CITY OF COLWOOD MINUTES OF REGULAR COUNCIL MEETING Monday, June 27, 7:00 p.m Wishart Road, Colwood, BC Council Chambers

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1 CITY OF COLWOOD MINUTES OF REGULAR COUNCIL MEETING Monday, June 27, 7:00 p.m Wishart Road, Colwood, BC Council Chambers DATE: To Council: June 27, 7:00 pm Monday, July 11, adoption PRESENT Mayor Councillors ABSENT Councillor Carol Hamilton Lilja Chong Cynthia Day Gordie Logan Rob Martin Terry Trace Jason Nault (regrets) ATTENDING Chief Administrative Officer Deputy Director of Planning Acting Director of Finance City Engineer Corporate Communications Manager Bylaw Enforcement Officer II Administrative Assistant IV (Recorder) Ian Howat Ivo van der Kamp Andrea debucy Michael Baxter Sandra Russell Phil Williams (left the meeting at 7:15 p.m.) Marcy Lalande 1. APPROVAL OF THE AGENDA MOVED BY: COUNCILLOR DAY SECONDED: COUNCILLOR LOGAN That the agenda be approved as presented.

2 Minutes of Regular Council Meeting - Monday, June 27, 2016 Page # 2 2. PUBLIC PARTICIPATION Owner/Occupant from # Propeller Place addressed Council about the draft dust control bylaw. She explained that for over a year the residents in the area have struggled with the ramifications of excessive dust from development. She thanked Council for the initiative as the dust problems have impacted their quality of life. Owner/Occupant from Pondsview asked if there are any guidelines available for the dust control bylaw. Owner/Occupant 3613 Pondside Terrace, addressed concerns with the retaining wall located at Pondside and Latoria. He asked what steps will be taken for beautification around the wall such as trees as his house faces the wall. He noted that the rock wall has now become a home for rats with all of the crevices. It was questioned if the wall will be sealed or cemented and stated that as it is currently, children may be inclined to climb the wall creating safety issues. Mayor Hamilton suggested the resident contact staff to have to have more detailed conversation relating to his questions. Owner/Occupant from 425 Pelican Drive spoke in support of the retaining wall bylaw. He stated that stepped retaining walls are an acceptable method to deal with contouring on the land. He noted that he had previously lived in a home 3-½ storeys high without requiring a retaining wall. He noted that steep lots should not be purchased with intent to put in a large retaining wall in order to create a level lot. 3. MAYOR'S MESSAGE Discussion Item: No Documentation Mayor Hamilton noted that Tour the Shores was held on Saturday, June26th at the Colwood Waterfront with approximately 300 in attendance. Mayor Hamilton reminded everyone that the Eats and Beats event will be held on July 9 th, 2016 at the Colwood Waterfront and it is anticipated that it will be highly attended. 4. ADOPTION OF THE MINUTES 4.1. Adopt: That the following minutes be adopted as amended: Regular Meeting of Council - June 13, 2016

3 Minutes of Regular Council Meeting - Monday, June 27, 2016 Page # 3 Page 16 ration should be ratio Page 17 duct should be dust Add the following wording at the end of the first paragraph under 7.1. Bylaw No. 1621: Councillor Trace noted that the bylaw could cause financial hardship to the developers and increased planning department workload dealing with variances. And that the following minutes be adopted as presented Special Meeting of Council - June 20, Receive: MOVED BY: COUNCILLOR MARTIN SECONDED: COUNCILLOR CHONG That the following minutes be received: Protective Services Committee - May 18, Parks, Recreation and Culture Committee - May 16, PRESENTATIONS [10-minute maximum, including question and answer period] 5.1. Troy DeSouza, GovLaw LLP and Member LIBOA Awards Committee (License Inspectors and Bylaw Officers Association) [10-minute maximum, including question and answer period] Mr. Troy DeSouza informed Council that he was in attendance to pass on a message of congratulations that Colwood is a leader in British Columbia with respect to Bylaw Enforcement. He noted that Colwood s Bylaw Enforcement Officer, Phil Williams, was awarded with Bylaw Enforcement Officer of the Year in the Province of British Columbia by the License Inspectors and Bylaw Officers Association of British Columbia. Mr. DeSouza said that the award highlights the team that the City of Colwood has built over the years. Mayor Hamilton, on behalf of Council, congratulated Phil Williams. Phil Williams addressed Council stating that he would not been able to have achieved the award without the support of the Bylaw Enforcement Team.

4 Minutes of Regular Council Meeting - Monday, June 27, 2016 Page # Ben Mycroft, Project Director Re: Bridge in Meadow Park at Royal Bay Ben Mycroft, Project Director for Royal Bay Development, provided an update to Council on Meadow Park. He explained that at the Regular Meeting of Council held on April 13, 2016, Royal Bay Developments presented a plan to Council showing a heavy timber bridge with steel elements, which was approved. Preceding the Council meeting and based on comments received by City staff that timber bridges had a potentially higher maintenance cost, they proceeded to look at alternatives to a wood bridge. Royal Bay upgraded the wooden timber bridge concept to an aluminum bridge design. He informed Council that they are seeking approval to move forward with the new aluminum bridges and similar metal park elements shown in the presentation with the additional wood design elements. Mr. Mycroft provided highlights of the proposed aluminum bridge that would include a wood deck and railings. He explained the rationale behind the aluminum bridge proposal including: lower maintenance costs, durability, wood accents that soften the all metal look. He noted that they integrated LED lighting into the bridge design. It was noted that the decking could be removed to be restained or replaced without doing so over the watercourses. 6. CORRESPONDENCE REQUIRING COUNCIL DIRECTION 6.1. Letter submitted by Jim Hartshorne, Chair - Westshore Developers Association Re: Dust Control Bylaw [Council: The bylaw referred to in the attached letter (Bylaw No. 1604) is scheduled for consideration of final reading under the Bylaw Section of the agenda.] That the June 20 th, 2016 letter from the West Shore Developers Association regarding the Dust Control Bylaw be received. 7. NEW BUSINESS 7.1. PARKS, RECREATION AND CULTURE COMMITTEE Report - City Engineer Re: Bridge in Meadow Park at Royal Bay STR The City Engineer, Michael Baxter, provided an overview of his June 14, 2016 report regarding the bridge in Meadow Park at Royal Bay.

5 Minutes of Regular Council Meeting - Monday, June 27, 2016 Page # 5 He explained that at the Council meeting held July 13, 2015, Council approved the design of Meadow Park in Royal Bay. At that time the plan only showed the bridges as two lines with no detail. Conceptual designs for the bridges have been brought forward from the developer and staff have concerns as the bridges do not resemble the bridge picture and general coloring. Mr. Baxter said there is no question that a wooden bridge would be a higher maintenance cost. He explained that the only consideration for Council is esthetics of the bridge. Council discussed the proposed aluminum bridge and supported the addition of the wooden decking and rails to the design. Concerns were expressed about graffiti and vandalism associated with structures with combustible surfaces. A member of Council suggested an arched bridge over a straight design. SECONDED: COUNCILLOR LOGAN That the City approve the design for the two bridges in Meadow Park as presented at the Council meeting of June 27, Recommendation - Update - Mitigation of Mosquitoes at Colwood Creek Park [Referred from Parks, Recreation and Culture committee Meeting held June 20, 2016] Councillor Lilja Chong, Chair of the Parks, Recreation and Culture Committee, provided an overview on the Committee's June 20, 2016 discussion regarding mitigation of mosquitoes at Colwood Creek Park. Councillor Chong explained that Colwood Creek Park is inundated with mosquitoes and that staff are investigating options with the assistance of the Habitat Acquisition Trust (HAT) to install bat and swallow boxes to help and control the mosquito population. She explained that HAT would like to work with the City on a pilot project to reduce the number of mosquitoes, including an information session with the neighbours informing them of bat and swallow boxes. Councillor Chong noted that a staff member has volunteered to build swallow boxes on her own time at a cost of approximately $5.00 per box. Staff is also investigating building the bat boxes at a lower cost. She noted that HAT quoted $440 for the swallow and bat boxes and $2000 for installation which would be a two-day process.

6 Minutes of Regular Council Meeting - Monday, June 27, 2016 Page # 6 MOVED BY: COUNCILLOR CHONG That Staff with the assistance of HAT: 1. Engage the neighbourhood by City staff at early stages of the project; 1.1 Organize a neighbourhood information session (HAT will be present); 1.2 Send mosquito awareness information letters to all the neighbours that Discuss eliminating stagnate water in buckets, bird baths, flower pots, wheelbarrows, and barrels in the neighbourhood. 2. Report back to the Committee. 3. Install 3 4 rocket-style bat boxes on posts (HAT can supply); 4. Install swallow boxes on lamp posts; 5. Engage neighbours in monitoring both swallow and bat boxes. 6. Encourage landowners in the neighbours to contact the HAT Bat Community Program to increase the number of bat boxes in the area. 7. Discuss with other experts the possibility of creating habitat for mosquito larval predators such as fish (Patrick Lucey), insect (Claudia Copley) and amphibians (Hat biologists). 8. Encourage the neighbours to create a Friends of Colwood Creek Park or a Park watch group to monitor and care for park; NOT VOTED ON DUE TO AMENDING MOTION. It was questioned whether funding could be used to allow students from Royal Bay Secondary School to build the boxes. It was suggested that when meeting with the community around Colwood Creek Park that stream health also be discussed. Further, it was noted that yard trimmings are deposited along the banks of the creek which depletes the oxygen in the water. It is an opportunity to discuss the best way to support the ecosystem. Council questioned what the total cost would be and who will be doing the work, and the City Engineer explained that having City staff install the boxes would be a much lower cost than what HAT had quoted to install. In addition the cost of the swallow boxes, if made by the volunteer staff member, would be $5.00 per box just for the materials. The City Engineer suggested that a maximum of $300 approved from the Invasive Species Budget be approved for supplies. MOVED BY: COUNCILLOR MARTIN That the main motion be amended to include:

7 Minutes of Regular Council Meeting - Monday, June 27, 2016 Page # 7 That a maximum of $300 be approved from the Invasive Species Budget to be used to purchase materials to construct the boxes; and City staff install the boxes within the neighbourhood. MAIN MOTION AS AMENDED: MOVED BY: COUNCILLOR CHONG That Staff with the assistance of HAT: 1. Engage the neighbourhood by City staff at early stages of the project; a. Organize a neighbourhood information session (HAT will be present); b. Send mosquito awareness information letters to all the neighbours that c. Discuss eliminating stagnate water in buckets, bird baths, flower pots, wheelbarrows, and barrels in the neighbourhood. 2. Report back to the Parks, Recreation & Culture Committee. 3. Approve a maximum of $300 from the Invasive Species Budget to be used to purchase materials to construct the boxes. 4. City Staff install 3 4 rocket-style bat boxes on posts; 5. City staff install swallow boxes on lamp posts; 6. Engage neighbours in monitoring both swallow and bat boxes. 7. Encourage landowners in the neighbourhood to contact the HAT Bat Community Program to increase the number of bat boxes in the area. 8. Discuss with other experts the possibility of creating habitat for mosquito larval predators such as fish (Patrick Lucey), insect (Claudia Copley) and amphibians (Hat biologists). 9. Encourage the neighbours to create a Friends of Colwood Creek Park or a Park watch group to monitor and care for park; 7.2. PLANNING AND LAND USE COMMITTEE Report - Planning Department Re: Extension - Development Variance Permit Application No. DVP Resolution Way The Deputy Director of Planning, Ivo van der Kamp, provided an overview of the Planning Department s June 22, 2016 report regarding an extension for Development Variance Permit Application DVP Resolution Way. He explained that DVP was issued August 25, 2014 and is scheduled to expire August 25, 2016.

8 Minutes of Regular Council Meeting - Monday, June 27, 2016 Page # 8 The applicant is requesting a two-year extension based on financial restraints. Mr. van der Kamp provided an overview of the DVP that was issued in 2014 in order to permit the construction of a one family dwelling. Councillor Martin expressed concern that there was no shown expectations of when the applicant anticipating moving forward with the work. That Development Variance Permit No. DVP be extended for a further two year period which would have the effect of varying: a) the maximum allowable floor area ration requirement, pursuant to Section (4) of the Land Use Bylaw, No. 151, from 0.4 to 0.5; and b) the maximum allowable lot coverage requirement, pursuant to Section (1) of the Land Use Bylaw, No. 151, from 35% to 37.5%; on the property described as Strata Lot 32, Section 63, Esquimalt District, Strata Plan VIS7142 (3436 Resolution Way). OPPOSED: COUNCILLOR MARTIN Report - Planner (on behalf of the Staff Selection Committee) Re: Selection of Consultant to Assist in the Review and Update of the Official Community Plan and the Land Use Bylaw The Chief Administrative Officer, Ian Howat, provided an overview of the Planner s report regarding the selection of consultant to assist in the review and update of the Official Community Plan (OCP) and the Land Use Bylaw (LUB). He explained that that section committee has formally reviewed all three responses to the request for proposal and recommend that the contract be awarded to Dialog at the cost of $189, (inclusive of all applicable taxes). Mr. Howat explained that Council had approved $145,000 from the gas tax revenues in the 2016 budget to fund consulting services to undertake the review and update of the OCP. Concern was raised about going 22% over budget and the CAO explained that Dialog will provide a good solid policy with extensive public consultation and that the highest driver for cost is the public consultation component. Councillor Martin explained that the budget process needs to stay consistent with what Council has approved.

9 Minutes of Regular Council Meeting - Monday, June 27, 2016 Page # 9 SECONDED: COUNCILLOR TRACE That the City enter into a contract with Dialog for services to undertake the review and update of the Colwood Official Community Plan and Colwood Land Use Bylaw in the amount of $189,268.00, and that the Mayor and Chief Administrative Officer be authorized to sign the contract on behalf of the City; and That Council endorse in principle an additional $44, to be finalized in the 2017 budget approval process to complete the contract. OPPOSED: COUNCILLOR MARTIN Report - Deputy Director of Planning Re: Proposed Street Name for Phase 1D of the Royal Bay Development The Deputy Director of Planning, Ivo van der Kamp, provided an overview of his June 23, 2016 report regarding proposed street name for Phase 1D of the Royal Bay Development. He explained that the applicant has submitted a preferred road name for the one unnamed road within Phases 1C and 1D as 'Bonaparte Street'. Mr. van der Kamp noted that the application has chosen the theme 'birds' and the proposed bird names are species that are native to the Esquimalt Lagoon. MOVED BY: COUNCILLOR DAY SECONDED: COUNCILLOR LOGAN That Council proceed with enactment of Bylaw No. 1627, citied as "City of Colwood Highway Naming Bylaw No (Royal Bay Phase 1D) 2016", at the appropriate time on the Council meeting agenda FINANCE AND ADMINISTRATION COMMITTEE Report - Engineering Administrative Supervisor Re: Request of Waiver of Noise Bylaw - 12th Annual Webb Place Block Party (September 10, 2016) NOI-1897 Council reviewed the Engineering Administrative Supervisor's June 10, 2016 report regarding a request of waiver of the Noise Bylaw for the 12th Annual Webb Place Block Party.

10 Minutes of Regular Council Meeting - Monday, June 27, 2016 Page # 10 SECONDED: COUNCILLOR TRACE That: 1. Council approve the request from the residents of Webb Place for a relaxation of Sections C.1. and C.3 of Colwood Noise Bylaw No. 38, 1986 to allow for live music to played at the Block Party which is scheduled to take place on Saturday, September 10, 2016 between 4:00 p.m. and 9:00 p.m.; and 2. the organizer of the block will notify neighbors in the area as deemed appropriate by the City Report - Corporate Communications Manager Re: Draft 2015 Annual Report (Large document - may take a few minutes to load] [Public comment permitted, followed by Council consideration and direction (amend, add items, or approve as presented)] ANN The Corporate Communications Manager, Sandra Russell, provided an overview of the Draft 2015 Annual Report for the Fiscal Year ending December 31, She explained that the report was prepared in accordance with the provisions of the Community Charter. She explained that the annual report must be considered at a public meeting prior to June 30th each year. Ms. Russell noted that the report was made available on the City's website and at City Hall for review by members of the public for the past two weeks. In addition, two public notices were placed in the Goldstream Gazette advising community members that the report was available starting June 10 th and would be presented at the June 27, 2016 meeting. To date no public comment has been received. Staff were commended for a solid report that speaks well to the City and is visually pleasing. SECONDED: COUNCILLOR CHONG That the Draft Annual Report for the Fiscal Year ending December 31, 2015 be approved.

11 Minutes of Regular Council Meeting - Monday, June 27, 2016 Page # Memorandum - Corporate Communications Manager Re: Eats & Beats at the Beach Event Update CIT The Corporate Communications Manager, Sandra Russell, provided an overview of her May 27, 2016 memorandum regarding the Eats & Beats event update. She provided an overview the event including the logistics, food vendors, stage and entertainment, washroom facilities, seating, transportation plans, activities, sponsors and promotions. Questions were raised if tides were considered in the planning. Ms. Russell confirmed tides were factored into the planning. SECONDED: COUNCILLOR CHONG That the June 23, 2016 memorandum entitled Eats & Beats at the Beach event update be received for information Report - Corporate Communications Manager Re: Update: Beach Food Fridays at the Colwood Waterfront BEA The Corporate Communications Manager, Sandra Russell, provided an overview on her June 22, 2016 report regarding an update on Beach Food Fridays at the Colwood Waterfront. Ms. Russell explained the City hosted three successful Beach Food Fridays in June. She also provided an overview of the public feedback, vendor feedback, staff time, transportation, parking and access, financial considerations and communications. Since the feedback has been so positive and included requests to have food trucks available on a more frequent basis, it is being brought to Council s attention to request expanding Beach Food Fridays to Saturdays as well. Some concern was expressed about parking on both sides of the Lagoon for the event. There was also discussion on the new driftwood signs that have been installed near the food trucks and how more could be created to assist with the parking issue.

12 Minutes of Regular Council Meeting - Monday, June 27, 2016 Page # 12 MOVED BY: COUNCILLOR TRACE SECONDED: COUNCILLOR LOGAN That Council: 1. direct staff to expand the Beach Food Fridays program and schedule food vendors to offer food for sale on Saturdays during July and August 2016 under the same rules and conditions agreed to for Beach Food Fridays; and 2. Staff explore options for designating a footpath on the beach side of the parking area between the washrooms and the event site; and 3. Staff provide an update on the project to Council at their regular meeting scheduled for August 29, Verbal Report - A/Director of Finance [New Item] Re: Draft Statement of Financial Information (SOFI) Report for the Fiscal Year Ended December 31, 2015 [Staff Recommendation: That the Statement of Financial Information (SOFI) report for the fiscal year ended December 31, 2015 be approved as presented] STA The Acting Director of Finance, Andrea debucy, provided an overview of the 2015 Statement of Financial Information Report for the Fiscal Year ended December 31, She explained that the format is prescribed by the Ministry of Finance. MOVED BY: COUNCILLOR DAY SECONDED: COUNCILLOR TRACE That the Statement of Financial Information (SOFI) report for the fiscal year ended December 31, 2015 be approved as presented Report - Deputy Director of Finance Re: 2015 Annual Development Cost Charges Report DEV The Acting Director of Finance, Andrea debucy, provided an overview of the Deputy Director of Finance s June 22, 2016 report regarding the 2015 Annual Development Cost Charges. She explained that municipalities are required to annually report on development cost charges

13 Minutes of Regular Council Meeting - Monday, June 27, 2016 Page # 13 collected and spent during the fiscal period. Further, she explained the report provides the balances and the beginning and end of the year for road development cost charges and sewer development cost charges. MOVED BY: COUNCILLOR DAY SECONDED: COUNCILLOR LOGAN That Council receive the report entitled "2015 Annual Development Cost Charges Report", for information purposes only. 8. BYLAWS 8.1. Bylaw No Final Reading Colwood Land Use Bylaw No. 151, 1989, Amendment No. 153 (Retaining Wall Regulations), Bylaw No. 1621, LAN MOVED BY: COUNCILLOR DAY SECONDED: COUNCILLOR LOGAN That Bylaw No. 1621, citied as "Colwood Land Use Bylaw No. 151, 1989, Amendment No. 153 (Retaining Wall Regulations), Bylaw No. 1621, 2016", be Adopted. OPPOSED: COUNCILLOR TRACE 8.2. Bylaw No Final Reading Dust Control Bylaw No. 1604, DUS That Bylaw No citied as "Dust Control Bylaw No. 1604, 2016" be Adopted Bylaw No Final Reading Municipal Ticket Information Bylaw No. 1314, 2010, Amendment No. 5 (Schedule 1, 6 and 18), Bylaw No. 1625, MUN-17459

14 Minutes of Regular Council Meeting - Monday, June 27, 2016 Page # 14 MOVED BY: COUNCILLOR CHONG That Bylaw No citied as "Colwood Land Use Bylaw No. 151, 1989, Amendment No. 153 (Retaining Wall Regulations), Bylaw No. 1621, 2016" be Adopted Bylaw No First, Second and Third Readings City of Colwood Highway Naming Bylaw No (Royal Bay Phase 1D) HIG MOVED BY: COUNCILLOR DAY SECONDED: COUNCILLOR LOGAN That Bylaw No citied as "City of Colwood Highway Naming Bylaw No (Royal Bay Phase 1D) 2016", be given First Reading. MOVED BY: COUNCILLOR DAY SECONDED: COUNCILLOR TRACE That Bylaw No citied as "City of Colwood Highway Naming Bylaw No (Royal Bay Phase 1D) 2016", be given Second Reading. SECONDED: COUNCILLOR CHONG That Bylaw No citied as "City of Colwood Highway Naming Bylaw No (Royal Bay Phase 1D) 2016", be given Third Reading. 9. "IN-CAMERA" There was no In-Camera meeting on June 27, RELEASE OF IN-CAMERA RESOLUTIONS No resolutions were released from their in-camera classification.

15 Minutes of Regular Council Meeting - Monday, June 27, 2016 Page # ADJOURNMENT That the meeting adjourn at 8:33 p.m. APPROVED AND CONFIRMED CERTIFIED CORRECT