AGENDA Regular Council Meeting 6:00 PM, November 25, Description

Transcription

1 AGENDA Regular Council Meeting 6:00 PM, November 25, Main Street, PO Box 219 Sicamous, B.C. V0E 2V0 Ph: Fax: Item Description Page 1. Call to Order: 2. Introduction of Late Items: 3. Approval of Agenda: (a) Approval of Agenda Recommendation: THAT the Regular Council Meeting Agenda for November 25, 2015, be approved as circulated. 4. Adoption of Minutes: 4-7 (a) Minutes of the Regular Council Meeting held on November 12, 2015 Recommendation: THAT the Minutes of the Regular Council Meeting held on November 12, 2015, be adopted as read on this day and that such Minutes as read, set out all the business before Council that day and fully and properly records all of the resolutions and bylaws passed and adopted by Council at that meeting. 5. Public and Statutory Hearings: 6. Delegations and Petitions: 8-10 (a) Jeff Primeau - Changes to legislation regarding Telepharmacy 7. Unfinished Business: 11 (a) 2016 Community Service Grants (b) Requests from Delegations: (c) Jeff Primeau - requesting a letter of support to the Ministry of Health supporting objection to upcoming changes to Telepharmacy in rural BC. Council Procedure Bylaw Amendment THAT Staff prepare an amendment to the Procedule Bylaw 842, 2012 to reflect the following: In-Camera Meeting occur at 5:00 p.m. as need on the second and fourth

2 November 25, 2015 Regular Council Meeting Wednesday of every month Regular Council Meetings occur at 6:00 p.m. on the second and fourth Wednesday of every month Delete Committee of the Whole Establish Committees based on Council portfolios Change the agenda format to better represent meeting functionality 8. Correspondence: 12 (a) Introduction of new Auditor General for Local Government 13 (b) CSRD - Certificate of Alternative Approval Process Results (c) Letter from Pam Beech 16 (d) Thank You letter from students of the ERS Social Justice Class 9. Reports of Committees and COTW: (a) Select Finance Committee request 10. Resolutions: 11. Bylaws: THAT the Shuswap Avenue sidewalk project as presented at the budgeted amount of $600, be affirmed; AND THAT the project be expanded to include relocation of the hydro lines underground at a budgeted amount of $300, New Business: (a) Official Community Plan Advisory Committee - Proposed Amendments to Terms of Reference THAT Council amend the Official Community Plan Advisory Committee Terms of Reference to reduce the quorum from 5 voting members to 4 voting members; AND THAT Council further amend the Official Community Plan Advisory Committee Terms of Reference to add the following under Section 6) Appointment: iv. In the event that a member resigns from the Advisory Committee, Councilors may be requested to provide a summary of up to 3 potential candidates, accompanied with their qualifications and will further make recommendations for appointment to the Advisory Committee. (b) Verbal - Public Works Supervisor update regarding scheduled Tree Maintenance program 13. Councillors Reports: 14. Mayor s Report:

3 November 25, 2015 Regular Council Meeting 15. Question Period: (a) This is an opportunity for the gallery to ask questions regarding matters discussed during the current meeting. 16. In-Camera: 17. Adjournment:

4 MINUTES Regular Council Meeting 446 Main Street, PO Box 219 Sicamous, B.C. V0E 2V0 Ph: Fax: Date and Time: 6:00 PM, Thursday November 12, 2015 Place: Council Chambers, 446 Main Street, Sicamous, BC Present: Staff: Gallery: Call to Order: Introduction of Late Items: Chair, Mayor T. Rysz Councillor C. Anderson Councillor G. Bushell Councillor T. Kyllo Councillor M. Makayev Councillor J. Mallmes Councillor J. Simons T. Palmer, Interim Chief Administrative Officer K. Bennett, Chief Financial Officer M. Marrs, Community Planner J. Payne, Deputy Corporate Officer D. Symbaluk, Public Works Supervisor 16 people, 1 Staff The Regular Council meeting was called to order at 6:01 p.m. with Mayor Rysz presiding. The Mayor requested late additions regarding a letter from Ms. Labanic at 8(f) and BC Hydro resolution at 10(a) be added to the agenda. Approval of Agenda: APPROVAL OF AGENDA It was moved and seconded: THAT the Regular Council Meeting Agenda for November 12, 2015, be approved as amended. Carried Adoption of Minutes: MINUTES OF THE REGULAR COUNCIL MEETING HELD ON OCTOBER 28, 2015 Public and Statutory Hearings: It was moved and seconded: THAT the Minutes of the Regular Council Meeting held on October 28, 2015, be adopted as read on this day and that such Minutes as read, set out all the business before Council that day and fully and properly records all of the resolutions and bylaws passed and adopted by Council at that meeting. Carried None.

5 November 12, 2015 Regular Council Meeting Minutes Delegations and Petitions: RCMSAR 106 (SHUSWAP) CSRD - SOLID WASTE AND RECYCLING UPDATE Bruce Weicher and Rob Sutherland from RCMSAR 106 (Shuswap) provided Council with a presentation regarding an update of station activities and future plans. Ben Van Nostram from the Columbia Shuswap Regional District provided Council with a presentation regarding solid waste and recycling update. Unfinished Business: LEED CERTIFICATION ROUNDABOUT OFFICIAL COMMUNITY PLAN REVIEW TOWN CENTRE REVITALIZATION AREA & COMMUNITY CONNECTIVITY FOR PUBLIC INPUT Council received LEED Certification for information. It was moved and seconded: THAT Council endorse the roundabout design concept. Carried The Official Community Plan Advisory Committee chair Deb Heaps and the Planning Assistant provided an update from the Committee and further introduced the open house schedule. It was moved and seconded: THAT Council endorse the Public Input Schedule for the Town Centre Area Land Use Options. Carried Opposed - Councillor Mallmes Correspondence: EAGLE VALLEY SENIORS MEALS SOCIETY Council received thank you card from the Eagle Valley Seniors Meals Society. SEPTEMBER PROGRESS REPORT - WATER TREATMENT PLANT Council received September progress report for the water treatment plant. SICAMOUS/AREA E LABOUR MARKET STUDY Council received notice regarding the Sicamous/Area E Labour Market Study meeting MARY-ANN EASTON Council discussed letter from Mary-Ann Easton. The Administrator noted has not heard response since UBCM Ministry meeting. Both Councillors listed as the contacts noted not receiving a response to date. Discussion ensued. It was moved and seconded: THAT Staff request meeting between the District of Sicamous and Splatsin Band to discuss items of mutual interest. Carried It was moved and seconded: THAT Staff send follow up letter to Ministry representative regarding dredging meeting at UBCM. Carried

6 November 12, 2015 Regular Council Meeting Minutes INVITATION TO THE COMMUNITY CHRISTMAS DINNER Council received invitation to the Community Christmas Dinner. LETTER FROM MS. LABANIC Reports of Committees and COTW: The Chair opened the floor to Ms. Labanic from the gallery. Ms. Labanic noted that since submitting her letter regarding sewer connection she has received aid in making her sewer connection. None. Resolutions: BC HYDRO RESOLUTION Bylaws: It was moved and seconded: THAT Council includes the cost of moving underground services on Shuswap Avenue from Main Street to Temple Street in the 2016 Financial Plan; further that this be applied for under BC Hydro s Beautification funding and that the District of Sicamous two-thirds share be funded by way of reserves. Carried None. New Business: MONTHLY BUILDING PERMIT REPORT FOR THE MONTH OF OCTOBER, 2015 Council received the Monthly Building Permit Report for the Month of October, 2015 for information COMMAND VEHICLE FOR FIRE DEPARTMENT ASSET MANAGEMENT PLANNING GRANT Councillors Reports: Mayor s Report: Question Period: It was moved and seconded: THAT Council approve awarding the tender to Smith Chevrolet for the purchase of a 2016 Chevrolet crew cab to be used as the fire department command vehicle for the purchase price of $50, plus GST. Carried It was moved and seconded: THAT the 2016 Asset Management Planning Program Application Form is supported and there is a willingness to provide overall grant management. Carried Councillors provided reports on various District activities they were involved with. The Mayor provided a report on various District business. An opportunity was provided for the gallery to ask questions regarding matters discussed during the current meeting. In-Camera:

7 November 12, 2015 Regular Council Meeting Minutes Adjournment: ADJOURN It was moved and seconded: THAT the Regular Council Meeting of November 12, 2015, be adjourned at 8:37 p.m. Carried Certified Correct: Mayor, T. Rysz Corporate Officer

8 Julia Payne From: Sent: To: Subject: Attachments: jeff primeau Wednesday, November 18, :02 PM Julia Payne Council meeting Nov. 25 Eagle Valley IDA TELEPHARMACY.pdf; SAMPLEMAYORLETTER.pdf HI Julia, I am asking council to approve a letter from the Mayor on behalf of Eagle Valley IDA to the ministry opposing changes to telepharmacy services in rural communities such as ours. Eagle Valley Pharmacy operates on weekends and holidays without a pharmacist present via TELEPHARMACY. Proposed changes to legislation requiring a licensed pharmacy technician, as opposed to a pharmacy assistant, be present to provide telepharmacy services will negatively impact pharmacy care in Sicamous. We currently do not have a licensed pharmacy technician in Sicamous willing to work weekends or travel from out of town. This legislation could ultimately result in Eagle Valley Pharmacy closing on weekends and holidays, and patients from our community would have to travel elsewhere to access pharmacy services at those times. Our staff (which does not include a licensed pharmacy tech) has operated via telepharmacy without incident for 8+ years. I've attached some info regarding telepharmacy for Mayor and Councilors to review before I come to the Council meeting November 25th. Also, I've included a letter written on behalf of Barriere IDA from Mayor Smith in Barriere to the ministry outlining the negative impact such legislation will have on it's town. I look forward to speaking at the upcoming Council meeting. Thanks for your time. Jeff Primeau Pharmacy Manager Eagle Valley IDA Pharmacy 1

9 Telegharmacy POLICY Real timevideoconferencing(telepharmacy) may be used to facilitate pharmacy services to communities without an onsite pharmacist; to supplement staffing due to sick or education leave; to provide weekend/holiday coverage. Drug distribution standards will be met when pharmacy supervision is provided by real-time videoconferencing. FORMAT Telepharrnacy can occur in different formats (traditional community pharmacy to remote site with no pharmacist, non-patient care community phannacy to remote site with no pharmacist, traditional community pharmacy to remote site which is another traditional community pharmacy, hospital pharmacy to another hospital pharmacy, hospital pharmacy to a remote site with no pharmacist). This policy and procedure manual for telepharmacy deals speci?cally with the central site being a traditional community pharmacy and the remote site being another traditional community pharmacy. The purpose of utilizing telepharmacy services at the remote site is to bring pharmacy services to the community during hours when an on-site pharmacist is not available. PARTICIPANTS The community pharmacy acting as the central site is Munro s Sorrento Prescriptions 1250 Trans-Canada Highway, Sorrento, BC The community pharmacy acting as the remote Eagle Valley IDA Pharmacy 317 Main Street, Sicamous, BC site is The central site currently operates daily year-round, with the exception of Christmas and New Year s Days. The remote site currently operates Monday through Saturday year-round, with Sunday and holiday openings in the summer. With the implementation of telepharmacy services, the remote site will open daily year-round, with the exception of Christmas and New Year s Days. A pharmacist will usually continue to be present on site Monday through Saturday. P'P " Y and P' C du'e '"3 Ua' This manual developed and copyright by QFactor Business Consulting Services Page 1 of 13

10 " October 20, 2015 ; mt» ii)-1.sl l2l!.'y or BARRHERE Re: Tele-pharmacy Resource Requirements -3 To Whom it May Concern: The District has been requested by the IDAPharmacy to write a letter of support pertaining to the Ministry's ruling requiring a pharmacy to have a Pharmacy Technician on staff versus a Pharmacy Assistant, when the Pharmacist is not present in order to participate in Tele pharmacy. ; Barriere is a small rural community with a 52% senior population. The pharmacy is a very important part of our community. Currently there are Pharmacy Assistants who use the Tele pharmacyresource when the in-house Pharmacist is not available. This system has worked very well, without any incidents. The Ministry's requirement that only a Pharmacy Technician can ful?ll these duties is an onerous hardship on our community. There are few Pharmacy Technicians available and not many who wish to live in a small community. if this ruling is not changed, it would leave our community without a pharmacy on weekends; which would mean that ; in order to get the necessary help it would require a 45 minute drive to Kamloops, which is the closest large centre. This would be a major hardship for some of our seniors particularly during the winter months. Surely the licensed Pharmacist in charge has enough training and certifications to make a judgement call around the ability of his Pharmacy Assistant(s), who has received on ; the job training under his/hertutelage, to fulfillthis important dispensary role under the distance supervision of a Pharmacist. Respectfully, QM» Virginia Smith Mayor District of Barriere -..,\ $739 :>3=.;.;..,,A to :<», 1} l",l...').13"»: vs.j,.,l m..-w :43l;i'!."i ~i~l.,"i -T, TxwmR:i.;"u.'jl* l i.fi:'z'i<>rr.*, i3,(.'. ='".., "'1 1 7,"- T7 T;..?.'}3()l f'~f, ~ l'7l."{3 ' T

11 District of Sicamous Community Service Grants Grants received August 31, 2015 Amount Requested Amount Approved OrganizationName GrantProgramName $ $500 Community Banner Project Hanging of Banners $3, $3,000 Eagle Valley Arts Council Operating expenses and Art programs $5, $5,000 Eagle Valley Rescue Society To Aid in Training, Opertational & Maintenance Rep $1, $1,500 Eagle Valley Seniors Meals Society Senior Meals $20, $13,500 Eagle Valley Snowmobile Society Snow Cat Track purchase and marketing $7, $5,500 Royal Canadian Legion Br 99 Sicamous Operations of upstairs community Hall $3, $2,000 Sicamous & District Museum & Historical S Museum Host and website upgrade $4, $2,000 Sicamous and District Seniors Centre SocieAsphalt for parking lot $3, $1,000 Sicamous Beach Park Walk/Run Sicamous Beach Park Pavilion $5, $2,500 Shuswap Lifeboat Society Purchase Laptop $54, $36, Total Grant Requests $40, Admin Fees Serendipity - Mayors $36, Available for funding

12 November 5, 2015 Ref To: Mayors and Councillors Chairs and Directors of Regional District Boards Chairs and Directors of Greater Boards I am pleased to introduce myself as British Columbia s new Auditor General for Local Government (AGLG). I am excited by the opportunity to lead this office, to work with local governments and to assist you in your operations through performance audits and other reports that provide advice and recommendations. I believe we share a common goal - to deliver the best possible services to taxpayers in the most cost efficient way. By way of background, I am a professional accountant, a FCPA, FCGA with more than 25 years of experience that includes an extensive background working in local government at the regional level here in British Columbia. I strongly believe in this office s potential to add value for local governments and while I know there were challenges during the first two years of AGLG operations, there have been significant changes over recent months and we are now well positioned to deliver on that potential. This is a year of transition for our office. We have made changes in response to a review carried out for the Audit Council (Trumpy Report) and to the recommendations in a report published by the Union of British Columbia Municipalities. These changes included re-balancing the use of internal staff resources with that of external consultants and releasing an updated 2015/16 Annual Service Plan that set reasonable expectations for the office and is consistent with our capacity and budget. I intend to work hard, with the office s capable staff, to achieve these goals. As you know, performance audits are quite different from financial audits. They can be valuable tools for local governments by pointing out areas that could be improved while equally importantly also providing assurance in areas where a local government already has good practices. We can play a constructive role by highlighting such practices and recommending them to other local governments. I believe that the best way to meet our objectives is to work together. While the office is independent, success almost always depends on collaboration. Over coming weeks and months, I intend to become better acquainted with local governments and begin actively working in collaboration with you. I very much look forward to working with you and welcome any questions or feedback that you may have. Sincerely, Gordon Ruth, FCPA, FCGA Auditor General for Local Government cc: Chief Administrative Officers nd Street Surrey, BC V3R 0Y3 Phone: Fax:

13 COLUMBIA SHUSWAP REGIONAL DISTRICT rcsrd' COLUMBIA SHUSWAP REGIONAL DISTRICT PO Box 978, 555 Harbourfront Drive NE, Salmon Arm, BC VIE 4P1 T: F: TF: CERTIFICATE OF ALTERNATIVE APPROVAL PROCESS RESULTS SHUSWAP WATERSHED COUNCIL SERVICE ESTABLISHMENT BYLAW NO Pursuant to the Local Government Act and the Community Charter, the Columbia Shuswap Regional District proceeded with the Alternative Approval Process for establishment of a Shuswap Watershed Council Service which authorizes a maximum amount that may be requisitioned for the Service as $180,000 annually, with the costs to be recovered by a parcel tax applied to each parcel in the Service Area (Electoral Areas C, D, E, F and the District of Sicamous). Approval is received if less than 10% of the eligible electors within the proposed Service Area sign and submit an Elector Response Form by the Alternative Approval Process Deadline. The deadline for submission of Elector Response Forms was 4:00 PM the 17th day of November, ESTIMATE OF 10% of Electors: RESULTS: 10% of Electors within Electoral Areas C, D, E, F and the District of Sicamous: 1,534 Number of Valid Elector Response Forms Received before the deadline 645 The results confirm that elector approval through the Alternative Approval Process has been obtained. DETERMINATION: This Determination and Certification is Final and Conclusive. Dated this 18th day of November, Lyrida Shykora, Depul^/Corporate Officer Deputy Manager, CorfYorate Administration Services Columbia Shuswap Regional District ELECTORAL AREAS A GOLDEN-COLUMBIA B REVELSTOKE-COLUMBIA C SOUTHSHUSWAP D FALKLAND-SALMON VALLEY E SICAMOUS-MALAKWA F NORTH SHUSWAP-SEYMOUR ARM MUNICIPALITIES REVELSTOKE SALMON ARM

14 November 12, 2015 Mayor Rysz and District Council Dear Mayor Rysz and Council The Council meeting of October 14 th was my first in a while, for that I apologize. I once again found the meeting engaging and informative as I had for the first few months when I was attending regularly. There were two items of discussion in that meeting that I would like to refer to, Summer Stomp and the sewer system overload. I first want to commend you for a positive decision that is making a huge difference to the community already. Koodos for hiring Jamie Sherlock to the Recreation Coordination position as swiftly as you did. She is doing an awesome job. Jamie is proof that we have the local resources with the skills, community knowledge and connections needed to be successful in these positions. She has lots of great ideas and a fresh perspective on some of the more traditional local events as well, so I hope Council will seriously consider expanding her position to community events in the New Year. Summer Stomp was reported on by Steve Hammer at this meeting and the report as well the Council and community responses raise some issues for me. First, I am hoping that Mr. Hammer s report included a detailed financial accounting that someone at District Office follows up on. I was surprised that the money designated to supporting our local community ended up going to two outside the community organizations this year. The Easter Seals House campaign is huge and yes there have been local children that it supports, but a donation here is hard to track directly back to the community. The Salmon Arm Elks also do good work and have even supported our local Resource Centre Food Bank in the past, but again, the obvious local need was with our very own Sicamous Lion s Club who for many, many years has supported this community with hundreds of thousands of dollars and is now struggling to keep going and needs our support. I was both surprised and offended by Mr. Hammer s exploitive promotional presentation and his entitled attitude about the level of support he needs in order to bring what he appears to think, is a life breathing event to our community. I remind District Council that this event is only in Sicamous because no other community wants it anymore. Logically other communities don t want to be promoted to the public in this way, why should we? While the short term benefit seems obvious for the alcohol and gas outlets what about the business survey that showed the majority of respondents saw little benefit in fact felt there was a net loss? What about the businesses that didn t respond to the survey because they didn t have time to attend and therefore were not encouraged to comment? What about the public, personal statement by Tim and Loretta Corrless of the Best Western Sicamous Inn for the reason that that they didn t attend so could not respond to the survey? It is concerning that a strong, community minded business like this speaking out from their past experience with the event, could be so easily, pushed aside by Council response and by the community via local social media sites. Not only do I personally know of other businesses /residents that struggle with this event I know they are afraid to speak out. There is so much more to consider here then whether a few businesses made more money or whether those attending had a good time or whether the event came and went without huge

15 RCMP enforcement issues. I would respectfully ask District Council to seek more consultation from all businesses, the RCMP, other communities who have held similar longstanding events and both fulltime and part-time residents in an anonymous environment before signing on for more then a year at a time. Second, I wish to address the sewage overload experienced this past summer, also discussed at the October 14 th meeting. It is concerning to have that happen before we are even fully hooked up residentially, and as we appear to be on the cusp of growth. During the meeting reference was made to the need for further expansion of our current sewer system. I am wondering if Mayor Rysz recalls the Southern Interior Beetle Action Coalition (SIBAC ) conference that he, Deputy Mayor Malcolm Makayev, Janet McClean Senft and myself attended earlier in At this three day conference Mayor Rysz, myself and Janet spent some time in discussion with Marnie Plant, Strategic Advisor, BC Bioenergy Network, a not for profit bioenergy organization that the CSRD has already partnered with locally. Ms. Plant was at the conference looking for local bioenergy projects that could encompass the processing of a mix of waste material including wood, sewage, landfill, and farm waste. Given that bioenergy is part of the renewables movement I would ask that instead of going down the old tried road of expanding our existing sewage treatment yet again, we first look at new technologies that could manage much more then sewage in the local area and actually do it for a net profit/ gain to our regional communities.both monetarily and environmentally. Would the District of Sicamous please consider inviting a rep from BC Bioenergy Network to a District/CSRD/public meeting so that we can explore this possibility? I believe that the time is right for such projects with the change in the Federal political winds, an increasing public appetite for green initiatives and the heightened possibility of funding to support studies, assessments, infrastructure costs and renewable energy projects. I would also submit that these kinds of projects, support the findings of the recent Labour Market Scan (community meeting re results Tuesday, November 17 th 6pm) and would help to create much needed employment that could keep our young and old work force in our communities year round. Why not boost the economy while cleaning up our incredible river and lake systems? Why not put our Eagle Valley communities at the leading edge of innovative solution finding for community infrastructure and environmental challenges? If we have to invest the money anyways lets get as much out of it as possible. Thank you so much for your hard work. As usual the issues just keep coming and they are not simple but the possibilities are exciting. I appreciate the huge time and effort expended by you, our members of District Council, who have clearly committed to the work of turning this community around. Thank you for your consideration of my points. I have the contacts for the BC Bioenergy Network and would be happy to supply. I am anxious to hear your response to this idea. Respectfully yours, Pam Beech 610 Pine Street, Sicamous

16 Sincerely, To: The:lt_lnio n c : iii < /*..r v Lgm. :... NOV E3 795 K Mikki and l areproud to be writing you this letter, to inform you that we have accomplished our project of covering up the massive amounts of graffiti on the main bridge as of Thursday November 5, 2015.We would like to give you a huge thanks, for saying yes and supplying us with all materials needed to accomplish our project goal. There was so much graffiti under that bridge we went through 4 giant paint cans (not spray paint), 3 rollers and 2 extension poles. Not only was there so much graffiti but the concrete also sucked up so much ofthe paint! We hope that by covering this graffiti mess, we are able to put a positive message out towards the community that not all teenagers don't care and are trouble makers. Not only do we feel proud but we think that the bridge has a new positive image. We hope to inspire others to maybe get out there and make our community better! look Logan and Mikki(students of the ERS Social Justice Class)

17 DISTRICT OF SICAMOUS Houseboat Capital of Canada Gateway to the Shuswap Council Report DATE: November 19, 2015 TO: Mayor and Council FROM: Melinda Smyrl, Planning Assistant C.C.: SUBJECT: Official Community Plan Advisory Committee Proposed Amendments to Terms of Reference Recommendation: THAT Council amend the Official Community Plan Advisory Committee Terms of Reference to reduce the quorum from 5 voting members to 4 voting members; AND THAT Council further amend the Official Community Plan Advisory Committee Terms of Reference to add the following under Section 6) Appointment: Issue: iv. In the event that a member resigns from the Advisory Committee, Councilors may be requested to provide a summary of up to 3 potential candidates, accompanied with their qualifications and will further make recommendations for appointment to the Advisory Committee. To amend the Terms of Reference for the Official Community Plan Advisory Committee to reduce the number of required voting members to achieve quorum and to introduce an expedited appointment process in the event a current member resigns from the committee. CAO Comments: Reviewed. TP Discussion: At the Regular Meeting of Council on April 22, 2015 Council adopted the following resolution: THAT Council adopt the District of Sicamous Official Community Plan 2016 Advisory Committee Terms of Reference and, further, Council direct Staff to move forward with the creation of the Official Community Plan 2016 Advisory Committee. The purpose of the Terms of Reference (TOR) is to itemize the creation and function of the OCP Advisory Committee including the roles of the committee members, staff and Council representation in the process. Council appointed the committee at its Regular Meeting on June 24, The Chair of the Committee is Deborah Heap (elected by the Advisory Committee) with Brian Anderson, Dean Handley, Anthony Grandoni, John Braun, Shane Yarmoloy and Sheila DeVost. The Councillor Representatives on the committee are Councillor Simons and Councillor Mallmes. The Advisory Committee has committed to an ambitious timeline and in pursuit of that has opted to meet once a week for the duration of the OCP review process. Regretfully, John Braun has resigned from the Advisory Committee due to time constraints. Mr. Braun brought the perspective of a young family into the OCP review process. In order to fill the

18 Page 2 now vacant, under the existing TOR, position staff would have to advertise to the community, review applications and make recommendations to Council for appointment to the Advisory Committee based on those applications. Given the timeframe for the adoption and implementation of the OCP within the first part of 2016 the Advisory Committee has voiced urgency in the filling of the vacant position as quickly as possible. In order to shorten the timeframe for appointing a new member it is being purposed that individual Councilors approach members in the community that would be interested in participating on the Advisory Committee. Councilors, with the permission of the community member, could bring forward the candidate to the selection and appointment process. It is hoped that Council may address the appointment of a new member at the December 9, 2015 Council meeting. In this process there would be no advertising throughout the community, opting instead for a more direct approach to appointing an interested member of the community. The recommendation to amend the TOR to include Section 6) iv. To the TOR is incorporate this method of committee selection into the process. Alternatively, Council may reduce the number of voting members on the Advisory Committee from 7 to 6 members and not replace the vacant spot. In addition to amending the appointment process, there is a further recommendation to reduce the number of voting members required to achieve quorum from 5 voting members to 4 voting members for a committee comprised of 7 voting members. Respectfully submitted, Melinda Smyrl Planning Assistant Mike Marrs Community Planner Attachments: NA M:\Melinda\Projects\OCP Review\ Advisory Committee\ _Amend TOR.docx

19 On Nov 18, 2015, at 9:36 AM, Deb Heap wrote: To Mayor & Council: The Official Community Plan Advisory Committee has had a member (John Braun) submit his resignation as a result of his inability to attend the meetings, due to work and family commitments. The Advisory Committee is asking council to replace John Braun with someone of a similar demographic and to fast track his replacement to ensure the committee represents the community at large as quickly as possible. To this end we respectfully request each councillor consider suitable replacements and approach them directly to determine if they would be willing to participate and if they are able to commit to attending the once weekly meetings (planned for Tuesday evenings in the New Year). Staff will be submitting a separate formal request for the November 25 th Council meeting to amend the terms of reference for the Advisory Committee to: 1) Reduce quorum to 4 members instead of the 5 currently required. 4 is a more reasonable number with a committee of 7. We are also nearing a point in the process where more recommendations on policy issues will need to be addressed and quorum is critical. 2) Amend the appointment process to include a Council lead recruitment process to create a replacement list of candidate s in the event of a member resigning. We would ask that a decision on replacing the vacancy be reconciled by the December 9 th Council meeting. We are at a critical juncture and the committee feels strongly we need representation from John Braun s demographic. As well a committee of 7 with a quorum of 5 makes it difficult for a volunteer committee to operate and if one of those 7 has resigned it makes it impossible. Respectfully, Deb Heap Chair of the Official Community Plan Advisory Committee

20 District of Sicamous Official Community Plan 2016 Advisory Committee Terms of Reference 1) Introduction.1 The primary purpose of the Official Community Plan 2016 Advisory Committee (OCPAC) is to provide community input on issues and opportunities related to land use and future growth during the Official Community Plan (OCP) 2016 Review and Update..2 The OCPAC serves as a focused community group to gauge input and policy development throughout the review process..3 The OCPAC may be informed by the public and benefit from the respectful and informed exchange of ideas with the community..4 The OCPAC is Select Committee of Council, authorized under Section 48 (1), 48(2), 49, 50, 51, 52, 53, 54 of Council Procedures Bylaw 842, 2012, as amended. 2) Scope Of Committee The OCPAC is established to provide the District through staff on the preparation of the revised OCP by: i. Reviewing information and material prepared and presented by planning staff; ii. Providing feedback and advice on the OCP planning process; iii. Providing advice on and support for an effective community engagement strategy and related activities, helping to ensure broad and diverse input from citizens during the review and update that aids policy development and decision making; iv. Providing staff with advice on updating existing OCP policies and establishment of new policy areas; and v. Reviewing and providing advice on the organization and content of the revised OCP. 3) Other Functions of the OCPAC include:.1 Reviewing minutes and documents sent for meetings and staying up-to-date with and other correspondence;.2 Working collaboratively with other OCPAC members; and.3 Notifying the OCPAC chair or the Project Planner if they cannot attend a meeting. If a member misses two consecutive meetings without prior notice or just cause, they may be replaced on the OCPAC. 4) In addition, Council representatives:.1 Share the minutes of the OCPAC meetings at Regular Council (for information). 5) MEMBERSHIP

21 .1 The OCPAC is an Eleven (11) member committee with representation from various stakeholders, including: i. Voting members: a. 3 representatives from the community b. 2 representatives from the development industry c. 1 representative from an environmental organization d. 1 representative from a social organization or agency ii. Non-voting members: a. 2 representatives from Council; and b. 2 Staff Liaisons..2 The representatives from the community must be: i. Prepared to commit the time and energy required for the entire OCP review process; ii. Committed to examining all issues and ideas objectively..3 It is desirable that the representatives from the community possess one or more of the following attributes: 6) APPOINTMENT i. Be a practitioner in a field related to community engagement or public processes or other related fields; ii. Possess a familiarity with and/or experience in land use planning best practices; iii. Be a demonstrated independent and innovative thinker; iv. Have a demonstrated track record of commitment to the community; and v. Have volunteer experience. i. Two (2) representatives from Council are appointed by the Mayor; ii. Staff will provide Council with a summary of candidate(s) and qualifications and will make recommendations for appointment(s) to Council.; and iii. Seven (7) representatives from the community are appointed by Council. iv. In the event that a member resigns from the Advisory Committee, Councilors may be requested to provide a summary of up to 3 potential candidates, accompanied with their qualifications and will further make recommendations for appointment to the Advisory Committee. 7) TERM 8) GOVERNANCE i. The OCPAC will dissolve once the OCP Review and Update are complete and adopted by Council..1 A Chairperson shall be appointed from the voting members by a majority of the OCPAC at the first meeting. The role of the Chairperson is to work with the Staff Liaison to:

22 i. Develop an agenda for each meeting; ii. Manage meetings in a businesslike manner; iii. Ensure everyone's voice is heard when issues are discussed and; iv. Monitor how well the OCPAC works as a group and report to project staff on any issues..2 Members will: i. Communicate as a team to maintain the integrity of the process and project timelines; ii. Encourage a balanced forum for discussion on future growth; iii. Objectively review planning considerations; iv. Represent all individuals and families that the District serves; v. Listen to all viewpoints to ensure issues have been fully discussed; vi. Provide updates to Council through staff throughout the project; vii. Comply with all District, provincial, and federal guidelines and regulatory and legislative requirements; and viii. Meeting frequency and length will vary through the course of the project to meet timeline constraints and meet key milestones..3 Meetings will be more frequent early in the project to focus on: i. Review of land use scenarios; ii. Review of draft policies that arise from public consultation process.4 Regular meeting attendance is required to remain a member in good standing. i. OCPAC members must abide by the conflict of interest provisions of the Community Charter. Members who have a direct or indirect financial interest in a matter under discussion are not permitted to participate in the discussion of the matter. They must declare their conflict, state the general nature of their conflict, and then leave the meeting or that part of the meeting where the matter is under discussion. The member's declaration must be recorded in the minutes, and the OCPAC member must not attempt, whether before, during, or after the meeting, to influence the direction on any question/issue in respect of the matter. ii. iii. iv. OCPAC member conduct must not compromise the integrity of the District s service to the public. Members may not use the OCPAC as a platform to undertake/lobby for a special interest. Council may, by resolution, remove any member of the OCPAC at any time. The attendance of four voting members at any meeting shall constitute a quorum. v. Minutes of the meeting shall be prepared by staff and then signed by the Chairperson. 9) STAFF SUPPORT

23 .1 The Planning Assistant, along with the Community Planner, will be designated to facilitate the District of Sicamous Official Community Plan 2016 Review and Update planning process. The Development Services Department will provide support, guidance, and technical expertise for the OCAC. Functions include, but may not be limited to, the following: i. Advising the OCPAC on planning best practices and policy development as it relates to the OCP Review process; ii. Developing the draft OCP and preparing the final OCP; iii. Implementing the public engagement strategy and compiling results for OCPAC review; iv. Providing technical information and ensuring that the OCPAC focus stays within the legislative framework; v. Maintaining project timelines (adapted as project progresses) and budget; vi. Liaising with other District departments on project topics and issues; vii. Distributing the agenda packages to OCPAC members; viii. Receiving all correspondence and preparing correspondence and reports on behalf of the OCPAC; ix. Reviewing/returning draft minutes to the Corporate Officer to finalize prior to adoption by the OCPAC; and x. Clerical support for the OCP will be provided and managed by the Development Services Department. 10) COMMENTS IN PUBLIC OR TO THE MEDIA i. Committee members should refer all questions/inquiries from media or other parties to the Chair or District staff and hold in confidence matters discussed at committee meetings. When speaking in public or to the media on an issue, the Chair must distinguish whether he/she is speaking as a member, a representative of another agency or community group, or as an individual. The Chair must convey the public interest and remember that he/she represents the OCPAC.