AGENDA. North Cariboo Joint Planning Meeting Tuesday, March 14, 2017 at 5:30 p.m. Council Chambers, City Hall. Page

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1 AGENDA North Cariboo Joint Planning Meeting Tuesday, March 14, 2017 at 5:30 p.m. Council Chambers, City Hall Page A. CALL TO ORDER - Co-chair Bruce to Chair the Meeting B. ADOPTION OF AGENDA C. DELEGATION(S): ) Physician Recruitment & Retention Update - Susan Paulsen D. ADOPTION OF MINUTES ) Minutes of February 14, 2017 E. STAFF REPORT(S): ) MKT Project Status - Director Norburn to Report ) Alex Fraser Park Society - Director Norburn to Report F. DEFERRED ITEM(s) from February 14, 2017: ) NCJPC Terms of Reference - Committee Review & Discussion G. NEW BUSINESS: n/a H. CORRESPONDENCE ) School District #28 / City of Quesnel Joint Use Agreement I. NEXT MEETING April 11, 2017 J. ADJOURNMENT: Page 1 of 43

2 Physician Recruitment & Retention Update - Susan Paulsen Page 2 of 43 HEALTHCARE RECRUITMENT QUESNEL, BC S Paulsen Consulting, March 2017

3 Physician Recruitment & Retention Update - Susan Paulsen Page 3 of 43 COMMUNITY TRANSITION & SUPPORT Welcome Sharing a meal Assisting candidates with rentals Answering questions regarding neighborhoods Being available Social media, texts

4 Physician Recruitment & Retention Update - Susan Paulsen Page 4 of 43 Dr. Tudhope and family WHO DID I MEET ASSIST

5 Physician Recruitment & Retention Update - Susan Paulsen Page 5 of 43

6 Physician Recruitment & Retention Update - Susan Paulsen Page 6 of 43 Dr. Tudhope and family WHO DID I MEET ASSIST Trip to Barkerville with PRA candidate Dr. Hanoosh

7 Physician Recruitment & Retention Update - Susan Paulsen Page 7 of 43

8 Physician Recruitment & Retention Update - Susan Paulsen Page 8 of 43 WHO DID I MEET ASSIST Dr. Tudhope and family Trip to Barkerville with PRA candidate Dr. Hanoosh Dr. Al Haddad and family Physiotherapist Speech Pathologist Dr. Alshehabi (PRA candidate)

9 Physician Recruitment & Retention Update - Susan Paulsen Page 9 of 43 RETENTION Baskets to celebrate one year anniversaries

10 Physician Recruitment & Retention Update - Susan Paulsen Page 10 of 43

11 Physician Recruitment & Retention Update - Susan Paulsen Page 11 of 43 RETENTION Baskets to celebrate one year anniversaries QLA Season tickets Movie Passes Arts & Recreation passes

12 Physician Recruitment & Retention Update - Susan Paulsen Page 12 of 43

13 Physician Recruitment & Retention Update - Susan Paulsen Page 13 of 43

14 Physician Recruitment & Retention Update - Susan Paulsen Page 14 of 43 RECRUITMENT GALA

15 Physician Recruitment & Retention Update - Susan Paulsen Page 15 of 43 RECRUITMENT GALA

16 Physician Recruitment & Retention Update - Susan Paulsen Page 16 of 43 WHAT S NEXT Continue to build relationships Welcome new healthcare employees Assist coordinator with Travelling Healthcare Roadshow May 2017 Local Inspiration

17 MEETING NO. 2 A North Cariboo Joint Planning Committee meeting was held on Tuesday, February 14, 2017 commencing at 5:30 p.m. in the Council Chambers, Quesnel City Hall, 410 Kinchant Street. PRESENT FROM CITY: Co-Chair Mayor Simpson [CHAIR], Councillors Brisco, Coleman, Elliott, Paull, Roodenburg, Thapar. Staff: Director Community Services Jeff Norburn, Executive Assistant Rhya Hartley PRESENT FROM CRD: Co-Chair Director Bruce, Directors Armstrong, Cash, Massier Staff: Manager Community Services Darron Campbell There were two media representatives present and approximately 55 members of the public in attendance in the gallery for portions of the meeting. A. CALL TO ORDER Co-Chair Simpson called the meeting to order at 5:30 p.m. B. ADOPTION OF AGENDA MOVED Councillor Paull, Seconded Councillor Brisco and resolved: THAT the North Cariboo Joint Planning Committee adopt the February 14, 2017 Agenda as presented. CARRIED C. DELEGATION(S): 1. Quesnel Kangaroos - Brooke and Waylon L'Heureux The Quesnel Kangaroos reviewed their history, financial status, community contributions and outlined their requests for the Committee, including proposed options for advertising in the new arena and sole use of the team dressing room. The Quesnel Kangaroos noted that should a Junior B team become a reality for Quesnel, that they would be very supportive of the league and amenable to reassessing advertising rights and room allocation MOVED Councillor Elliott, Seconded Councillor Thapar and resolved: THAT the North Cariboo Joint Planning Committee form a working group to discuss the following variables and bring forward a proposal for the Quesnel Kangaroos at the March 14, 2017 meeting: Fees & charges [Potential flat fee, Review of the City Board Cost] Advertising Options & Sign Alternatives CARRIED 2. Alex Fraser Park Society - Greg Brink, President and Robin Hay, Committee Chair The Alex Fraser Park representatives apprised the Committee of the issues regarding drainage at the site, the resulting adverse effects on footings, required measures to correct the problem and anticipated cost MOVED Councillor Paull, Seconded Director Bruce and resolved: THAT the North Cariboo Joint Planning Committee direct Staff to prepare a report for the March 14, 2017 meeting, outlining options for the Alex Fraser Park Society to consider. CARRIED RECESS at 7:06 p.m. RECONVENE at 7:11 p.m. Minutes of February 14, 2017 Page 17 of 43

18 Meeting No February, 2017 D. ADOPTION OF MINUTES 1. Minutes of January 10, MOVED Councillor Paull, Seconded Dierctor Massier and resolved: THAT the North Cariboo Joint Planning Committee adopt the Minutes of January 10, 2017 as presented. CARRIED E. STAFF REPORT(S): *Item E(5) was brought forward prior to E(1) for discussion, as there was a member of the public in attendance in the gallery for this item. 1. MKT Project Status Report - Director Norburn to Report Committee Discussion regarding project particulars, interior aesthetics and timeline occurred MOVED Director Armstrong, Seconded Councillor Thapar and resolved: THAT the North Cariboo Joint Planning Committee receive Staff Report 01B/ MKT Project Status Report for information. *CARRIED 2. Arena Replacement Project - Fundraising & Communication Update - Director Norburn to Report MOVED Director Bruce, Seconded Councillor Elliott and resolved: THAT the North Cariboo Joint Planning Committee receive Staff Report No. 03/ Arena Replacement Project Fundraising and Communication Update for information. CARRIED 3. Arena Replacement Project Transition Report - Director Norburn to Report Discussion included: Request from Northern Strike Paintball Association for use of the old arena prior to demolition - Through consensus, the Committee determined Staff can evaluate if this request is feasible after consultation with the salvage contractor and in accordance with the transition timeline and, approve or decline as is appropriate MOVED Director Cash, Seconded Councillor Brisco and resolved: THAT the North Cariboo Joint Planning Committee direct Staff to hire a contractor or contractors to manage the Arena Replacement Project transition with a budget of up to $75,000, to see the project through to the grand opening. CARRIED MOVED Councillor Elliott, Seconded Director Bruce and resolved: THAT the North Cariboo Joint Planning Committee approve allocating the Team Room at the new arena for exclusive use by the Quesnel Kangaroos on an interim basis, without prejudice. CARRIED MOVED Director Bruce, Seconded Councillor Paull and resolved: THAT the North Cariboo Joint Planning Committee approve Saturday, September 16, 2017 as the date of the new arena grand opening. Page 2 of 4 Minutes of February 14, 2017 Page 18 of 43

19 Meeting No February, Joint Planning Committee Draft Terms of Reference - Committee Review CARRIED MOVED Director Armstrong, Seconded Director Cash and resolved: THAT the North Cariboo Joint Planning Committee defer Item E(4) for discussion at the March 14, 2016 Meeting. CARRIED Capital Budget Amendments - North Cariboo Recreation and Parks Service Director Norburn Reported on behalf of Manager Rogers MOVED Director Armstrong, Seconded Councillor Roodenburg and resolved: THAT the North Cariboo Joint Planning Committee recommend to the Cariboo Regional District that the following changes be made to the North Cariboo Recreation and Parks Service 2017 capital plan: 1. That the Barlow Creek Recreation capital plan be changed to move the 2018 Basement Capital project to 2017, utilizing the funds from the 2017 Skylight Project and that if necessary a portion of the funds for the electrical project be reallocated to the basement project resulting in no net increase to the 2017 Barlow Creek capital projects. 2. That the Bouchie Lake Recreation Commission 2020 Equestrian Concession project be moved to 2017 utilizing the funds from the 2017 Baseball field infield and the Hall Canopy Refurbishment projects resulting in no net increase to the 2017 capital budget. 3. That the Quesnel and District Arts and Recreation Centre capital plan be changed to move the 2019 Air Handling unit to 2017, utilizing the funds from the 2017 Sidewalk, curb refurbishing project ; the Chlorine Sensors project and a portion of the capital funds allocated from the Information Technology Project resulting in no net increase to the 2017 capital budget. 4. That the Joint Planning Commission recommend to the Cariboo Regional District that they support the CRD application for the Bouchie Lake Improvement Project which includes the concession, the dasherboards and the air handling unit to the Northern Development Initiative Trust Community Halls and Recreation Facilities Program for $29,500 from the Cariboo-Chilcotin/Lillooet Regional Development Account. CARRIED F. NEW BUSINESS: 1. Recommendation from Quesnel City Council Meeting of January 31, 2017 that North Cariboo Joint Planning Committee resolve to endorse the grant application to the Cariboo-Chilcotin Beetle Action Coalition for the development of a Master Trails Strategy. "THAT Quesnel City Council endorses requesting $25,000 for the development of a Master Trails Strategy from the $33,000 Cariboo-Chilcotin Beetle Action Coalition has provided to the northern sub-region's Cariboo Strong initiative specifically for trail development projects, and respectfully requests that the North Cariboo Joint Planning Committee (NCJPC) consider a Page 3 of 4 Minutes of February 14, 2017 Page 19 of 43

20 Meeting No February, 2017 similar resolution at their next regular meeting" MOVED Director Armstrong, Seconded Director Massier and resolved: THAT the North Cariboo Joint Planning Committee direct Staff to draft a letter to the Cariboo-Chilcotin Beetle Action Coalition in support of the City of Quesnel's letter requesting release of $25,000 from the $33,000 allocation for trail development projects for the development of a Master Trails Strategy. CARRIED ACTION: R.Hartley draft letter to CCBAC on behalf of NCJPC regarding disbursement of $25,000 toward the development of a Master Trails Strategy. G. CORRESPONDENCE - N/A H. NEXT MEETING March 14, 2017 I. ADJOURNMENT: With there being no further business to discuss at the North Cariboo Joint Planning Committee meeting, the meeting ended at 8:45 p.m. CERTIFIED CORRECT Mayor Bob Simpson [CHAIR] City of Quesnel Director Jerry Bruce Cariboo Regional District Page 4 of 4 Minutes of February 14, 2017 Page 20 of 43

21 NORTH CARIBOO ARENA WEST FRASER CENTRE Project Status Report to Joint Planning Committee March 8, 2017 Prepared by: MKT Development Group Inc. Suite Granville St. Vancouver, BC V6Z 1G3 Phone: (604) Fax: (604) Contact: Peter Mitchell, Principal MKT Project Status - Director Norburn to Report Page 21 of 43

22 North Cariboo Arena West Fraser Centre Project Status Report to Joint Planning Committee March 8, 2017 TABLE OF CONTENTS Construction... 2 Issues/Potential cost risks... 3 Costs to Date... 3 Change Orders... 3 Appendix 1: VVI Construction Update... 4 Appendix 2: Project Cost Report... 9 MKT Project Status - Director Norburn to Report Page 22 of 43

23 North Cariboo Arena / West Fraser Centre Project Status Report to Joint Planning Committee March 8, 2017 CONSTRUCTION Concrete masonry walls and their remediation has been completed and remedial work is still to be done. Site walkthrough on February 14 to inspect the work resulted in approval from both the client and Architect. Framing is ongoing at the interior walls. Boarding has started on the main level. Mechanical and electrical rough-ins are continuing in the steel stud framing. Electrical rough-in is also ongoing to the underside of the structural ceiling. HVAC and sprinkler installation is ongoing. Insulated metal panels are almost complete. Final infills and capping ongoing. Overhead doors at the east end of the building have been installed. Doors and hardware are being installed in the building. Roofing is 95% complete on the main arena roof. The Architect has issued a number of sketches for pricing to add wood features to the building. These will be discussed at the site meeting set for March 14. We expect at least one bay of the wood ceiling to be installed by then, so that it can be reviewed at the site meeting. For more detail on the activities at site, please refer to VVI s Construction Update attached in Appendix 1. 2 MKT Project Status - Director Norburn to Report Page 23 of 43

24 North Cariboo Arena / West Fraser Centre Project Status Report to Joint Planning Committee March 8, 2017 ISSUES/POTENTIAL COST RISKS VVI has issued a detailed project schedule which shows total completion at September 1. The project team will work towards improving their timelines to allow for end of season use. VVI confirmed in their March report that as the building is now enclosed and secure, there are no concerns about further schedule loss or security moving forward. The alternative design solution for the roof was recommended for acceptance by the Building Inspector to the City of Quesnel in mid-february. The contractor is proceeding with the work. COSTS TO DATE Project costs are still on track. We have attached the Cost Report for costs to end of February 2016 in Appendix 2. CHANGE ORDERS To the end of February, twenty-six Change Orders for a total value of $133, have been approved. There are currently approximately $16,000 in requests for change orders with consultants for review and comment. These were submitted on March 6, so they are relatively new and review has just started. 3 MKT Project Status - Director Norburn to Report Page 24 of 43

25 North Cariboo Arena / West Fraser Centre Project Status Report to Joint Planning Committee March 8, 2017 APPENDIX 1: VVI CONSTRUCTION UPDATE 4 MKT Project Status - Director Norburn to Report Page 25 of 43

26 # GLENMORE ROAD, KELOWNA, BC V1V 1Z6 P: (250) / F: (250) / E: KELOWNARECEPTION@VVICONSTRUCTION.COM CONSTRUCTION UPDATE WEST FRASER CENTRE Monthly Report February 2017 Project: North Cariboo Arena/West Fraser Centre Prepared By: Matt van Goor Issued On: 03/06/2017 Summary of Work - Civil Installations & Earthworks. o No activity. - Concrete Work: o Concrete substantially complete for new arena. Some patching and remedial work ongoing. - Masonry: o CMU walls now complete. o Remedial work completed on block wall deficiencies. Approval received from architect and client on quality of repairs. - Structural Steel & Misc Metals: o Structural steel complete. o Media room install complete pending installation of decking. o Handrail installation ongoing; nearly complete. o Bench supports, vanity supports, and locker room hook install ongoing - Steel Stud Framing: o Framing ongoing at first and second level interior walls. o Boarding started on main level. - Electrical: o Electrical rough-in being carried out concurrently with steel stud framing and CMU install. o Rough-in ongoing to underside of structural ceiling. To be concealed by wooden false ceiling. - Mechanical: o Rough-in at masonry and steel stud walls. o Some HVAC installation threaded rod hangers, some ducting, etc. o Sprinkler install ongoing at main level. o Rough in work ongoing at arena ceiling. - Insulated Metal Panels: o Primarily complete. Some capping ongoing, plus infill of final panels at West elevation. - Doors and Hardware: o O/H Doors at East end of building installed. o Interior and exterior man door and hardware installation ongoing. - Carpentry: o Parapet capping complete. MKT Project Status - Director Norburn to Report Page 26 of 43

27 # GLENMORE ROAD, KELOWNA, BC V1V 1Z6 P: (250) / F: (250) / E: KELOWNARECEPTION@VVICONSTRUCTION.COM o Blocking at steel stud assemblies. o Ceiling: Wood slat and nailer material purchased from West Fraser. Coating (Fire retardant and finish coat) complete for all nailer material. Nailer install ongoing. Coatings being applied to slat material. Roughly 40% coated with fire retardant. 20% finished with both coatings. - Roofing: o Main arena roof 95% complete. o Lobby AVB Install complete. - Refrigeration: o Placing equipment in refrigeration room. - Painting: o Priming of block and concrete at main level nearly complete. Painting to begin in March. - Heating & Hoarding o Ongoing heating & hoarding work at work areas associated with concrete and painting. Construction Issues/Potential Risks - Approximate 6 week delay in construction schedule due to geotechnical issues. No additional delays to date. Revised schedule finalized and issued. - Building is now enclosed and secure. No concerns about further schedule loss or site security moving forward. - Draft schedule issued to MKT for review in late January. Revisions needed. To be issued in early March. Design Update & Issues - Ceiling design complete. VVI discussing finer details with consultants, but no issues currently holding up progress. Ongoing coordination with electrical and mechanical for their install. Outstanding RFI/CCN/RFC - See attached logs outlining current RFI/CCN/RFC - RFC 035 approved, and CO issued. Safety Issues - No Incidents or Safety Issues for the month of February. MKT Project Status - Director Norburn to Report Page 27 of 43

28 Site Photos # GLENMORE ROAD, KELOWNA, BC V1V 1Z6 P: (250) / F: (250) / E: KELOWNARECEPTION@VVICONSTRUCTION.COM Ongoing Roof Installation ACM Panel Prep at West End MKT Project Status - Director Norburn to Report Page 28 of 43

29 # GLENMORE ROAD, KELOWNA, BC V1V 1Z6 P: (250) / F: (250) / E: KELOWNARECEPTION@VVICONSTRUCTION.COM Nailer Install at Ceiling Electrical Rough-in at Ceiling MKT Project Status - Director Norburn to Report Page 29 of 43

30 North Cariboo Arena / West Fraser Centre Project Status Report to Joint Planning Committee March 8, 2017 APPENDIX 2: PROJECT COST REPORT 9 MKT Project Status - Director Norburn to Report Page 30 of 43

31 MKT Project Status - Director Norburn to Report Page 31 of 43 Report for February, 2017 West Fraser Centre, Quesnel, BC - Preferred Site GL PROJECT COST CONTROL Approved Contract Non- Committed Original Budget Revised Commit- Invoiced Invoiced Invoiced % of Balance to Committed less Budget Revisions Budget ments Previously This Month to Date Total Cost Complete Budget Invoiced Code Description + + / Offsite Works , , , , , % -1, , Site Works 294, , , , , , % 12, , , SITE WORKS 294, , , , , , % 11, , , Construction 17,981, ,981, ,981, ,351, ,235, ,587, % 6,393, ,393, Construction Change Orders , , , , , , % 328, , Construction Holdback , , ,139, % 1,139, ,139, Holdback Release , , % -41, , CONSTRUCTION 17,981, , ,114, ,114, ,971, ,321, ,293, % 7,820, ,820, Architect 1,278, ,278, ,278, ,040, , ,059, % 218, , Communications 5, , % 5, , Cost Consulting 19, , , , , % Geotechnical 10, , , , , , % Legal 10, , , , , % 3, , Other Consultants 10, , , % 7, , Project Management 290, , , , , , % 26, , Survey 20, , , , , % 2, , Testing & Inspection 50, , , , , , % -19, , , Traffic 15, , , , , % CONSULTANTS 1,707, , ,741, ,730, ,469, , ,496, % 244, , , FF&E 75, , % 75, , FF&E 75, , % 75, , Permits 35, , , % 15, , MUNICIPAL & PERMIT FEES 35, , , % 15, , Insurance - Course of Construction 40, , , , , , % Insurance- Wrap up Liability 40, , , , , , % INSURANCE & BONDING 80, , , , , , % Land Costs & Financing 181, , , , , % LAND COSTS 181, , , , , % Contingency 245, , , % 145, , CONTINGENCY 245, , , % 145, , TOTAL 20,600, ,600, ,425, ,939, ,349, ,288, % 8,311, , ,137, File:West Fraser Centre - Cost Report , Available Page: 1 of 1 Pages

32 Administration Report No. 07/2017 Original signed by: Report Date: February 24, 2017 Meeting Date: March 14, 2017 Joint Planning Committee To: From: Subject: City Manager Director of Community Services Alex Fraser Park Society Capital Funding Request Outdoor Arena Footings PURPOSE The purpose of this report is to provide additional information and clarification to the Committee regarding the Alex Fraser Park Society s request for capital funding to replace the footings in the outdoor riding arena. SUMMARY The Alex Fraser Park Society appeared as a delegation at the February 14, 2017 Committee meeting and requested that capital funding be allocated in the North Cariboo Recreation and Parks (NCRP) budget to replace the footings in the outdoor riding arena. Replacing the footings has been identified by the Society as a high priority project that needs to be addressed in a timely manner to ensure that events planned for 2017 are able to proceed. The Society has indicated that the cost to replace the footings is approximately $23,000, excluding taxes. The 2017 NCRP capital budget includes a net allocation of $5,000 to build a gazebo in the Park and $6,000 to complete a Facility Condition Assessment for the assets on the property for a total allocation of $11,000. The anticipated cost of the gazebo project is actually $45,000 with funding expected to come from Northern Development Initiative Trust ($30,000), and other funding sources ($10,000). Neither the gazebo project nor the facility condition assessment project has started. To the best of staff s knowledge at the time of writing this report, a grant application has not yet been submitted to NDIT for the Gazebo project. Due to the time-sensitive nature of the footings project it may not be practical to apply for grants which can typically take months to submit, be reviewed, and be awarded. Staff are seeking direction from the Committee with regard to amending the 2017 budget to incorporate the replacement of the footings for the outdoor riding arena in Alex Fraser Park. RECOMMENDATION That the North Cariboo Joint Planning Committee recommend to the CRD Board of Directors that the 2017 North Cariboo Recreation and Parks budget be amended to provide a capital contribution to the Alex Fraser Park of $29,000 to replace the footings in the outdoor riding arena and to complete the facilities condition assessment, but not to complete the gazebo project, which shall be deferred to Page 1 of 2 Alex Fraser Park Society - Director Norburn to Report Page 32 of 43

33 FINANCIAL IMPLICATIONS OPTIONS Approving the Alex Fraser Park Society s request for funding will increase the 2017 capital budget for Alex Fraser Park by $23,000. This total can be offset by up to $11,000 if one or more of the capital projects previously approved for the Alex Fraser Park are deferred to a future year s budget. Any additional funding required above and beyond what had been previously budgeted can come from surplus or capital reserves. The Joint Planning Committee may wish to consider the following options: 1. Allocate sufficient funding in the 2017 NCRP capital budget to complete the footings project in the outdoor riding arena in addition to the original capital projects planned, notably the gazebo and facilities condition assessment. 2. Allocate sufficient funding in the 2017 NCRP capital budget to complete the footings project in the outdoor riding arena in addition to the facilities condition assessment project, but not the gazebo project, which shall be deferred to Allocate sufficient funding in the 2017 NCRP capital budget to complete the footings project in the outdoor riding arena but not the gazebo project or the facility condition assessment, which shall be deferred to Choose not to provide any additional funding for the footings project. 5. Any other option or variation of the above options at the discretion of the Committee. Page 2 of 2 Alex Fraser Park Society - Director Norburn to Report Page 33 of 43

34 Council Report No. C15/2017 Report Date: February 3, 2017 Meeting Date: February 7, 2017 To: From: Subject: Council Mayor Bob Simpson North Cariboo Joint Planning Advisory Committee Purpose To discuss and confirm the direction of Council regarding the North Cariboo Joint Planning Committee. Summary Council is enjoying a productive and constructive relationship with the Northern Directors on the North Cariboo Joint Planning Committee (NCJPC) and much has been accomplished over the past two years. However, the ad hoc nature of NCJPC and the lack of any terms of reference has created issues for this Committee that must be addressed in order to avoid potential future conflict and to enable NCJPC to evolve into a more robust and equitable governing body. While the Northern Directors are elected individually to represent a specific geographic area and their votes can be expressed and counted individually, Council is elected as a collective and Council's vote cannot be subdivided; that is, Council's "will" can only be expressed through a majority vote. Therefore, Council's desire with respect to the future of the NCJPC must be clarified by Council through an open discussion and vote at a regular meeting of Council. At its most recent meeting, NCJPC agreed to develop a terms of reference. City staff have, for discussion purposes only, drafted a Terms of Reference (TOR) (see draft attached) that focuses only the existing corporate relationships between the CRD and the City. This includes: sub-regional recreation, waste management (including the landfill and recycling), fire protection (Red Bluff/Two Mile), the cemetery, transit (specifically Handi-Dart and Area A), the library and emergency social services. The proposed Terms of Reference will outline the decision-making and advisory role NCJPC will play relative to each of these collaboratively funded functions. Under this proposed TOR, NCJPC will only receive delegations that are pertinent to these cooperatively funded functions and will not delve into matters that may be important to the region but are not jointly funded (e.g. Policing, Economic Development, Victim Services, Visitor Centre, SPCA, Capital Park/Playgrounds, Capital Trails, Museum, Airport Operating, Airport Capital, Community Policing and Dragon Lake Dam). Questions for Council: 1. Is Council comfortable restricting NCJPC to only the corporate relationships that exist between the CRD and the City? 2. If the proposed TOR is adopted by NCJPC, how will the City advocate for equitable funding of regional functions that are not funded under this arrangement and would no longer be under the purview of NCJPC (e.g. Airport, Victim Services, Policing, Economic Development, Visitor Centre, SPCA, Capital Park/Playgrounds, Capital Trails, Museum, Airport Operating, Community Policing and Dragon Lake Dam). 3. The draft TOR addresses the concerns of the City regarding the voting that exists at the NCJPC table, particularly with respect to sub-regional recreation where the City pays the majority of the function but does not have a majority vote in how that function will be managed? For example, should the City be able to exercise it's "CRD vote" at NCJPC to break tie votes by the Northern Directors? (Under the current model, NCJPC consists of Council as the body representing the City Page 1 of 2 NCJPC Terms of Reference - Committee Review & Discussion Page 34 of 43

35 and four Northern Directors who individually represent their CRD Area and both groups must vote in the majority for a resolution to pass, giving two Northern Directors the power to negate resolutions of NCJPC despite the fact that they may only contribute a nominal amount to the function. However, the City is also a voting member of the CRD and the current voting model of NCJPC does not recognize the City's corporate vote at the CRD table. In short, there are not four Northern Directors of the CRD, there are six (including Wells) and five have a vote on sub-regional recreation matters at the CRD table.) 4. Is the City still comfortable having municipal tax payers contribute to rural recreation facilities (we are the only municipality in the CRD to make such a contribution) while so many regional funding inequities continue to exist? Is the City comfortable having rural recreation committees continue to "manage" rural recreation facilities independent of NCJPC? Council's deliberation and decision on these matters at upcoming meetings of NCJPC must reflect the majority will of Council. Recommendation Council provide direction and refer the recommendations to the North Cariboo Joint Planning Committee and the Cariboo Regional District Chief Administrative Officer, Corporate Officer, and Manager of Community Services for consideration. Strategic Objective 2017 Strategic Action Item 5.4 Review and formalize governance model for the North Cariboo Joint Planning Committee Attachments Draft Terms of Reference North Cariboo Joint Planning Committee Draft Terms of Reference - Schedule A Voting Model Options Page 2 of 2 NCJPC Terms of Reference - Committee Review & Discussion Page 35 of 43

36 Membership TERMS OF REFERENCE NORTH CARIBOO JOINT PLANNING ADVISORY COMMITTEE Membership on the North Cariboo Joint Planning Advisory Committee (the Advisory Committee) is the Cariboo Regional District Directors for Electoral Areas A, B, C, and I as well as all Elected Officials of the Quesnel City Council. The Advisory Committee is a body which is operating to the mutual benefit of both the Quesnel City Council and the Cariboo Regional District Board and requires the willing participation of both in order to function properly. Purpose The Advisory Committee s primary tasks are: The North Cariboo Recreation Parks Service governance and annual business plan that provides recreational services to residents who reside in the City of Quesnel and portions of the Cariboo Regional District Electoral Areas A (Red Bluff/Quesnel South), B (Quesnel West/Bouchie Lake), C (Barlow/Barkerville), and I (Narcosli/Nazko); AND Contribution Agreements for shared services to residents who reside in the City of Quesnel and portions, or the entire Electoral Area, depending on the specific Contribution Agreement, of the Cariboo Regional District Electoral Areas A (Red Bluff/Quesnel South), B (Quesnel West/Bouchie Lake), C (Barlow/Barkerville), and I (Narcosli/Nazko). Meetings Prior to the last meeting of each year, the Advisory Committee will establish a meeting schedule for the following year. The meeting normally commences at 5:30 p.m. and normally held at City Hall in Quesnel. The Advisory Committee will meet three times per year to discuss, and make recommendation(s), to the Cariboo Regional District Board regarding the North Cariboo Recreation Parks Service s budget as follows: 1. Develop Budget Framework 2. Review the Draft Budget 3. Finalize Budget and the Advisory Committee will meet, on an as needed basis, to discuss and make recommendation(s), to the Cariboo Regional District Board and/or City of Quesnel regarding Contribution Agreements 1 NCJPC Terms of Reference - Committee Review & Discussion Page 36 of 43

37 Procedure Once the Advisory Committee has reached a decision on a matter before it, the resultant recommendation will be forwarded to the appropriate parent body that has the legal authority to carry out the recommendation. Items that cannot be resolved in a timely fashion by the Advisory Committee, may be: referred to a future Advisory Committee meeting; may be referred directly to the appropriate parent body without an Advisory Committee recommendation; or may not proceed beyond the Advisory Committee body. Any items referred to the Advisory Committee must be received and considered prior to either the Cariboo Regional District Board and/or the Quesnel City Council taking action. When an item comes before either the Cariboo Regional District Board or the Quesnel City Council that has not yet been referred to the Advisory Committee, but that reasonably falls within the purview of the Advisory Committee, the matter shall be referred to the Advisory Committee. Co-Chairs There shall be two Co-Chairs of the Advisory Committee, one being the Mayor of the City of Quesnel and the other being a Cariboo Regional District Director from Electoral Areas A, B, C or I. The Co-Chair from the Cariboo Regional District shall be elected by the four (4) eligible Electoral Area Directors annually. Composition of Votes - See attached Appendix A for available voting options. Quorum Meeting quorum shall consist of at least four (4) members of Quesnel City Council and for the Cariboo Regional District Electoral Area Directors; quorum shall be based on the majority of stakeholder participants for each item on the Agenda. Therefore, if a particular item only requires a vote from Electoral Areas A, B and C, a quorum would consist of at least two (2) of the three (3) stakeholders. If an item requires a vote from areas A, B, C, and I, a quorum would consist of at least three (3) of the four (4) stakeholders. Advisory Committee members must notify the two Co-Chairs, and the Staff person that is responsible for preparing the Agenda, when they are unable to attend an Advisory Committee meeting giving at least 72-hour notice before the Agenda is published, or as soon as reasonably possible. Advisory Committee members are permitted to attend Advisory Committee meeting(s) via electronic means as long as no more than two Advisory Committee members are attending via electronic means. The Presiding Member must attend in-person to Chair the Advisory Committee meeting(s). Advisory Committee members cannot attend Special Closed Advisory Committee meeting(s) via electronic means. 2 NCJPC Terms of Reference - Committee Review & Discussion Page 37 of 43

38 Decision Making Process The Advisory Committee will work to achieve consensus on items that come before it, however, items will not be unduly delayed. Where consensus is not reached, Advisory Committee resolutions will be passed based on the majority of the participating stakeholder Electoral Area Directors and the majority of the Quesnel City Council members voting in favor of a proposed resolution. This structure allows for Electoral Area Directors or Quesnel City Council members of either party to be recorded in the Meeting Minutes as opposed to a resolution. Code of Conduct All business conducted during the Advisory Committee meetings will be conducted with appropriate respect and decorum. All Advisory Committee members will treat one another, staff and the public with dignity and respect. Members shall refrain from abusive conduct, intimidating or demeaning behaviour, personal charges or verbal attacks upon the character or motives of other Advisory Committee Members, staff or the public. Advisory Committee Members will prepare themselves for meetings, listen courteously and attentively to all discussions before the body, and focus on the business at hand. Cellular devices should be turned off during meetings. Delegations Delegations requests to appear before the Advisory Committee must be speaking, or presenting information, that is in relation to the Advisory Committee s main purpose which is the North Cariboo Recreation Parks Service governance and annual business plan; as well as Contribution Agreements for shared services. Requests to appear before the Advisory Committee as a delegation must be received in writing a minimum of one (1) week in advance of a meeting and must be accompanied by a brief written summary of the topic for inclusion on the Agenda if the delegation is approved. Approval of the two Co-Chairs is required in advance of a delegation being placed on the Agenda. Approved delegations will be provided with a maximum of 15 minutes to make their presentation followed by a brief question and answer period. Delegations will be advised at the time of scheduling that no decision of any requests will be made at the meeting at which they make their presentation. A maximum of three (3) delegations will be permitted at any meeting. Agenda Distribution Meeting Agendas will be distributed or made available electronically on the Friday prior to the meeting. The Agenda will be reviewed and approved by the Co-Chairs in advance of the Friday deadline for distribution. Late Agenda Items Late items will first be approved by the Co-Chairs for inclusion on the Agenda. At the meeting, the late items will be presented to the Advisory Committee for consideration of whether or not to approve the late Agenda as an addition to the Agenda via a majority resolution of the Advisory Committee. 3 NCJPC Terms of Reference - Committee Review & Discussion Page 38 of 43

39 Communications Where a matter is deemed to be of sufficient interested to affected residents to warrant a News Release advising of its outcome, regardless of which parent body endorses the Advisory Committee resolution, the News Release will be jointly released prepared in such a manner as to ensure reasonable and equitable coverage and quotations by both the Cariboo Regional District and the City of Quesnel. In the case where the recommendation has not been endorsed by the parent body, or parent bodies, the News Release should clearly state this. In cases where a matter before the Advisory Committee does not commit either party to use of financial or other resources, but is deemed by the Advisory Committee to be of general interest to the public, in a timely manner for information purposes only, a joint News Release of the Advisory Committee s recommendation may be issued upon approval from the City of Quesnel Mayor and the Cariboo Regional District Board Chair. In response to requests from groups and organizations, the Advisory Committee may also provide joint Letters of Support, signed by both Co-Chairs, prior to endorsement by the parent bodies, in situations that do not include a commitment of financial or other resources. In order to improve communications with Advisory Committee members for matters within the mandate of either party by virtue of agreements between the parties that do not require further Advisory Committee deliberation, such as the awarding of construction contracts or capital project milestone updates, notification will be provided via to all Advisory Committee members prior to the issuance of a public announcement. 4 NCJPC Terms of Reference - Committee Review & Discussion Page 39 of 43

40 Composition of Votes: Appendix A TERMS OF REFERENCE NORTH CARIBOO JOINT PLANNING ADVISORY COMMITTEE Consensus Majority: Items brought before the Advisory Committee will be voted on through a consensus majority. In the case where a majority vote does not occur, then the following composition of votes applies: Majority Voting: Tie Vote between Cariboo Regional District Four (4) Northern Directors: In the event of a tie vote between the four (4) Cariboo Regional District Northern Directors, a majority vote of Council will cast one vote to break the tie. Option 2: Stakeholder Vote, Weighted Electoral Areas A, B, C & I Stakeholders are defined as those making a population-based/percentage of financial contribution to a shared service, shared function or shared proposal and may also be defined by limited specific geography of a discussion. Stakeholder Voting Formula = Population of Affected Geographical Area x % of Contribution = Stakeholder Vote Population is based on the most recent Canada Census and takes effect in the year following the year in which that census was taken. As per the 2011 Canada Census, the population is: For Entire Electoral Areas Population Region % of Contribution Vote 10,007 City of Quesnel 43.5% 5 6,250 Electoral Area A (Red Bluff) 27% 3 4,006 Electoral Area B (Quesnel West/Bouchie Lake) 17.5% 2 1,511 Electoral Area I (Narcosli/Nazko) 6.5% 1 1,225 Electoral Area C (Barlow-Barkerville) 5.5% 1 For Portion of Electoral Areas Population Region % of Contribution* Vote* 10,007 [-?] City of Quesnel 48% 10 6,250 [-?] Electoral Area A (Red Bluff) 24% 5 4,006 [-?] Electoral Area B (Quesnel West/Bouchie Lake) 17% 3 1,511 [-?] Electoral Area I (Narcosli/Nazko) 5% 1 1,225 [-?] Electoral Area C (Barlow-Barkerville) 5% 1 *Estimates used from public survey in The Advisory Committee Agendas and minutes shall identify the appropriate stakeholders participating in each item. The Agenda will also note whether the matter requires ratification by the Quesnel City Council, the Cariboo Regional District Board, or both. NCJPC Terms of Reference - Committee Review & Discussion Page 40 of 43

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