit 2009/10 be rescinded. CARRIED

MOVED BY: Councillor Mattson SECONDED: Councillor Rogers

THAT the report dated April 4, 2013 from the Executive Assistant titled "Action List Update – 1st Quarter" be received for information. CARRIED

c) 25th Anniversary Celebration Events

Report dated March 27, 2013 from the Corporate Services Clerk

MOVED BY: Councillor Mattson SECONDED: Councillor Rast

THAT the report dated March 27, 2013 from the Corporate Services Clerk titled "25th Anniversary Celebration Events" be received for information. CARRIED

d) Policy Manual Review

Report dated March 27, 2013 from the Corporate Services Clerk

MOVED BY: Councillor Mattson SECONDED: Councillor Rast

COW-19-13 THAT the Committee recommends to Council that the following policy be amended:

Policy No. L-400 – Legal Services

AND THAT the following policies be removed from the Policy Manual:

Policy No. G-500.2 – Storm Drain Marking Program
Policy No. G-500.3 – CRD Functions, Electoral Area Planning Services, etc.
Policy No. G-500.10 – Replacement of Street Signs
Policy No. G-500.15 – Middens and Artifacts, if found
Policy No. G-500.20 – Governor's Point Sewage Lift Station, Maintenance of
Policy No. G-500.24 – Procurement (Purchasing) Policy
Policy No. G-500.27 – Highways Maintenance Standards and Specifications
Policy No. G-500.32 – Citizenship Award for View Royal Elementary School Students
Policy No. G-500.33 – Delivery of Public Works and Services
Policy No. P-900.11 – Widening Helmcken Road Allowance between Highways No. 1 and 1A
Policy No. P-900.28 – Zoning & Planning Services Committee, Operational Guidelines. CARRIED

OTHER REPORTS

6.2.4 New Business

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7. CORRESPONDENCE

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8. CLOSED MEETING RESOLUTION

MOVED BY: Councillor Rogers SECONDED: Councillor Screech

THAT this meeting recess at 5:00 p.m. CARRIED

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EVENING BREAK

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9. CALL TO RECONVENE

Mayor Hill called the meeting to order at 7:00 p.m.

PRESENT WERE: Mayor Hill Councillor Mattson Councillor Rast Councillor Rogers Councillor Screech

REGRETS:

PRESENT ALSO: K. Anema, Chief Administrative Officer S. Jones, Director of Corporate Administration L. Chase, Director of Development Services J. Rosenberg, Director of Engineering D. Beceleare, Superintendent of Engineering J. Chow, Senior Planner J. Davison, Planning Technician E. Bolster, Deputy Municipal Clerk

28 members of the public 0 members of the press

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10. PETITIONS & DELEGATIONS

a) H. Krogstad, ISA Certified Arborist, Michael Gye & Heidi Krogstad Urban Forestry Ltd., Re: Reassessment of Trees at 24 and 26 Falstaff Place

Ms. Krogstad noted that the subject trees at Strata 813 Falstaff Place are too close to the buildings, their root plates are severed, and they can no longer be considered stable.

The Committee and Ms. Krogstad discussed assessment tools, topping of trees the root plate, and soil testing.

MOVED BY: Councillor Rast SECONDED: Councillor Rogers

THAT the Committee recommend to Council that the Douglas Fir trees that are within 1.5m of a house be removed at Falstaff Place.

MOVED BY: Councillor Mattson SECONDED: Councillor Screech

COW-20-13 THAT the Committee recommend to Council that the discussion regarding the removal of trees at 24 and 26 Falstaff Place be tabled to the April 16, 2013 Council meeting. CARRIED

b) K. Saladana, Resident, Re: Recommendation from the Parks, Recreation and Environment Advisory Committee for Playground Equipment in Portage Park

K. Saladana, 287 View Royal Avenue, requested that Council consider allocation of funds towards playground equipment in Portage Park for 3-9 year old children.

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11. PUBLIC PARTICIPATION PERIOD

a) J. Jakobsen, 59 Fenton Place, noted that she supports the idea of playground equipment in Portage Park.

b) G. Jackson, 329 Stewart Avenue, requested that the discussion regarding item 12.2.4(a) (329-331 Stewart Avenue Dock/Ramp Proposal) be discussed at a later date as he is the owner of those properties and is unable to stay for the remainder of the meeting.

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12. BUSINESS ITEMS

12.1 PARKS, RECREATION & ENVIRONMENT – Councillor Screech, Chair

12.1.1 Chair’s Report

The Chair clarified that Council does support the idea of playground equipment in a View Royal Park for children aged 3-9 years.

12.1.2 Business Arising from Previous Minutes

a) Parks and Trails Map – Update The Chair noted that a draft of the View Royal parks and trails map will be coming forward to the Parks, Recreation and Environment Advisory Committee in the near future.

12.1.3 Reports

STAFF REPORTS

COMMITTEE REPORTS

a) Minutes of the Joint Advisory Committee meeting held March 26, 2013

MOVED BY: Councillor Rogers SECONDED: Councillor Mattson

THAT the minutes of the Joint Advisory Committee meeting held March 26, 2013 be received. CARRIED

b) Minutes of the Parks, Recreation and Environment Advisory Committee meeting held March 26, 2013

MOVED BY: Councillor Rogers SECONDED: Councillor Mattson

THAT the minutes of the Parks, Recreation and Environment Advisory Committee meeting held March 26, 2013 be received. CARRIED

The Committee requested that staff prepare a report regarding the possibility of playground equipment within Portage Park.

MOVED BY: Councillor Rast SECONDED: Mayor Hill

COW-21-13 THAT the Committee recommend to Council that the Town proceed with plans for a playground in Portage Park for children aged three to nine years of age. CARRIED

The Director of Engineering noted that an expression of interest will go out to see if there is a community group interested in managing the orchard at Welland Legacy Park.

MOVED BY: Councillor Rast SECONDED: Mayor Hill

COW-22-13 THAT the Committee recommend to Council to put forward a request for an expression of interest from community groups to manage the orchard at Welland Legacy Park. CARRIED

OTHER REPORTS

12.1.4 New Business

12.1.5 Correspondence

12.2 PLANNING & DEVELOPMENT – Councillor Rogers, Chair

12.2.1 Chair’s Report

12.2.2 Business Arising from Previous Minutes

12.2.3 Reports

STAFF REPORTS

a) Rezoning Application No. 2013/03 – 191 and 199 Island Highway

Report dated April 3, 2013 from the Planner

The Planner gave a brief summary of the report to the Committee. He noted the report should include the amendment of an option for a distillery in the future.

The Committee and staff discussed:

sale of products produced on-site;
processing by-products;
height of steam stack; and
potential for odour complaints

G. Haymes, applicant, noted that this is a brew pub concept. This concept allows for the sale of products produced on-site. He stated that there is no real addition of space, only redirection of space through the filling in of a loading bay area. He noted that the equipment is quite well developed with respect to its ability to control odours. The Director of Development Services indicated that any concerns with respect to odour should be addressed at this stage.

MOVED BY: Councillor Rast SECONDED: Mayor Hill

THAT the report dated April 3, 2013 from the Planner titled "Rezoning – 191 and 199 Island Highway" be received for information. CARRIED

b) Environmental Development Permit No. 2013/01 – 150 Island Highway

Report dated April 4, 2013 from the Planner

The Planner gave a summary of the report to the Committee.

M. Cowley, Capital Regional District Engineering, provided a PowerPoint presentation to and discussed the proposed Craigflower pump station with the Committee, specifically:

background and history;
proposed location;
"green" features;
architecture;
land tenure;
managing construction impacts;
public engagement; and
tentative project schedule.

The Committee, staff and the applicant discussed:

tree retention and foreshore restoration;
pump station operations including noise, exhaust, and back-up power; and
possibility of flooding.

MOVED BY: Councillor Screech SECONDED: Councillor Rast

THAT the report dated April 4, 2013 from the Planner titled "150 Island Highway – Environmental Development Permit" be received for information. CARRIED

c) Development Permit Application No. 2013/10 – 1649 Lloyd Place

Report dated April 4, 2013 from the Senior Planner

The Senior Planner gave a brief summary of the report to the Committee.

B. Kang, applicant, noted that there have been numerous attempts to contact the neighbour, Mr. Kalyn, but these attempts have met with no success.

The Committee discussed the streetscape.

MOVED BY: Councillor Screech SECONDED: Councillor Rast

THAT the report dated April 4, 2013 from the Senior Planner titled "Development Permit Application – 1649 Lloyd Place" be received. CARRIED

COMMITTEE REPORTS

a) Minutes of the Planning and Development Advisory Committee meeting held February 26, 2013

MOVED BY: Councillor Rast SECONDED: Councillor Mattson

THAT the minutes of the Planning and Development Advisory Committee meeting held February 26, 2013 be received. CARRIED

b) Minutes of the Planning and Development Advisory Committee meeting held March 26, 2013

MOVED BY: Councillor Rast SECONDED: Councillor Mattson

THAT the minutes of the Planning and Development Advisory Committee meeting held March 26, 2013 be received. CARRIED

12.2.4 New Business

a) 329-331 Stewart Avenue Dock/Ramp Proposal

MOVED BY: Councillor Screech SECONDED: Mayor Hill

COW-23-13 THAT the "329-331 Stewart Avenue dock/ramp proposal" be received;

AND THAT staff advise the complainant to refer their concerns to the approval authority (Department of National Defence);

AND FURTHER THAT staff advise the owner that the complainant has been redirected to the approval authority (Department of National Defence). CARRIED Councillor Mattson voted in the negative

12.3 PUBLIC WORKS & TRANSPORTATION – Councillor Mattson, Chair

12.3.4 Chair’s Report

12.3.5 Business Arising from Previous Minutes

12.3.3 Reports

STAFF REPORTS

a) Traffic Calming Guidelines

Report dated April 9, 2013 from the Director of Engineering

The Committee discussed speed humps, data collection and the reduction of speed limits to 30 km/h.

MOVED BY: Councillor Screech SECONDED: Councillor Rast

COW-24-13 THAT the Committee recommend to Council that the Traffic Calming Guidelines on which to base a policy be referred to the Transportation Advisory Committee. CARRIED

b) Craigflower Bridge Replacement Project Update – April 2013

Report dated April 4, 2013 from the Superintendent of Engineering

The Superintendent of Engineering gave a summary of the report to the Committee.

The Committee and staff discussed progress of the project to date; closure areas; a traffic management plan; placement of signage; and pedestrian access.

MOVED BY: Councillor Rast SECONDED: Councillor Rogers

THAT the report dated April 4, 2013 from the Superintendent of Engineering titled "Craigflower Bridge Replacement Project Update – April 2013" be received for information. CARRIED

COMMITTEE REPORTS

12.3.4 New Business

a) Tree Permit Process

Email dated March 20, 2013

MOVED BY: Councillor Screech SECONDED: Councillor Rogers

COW-25-13 THAT the Committee recommend to Council that staff be directed to prepare a proposal for revisions to the tree permitting process regarding arborists' reports. CARRIED

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