COUNCIL MEETING AGENDA MONDAY. JANUARY :00 P.M. a) of the Council meeting held December Pages 1 to 5

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1 Pafksville COUNCIL MEETING AGENDA MONDAY. JANUARY :00 P.M. 1. ADOPTION OF MINUTES a) of the Council meeting held December Pages 1 to 5 Recommendation: THAT the minutes of the Council meeting held December 20, 2010 be adopted. b) of the special Council meeting held January 10, Pages 6 to 7 Recommendation: THAT the minutes of the special Council meeting held January 10, 2011 be adopted. 2. APPROVAL OF AGENDA 3. PRESENTATIONS 4. DELEGATIONS a) Robin Rivers and Doug Walker. CEO - The Nature Trust - Page 8 The Nature Trust would like to work with the Parksville City Council to ensure the Brant Festival continues. Their goal is to deliver an excellent program in 2011 for which they are seeking sponsorship support. They will also be asking for assistance to transition this festival over to a local community organization that will be able to take on the coordination of this festival no later than b) Gary Child - Parksville & District Chamber of Commerce - Pages 9 to 10 To deliver an annual report on the Visitor Centre Operation as per the Fee for Service Contract. 5. UNFINISHED BUSINESS 6. CORRESPONDENCE 7. DISCUSSION RELATED TO DELEGATIONS OR CORRESPONDENCE 8. REPORTS a) Staff Stg. Hunter - RCMP Annual Report - Verbal b) Committee of the Whole - December 20, Pages 11 to 12 (1) Petition regarding the Road Network and PedestrianfTraffic Safety Issues Surrounding the Family Place Project Don Chatten presented to Council a petition regarding the development of Family Place by School District No.69 (Qualicum) at the corner of Temple Street and the Island Highway, across from Finholm Street. He stated this development has the potential to create significant traffic congestion. The increased traffic and congestion will have a direct impact on the residents living in the neighbourhood of Family Place. The petition City of Parksville I 100 Jensen Avenue East I P 0 Box 1390, Parksville, BC V9P 2H3 Phone I Fax I

2 January 17, 2011 Council Agenda cont'd. Page 2 of 4 asks that the City work together with representatives of School District No. 69 (Qualicum) to come up with a mutually acceptable solution to deal with the road network and pedestrian/traffic safety issues surrounding the Family Place project. Recommendation: THAT the petition date stamped December 20, 2010 requesting that the City work together with representatives of School District No.69 (Qualicum) to come up with a mutually acceptable solution to deal with the road network and pedestrian/traffic safety issues surrounding the Family Place project, be received; AND THAT staff be directed to include transportation alternatives for the Bay Street and Island Highway 19A intersection in the City's 20 year Capital Plan. (2) Citizens on Patrol -Annual Seminars Citizens on Patrol attend annual seminars which offer educational benefits for the volunteers. C. 0. P. S. commit to countless hours of service to the community and receive some funding through the RON. This request is for an additional $500 per year to help volunteers, who attend seminars, offset the cost of registering. Recommendation: THAT staff be directed to include $ in the revised 2010 budget and a further $ in the 2011 final budget for Citizens on Patrol volunteers to attend annual seminars; AND THAT the City's Regional District of Nanaimo representative be directed to request that the 2012 Regional District of Nanaimo Citizens on Patrol budget be increased to accommodate the Citizens on Patrol annual seminars in addition to the regional community justice function. (3) Director of Community Planning - Consideration of whether to Accept Land or Cash in Lieu of Land for the Proposed lnsight Subdivision [292 Stanford Avenue and 151 Despard Avenue] lnsight Development has made a preliminary lot layout application on the above noted properties to facilitate a 114 lot subdivision. Part of the requirements for approval requires Council's consideration of whether to accept land or cash in lieu of land for a 5% dedication. Staff recommends that land be acquired in the location described as Park #2 within this report. Recommendation: THAT the report from the Director of Community Planning dated December 13, 2010 regarding consideration of whether to accept land or cash in lieu of land for the proposed lnsight subdivision on that part of Lot 4, District Lot 14, Nanoose District, Plan 2216 shown on Plan 855R, except parts in Plans 22894, 27131, 28118, 28119, and 733RW and that part of Lot 4, District Lot 14, Nanoose District, Plan 2216, lying to the south of that part shown outlined in red on Plan 855R, except those parts in Plans 22894, 27131, 28118, 28119, and 733RW [292 Stanford Avenue and 151 Despard Avenue] be received; AND THAT Council require Molecey Pacific Ltd., Inc. No to provide a full 5% land dedication in the location of the proposed park #2 which commences at the corner of Moss Avenue and McKillop Drive on that part of Lot 4, District Lot 14, Nanoose District, Plan 2216 shown on Plan 855R, except parts in Plans 22894, 27131, 28118, 28119, and 733RW and that part of Lot 4, District Lot 14, Nanoose District, Plan 2216, lying to the south of that part shown outlined in red on Plan 855R, except those parts in Plans 22894, 27131, 28118, 28119, and 733RW [292 Stanford Avenue and 151 Despard Avenue].

3 January 17, 2011 Council Agenda cont'd. Page 3 of 4 (4) Director of Community Planning - Issuance of a Development Permit at 170 and 192 Jensen Avenue East and 225 Corfield Street On May 19, 2010 the City received a development permit application from Neil Pelman, MA/BC of Pelman Architecture Inc., representing the properties owners MacLean Homes (Parksville Seniors) Ltd. and MacLean Homes (Jensen) Ltd. The applicant requests issuance of a development permit to facilitate construction of a 62 unit patio home strata development in 5 phases and associated landscaping. Recommendation: THAT the report from the Director of Community Planning dated December 9, 2010 for the issuance of a development permit at 170and192 Jensen Avenue East and 225 Corlield Street be received; AND THAT a development permit be issued to Maclean Homes (Parksville Seniors) Ltd., Inc. No. BC and Maclean Homes (Jensen) Ltd., BC to facilitate the overall site plan and construction of a 62 unit patio home strata development and associated landscaping on Lots A, B, and C, District Lot 13, Nanoose District, Plan VIP86247 (170 and 192 Jensen Avenue East and 225 Corfield Street); AND THAT the landscaping security in the amount of $552, be received, prior to development permit issuance, for the purpose of assuring the completion of site landscaping; AND THAT as a term of development permit, proof of lot consolidation be received prior to building permit issuance; AND FURTHER THAT as a term of development permit, an easement agreement be prepared to the satisfaction of the Director of Engineering for the utilities adjacent Jensen Avenue East and that said easement be registered on title with proof provided to the City prior to building permit issuance. c) Communications Officer - Online Streaming and Archival of Council Meetings - Pages 13 to 15 Direction is being sought as to whether the City wishes to proceed with the broadcasting of Council meetings over the internet, using webcast technology. This would include the live onlinelvideo streaming and archiving of Council and Committee of the Whole meetings for viewing on the internet. 9. BYLAWS Recommendation: THAT the report from the Communications Officer dated January 11, 2011, entitled Online Streaming and Archiving of Council Meetings, be received; AND THAT staff be directed to proceed with the implementation of onlinelvideo streaming and archiving of Council and Committee of the Whole meetings. a) "Five Year Provisional Financial Plan Bylaw, , No 1468" The Provisional Financial Plan and 2011 Budget Bylaw have been prepared as per Council's direction. The plan includes tax increases of 3% (residential) and 4% (commercial) for each year of the plan. Within the approved tax increases, new staffing has been added to deal with current staffing shortages, succession planning and strategic plan goals. Capital projects have been reviewed and reprioritized in accordance with municipal goals and funding availability. (i) Recommendation: THAT "Five Year Provisional Financial Plan Bylaw, , No 1468" be adopted.

4 January 17, 2011 Council Agenda_c_o_nt_'d_. Page 4 of 4 b) "Development Cost Charges Reserve Funds Expenditure Bylaw No. 1469" The City funds various projects that are growth related from Development Cost Charge (DCC's) collections that have been accumulated in DCC reserve funds. Despite projects and their funding being approved by the annual Budget Bylaw, any withdrawals from the DCC funds also require authorization through an Expenditure Bylaw as per Section 189 of the Community Charter. The expenditures to be included in this bylaw for 2010 to be funded from the Sanitary Sewer DCC reserve total $45,200. The Water DCC expenditures total $174,800. There are no new withdrawals required from the Road or Storm Sewer DCC reserve funds. (i) Recommendation: THAT "Development Cost Charges Reserve Funds Expenditure Bylaw, 2010, No. 1469" be adopted. c) "Advisory Planning Commission Bylaw, 201 t No. 1470" - Pages 16 to 21 Consideration of housekeeping amendments to the Advisory Planning Commission Bylaw to improve clarity and reflect current legislation. (i) (ii) Recommendation: THAT "Advisory Planning Commission Bylaw, 2011, No. 1470" be read a first time. Recommendation: THAT "Advisory Planning Commission Bylaw, 2011, No. 1470" be read a second and third time. 10. NOTICE OF MOTION a) Councillor Powell-Davidson - Beachside Drive Road Network Connection From December 20, 2010 Regular Meeting of Council. Postponed. 11. NEW BUSINESS 12. SPECIAL BUSINESS (Closed/In Camera) Pursuant to Sections 90 (1) (e) and (k) of the Community Charter Council proceed to a closed meeting to consider items relating to land and provisions of municipal services. 13. ADJOURNMENT oooooo

5 /\C':i\J~A C. L'. :::il AN L1 ff CITY OF PARKSVILLE TO BE ADOPTf r) December 20, 2010 Minutes of the Council meeting held in the Civic and Technology Centre, 100 Jensen Avenue East, Parksville, BC, on Monday, December 20, 2010 at 7:17 p.m. PRESENT: His Worship Mayor E. F. Mayne Councillors: Staff: C. Burger A. Greir M. Lefebvre T. Patterson S. Powell C. Powell-Davidson F. Manson, Chief Administrative Officer G. Jackson, Director of Community Planning L. Butterworth, Director of Finance B. Russell, Manager of Current Planning D. Tardiff, Communications Officer A. Haywood, Executive Assistant 1. ADOPTION OF MINUTES Greir - Lefebvre THAT the minutes of the Council meeting held November 15, 2010, the minutes of the special Council meeting held November 22, 2010 and the minutes of the Council meeting held December 6, 2010 be adopted. CARRIED. 2. APPROVAL OF AGENDA Lefebvre - Greir THAT the December 20, 2010 Council meeting agenda be approved. CARRIED. 3. PRESENTATIONS - Nil 4. DELEGATION - Nil 5. UNFINISHED BUSINESS - Nil 6. CORRESPONDENCE a) UBCM - Gas Tax Agreement Community Works Fund Payment Lefebvre - Powell THAT the correspondence from the UBCM Gas Tax/Public Transit Management Services dated November 30, 2010 advising on the second of two Community Works Fund payments for 2010 in the amount of $172,732.80, be received. CARRIED.

6 December 20, Council Meeting b) Robin Rivers, The Nature Trust - Requesting Council Liaison Powell - Patterson THAT the correspondence from The Nature Trust dated December 7, 2010 be received; AND THAT Councillor Chris Burger be appointed as Council Liaison to The Nature Trust for the Brant Wildlife Festival for the period of December 20, 2010 to and including December 4, CARRIED. 7. DISCUSSION RELATED TO DELEGATIONS OR CORRESPONDENCE- Nil 8. REPORTS a) Director of Finance - Parksville Community and Conference Centre 2011 Budget Lefebvre - Burger THAT the report from the Director of Finance dated December 10, 2010 entitled "Parksville Community and Conference Centre 2011 Budget" be received; AND THAT the Parksville Community and Conference Centre budget as shown in Appendix A attached to the Director of Finance report dated December 10, 2010, be approved; AND FURTHER THAT the request for additional capital in the amount of $14,000.00, to fund the installation of a handicap lift to the stage, be denied until a less costly alternative is found. CARRIED. b) Manager of Budgets and Special Projects Provisional Financial Plan Powell - Lefebvre THAT report from the Manager of Budgets and Special Projects dated December 1, 2010 entitled " Provisional Financial Plan" be received for information; AND THAT "Five Year Provisional Financial Plan Bylaw, , No. 1468" be advanced for reading consideration. CARRIED. c) Director of Finance - DCC Reserve Funds Capital Expenditure Bylaw Lefebvre - Burger THAT the report from the Director of Finance dated December 6, 2010 entitled "DCC Reserve Funds Capital Expenditure Bylaw", be received; AND THAT "Development Cost Charges Reserve Funds Expenditure Bylaw, 2010, No. 1469" be advanced for reading consideration. CARRIED. d) Director of Community Planning - Advisory Planning Commission Member Replacement for Term Powell-Davidson - Greir THAT the report from the Director of Community Planning dated December 14, 2010 entitled "Advisory Planning Commission Member Replacement for Term " be received; AND THAT Larrie Taylor and Richard Thompson be reappointed for the term ; PACE c;<

7 December 20, Council Meeting AND FURTHER THAT staff be directed to advertise to seek interested candidates to fill one remaining seat on the Advisory Planning Commission and report back to Council with the candidate choice. CARRIED. e) Deputy Corporate Administrator - Housekeeping Amendments to the Advisory Planning Commission Bylaw Patterson - Lefebvre THAT the report from the Deputy Corporate Administrator dated December 7, 2010 entitled "Housekeeping Amendments to the Advisory Planning Commission Bylaw", be received; AND THAT an amended Advisory Planning Commission bylaw be brought forward for reading consideration. CARRIED. f) Deputy Corporate Administrator - Agreement District 69 Sports Field Services Powell - Patterson THAT the report from the Deputy Corporate Administrator dated December 1, 2010 entitled "District 69 Sports Field Services Agreement" and the correspondence from the Regional District of Nanaimo dated November 30, 2010, be received; AND THAT the Mayor and Corporate Officer be authorized to sign and seal the District 69 Sports Field Services Agreement with the Regional District of Nanaimo and the Town of Qualicum Beach for the period January 1, 2011 to December 31, CARRIED. g) Chief Administrative Officer - Development Process Review Request for Proposal Results Greir - Lefebvre THAT the report from the Chief Administrative Officer dated December 13, 2010 entitled "Development Process Review Request for Proposal Results" be received; AND THAT Stantec Consulting Ltd. be awarded the contract for the Development Process Review project for the amount of $30, plus HST as outlined in their proposal dated November 19, CARRIED. h) Chief Administrative Officer - Appointment of Election Officers Greir - Powell-Davidson THAT the report from the Chief Administrative Officer dated November 26, 201 O entitled "Appointment of Election Officers", be received; AND THAT Lynn Kitchen be appointed as the Chief Election Officer for the City of Parksville under the provisions of Section 41 of the Local Government Act; AND FURTHER THAT Amanda Haywood be appointed as Deputy Chief Election Officer for the City of Parksville under the provisions of Section 41 of the Local Government Act. CARRIED. 3

8 December 20, Council Meeting i) Chief Administrative Officer - Inside Staff Flexible Work Schedule Policy Greir - Powell THAT the report from the Chief Administrative Officer dated November 10, 2010 entitled "Inside Staff Flexible Work Schedule Policy" be received; AND THAT the Inside Staff Flexible Work Schedule Policy as attached to the report from the Chief Administrative Officer dated November 10, 2010, be approved. CARRIED. 9. BYLAWS a) "Official Community Plan Amendment Bylaw, 2010, No " Lefebvre - Powell THAT "Official Community Plan Amendment Bylaw, 2010, No " be read a first time. CARRIED. Lefebvre - Powell-Davidson THAT "Official Community Plan Amendment Bylaw, 2010, No " be read a second time; AND THAT "Official Community Plan Amendment Bylaw, 2010, No " be advanced to a public hearing. CARRIED. b) "Five Year Provisional Financial Plan Bylaw, , No 1468" Powell-Davidson - Lefebvre THAT "Five Year Provisional Financial Plan Bylaw, , No 1468" be read a first time. CARRIED. Powell - Lefebvre THAT "Five Year Provisional Financial Plan Bylaw, , No 1468" be read a second and third time. CARRIED. c) "Development Cost Charges Reserve Funds Expenditure Bylaw, 2010, No. 1469" Burger - Powell-Davidson THAT "Development Cost Charges Reserve Funds Expenditure Bylaw, 2010, No. 1469" be read a first time. CARRIED. Patterson - Powell THAT "Development Cost Charges Reserve Funds Expenditure Bylaw, 2010, No. 1469" be read a second and third time. CARRIED. 10. NOTICE OF MOTION a) Councillor Powell-Davidson - Beachside Drive Road Network Connection Councillor Powell-Davidson advised she will be bringing forward a motion at the January 17, 2011 meeting of Council regarding the Beachside Drive Road Network connection approved at the November 15, 2010 regular meeting of Council.

9 December 20, Council Meeting NEW BUSINESS a) Parksville and District Glassie 2011 Award for Citizen of the Year Lefebvre - Powell THAT the City sponsor the Parksville and District Glassie 2011 award for the Citizen of the Year at a cost of $350.00; AND THAT the funding be provided from Council contingency. CARRIED. b) Moratorium on Boundary Extensions Lefebvre - Burger THAT the moratorium on boundary extensions and/or incorporation applications be extended until December 31, CARRIED. 12. SPECIAL BUSINESS Lefebvre - Powell Pursuant to Sections 90 (1) (e) of the Community Charter Council proceed to a closed meeting to consider an item relating to land. CARRIED. 13. ADJOURNMENT It was moved by Councillor Lefebvre and seconded by Councillor Powell that the meeting adjourn. CARRIED. The meeting adjourned at 7:51 p.m. Certified Correct. Mayor Corporate Officer

10 TO BE ADOPTED f r:~~ JDA J Nc{7c~01 ' ""'! f: 7;- -.i CITY OF PARKSVILLE January 10, 2011 Minutes of the special Council meeting held in the Civic and Technology Centre, 100 Jensen Avenue East, Parksville, BC, on Monday, January 10, 2011 at 5:00 p.m. PRESENT: His Worship Deputy Mayor A. Greir Councillors: Staff: C. Burger M. Lefebvre T. Patterson S. Powell C. Powell-Davidson F. Manson, Chief Administrative Officer L. Kitchen, Deputy Corporate Administrator G. Jackson, Director of Community Planning L. Butterworth, Director of Finance D. Tardiff, Communications Officer 1. REPORTS a) Chief Administrative Officer - Office of the Mayor Vacancy Lefebvre - Burger THAT the report from the Chief Administrative Officer dated January 6, 2011 regarding Office of the Mayor Vacancy be received. CARRIED. Lefebvre - Powell-Davidson THAT Council elects to not hold a by-election to fill the vacancy of Mayor. CARRIED. (Councillor Patterson voted against the motion) Powell-Davidson - Lefebvre THAT Councillor Chris Burger be appointed Acting Mayor effective, January 11, 2011 and that Councillor Carrie Powell-Davidson be appointed Deputy Mayor for the period January 11, 2011 to June 5, 2011 and that Councillor Al Greir be appointed Deputy Mayor for the period June 6, 2011 to the end of the current term of office. CARRIED. Burger - Powell THAT Councillor Chris Burger, Councillor Al Greir, and Councillor Carrie Powell Davidson be appointed to the Audit Committee to the end of the current term of office; AND THAT Councillor Marc Lefebvre be appointed to the Regional District of Nanaimo Board of Directors and that Councillor Chris Burger be appointed as the alternate, to the end of the current term of office; AND THAT Councillor Chris Burger be appointed as the City's representative for the Municipal Insurance Association of BC to the end of the current term of office; AND FURTHER THAT Councillor Carrie Powell-Davidson be appointed as the City's liaison with the Parksville and District Chamber of Commerce to the end of the current term of office. CARRIED.

11 January 10, Council Meeting ADJOURNMENT It was moved by Councillor Lefebvre and seconded by Councillor Powell-Davidson that the meeting adjourn. CARRIED. The meeting adjourned at 5:23 p.m. Certified Correct. ~~~ A/Mayor Corporate Officer

12 Parksville RECEIVED\ t«>v \0 ADMINISTRATION jtlty OF PARKSYJLLE REQUEST TO APPEAR AS A DELEGATION TO BE HELD 17 - January, 2011 AT P.M. Day Date NAME OF PERSON MAKING PRESENTATION: _Robin Rivers and Deb Kennedy [Please print] NAME OF APPLICANT IF OTHER THAN ABOVE: [Please print] NAME OF ORGANIZATION [if applicable]: _The Nature Trust of BC Mailing address: _# Roosevelt Crescent, North Vancouver, BC V7P 3R4 _ Phone: Fax: [Business] [Home] Toll free: DETAILS: [Please provide complete information on the nature of your presentation. If applicable, provide one set of submission documents in letter sized format for photocopying purposes. All requests and documentation must be received by the Administration Department by twelve noon on the Tuesday prior to the meeting date for consideration. Delegation requests that do not meet the criteria of Delegations and/or Presentations to Council or Committee Policy will not be processed. The Nature Trust of BC is a land conservation organization. We assumed the coordination of the Brant Wildlife Festival in 2006 at the request of the Mid Island Wildlife Watch Society, which could no longer continue this role due volunteer burn out and financial constraints. As an active stewardship group in the community, we felt obliged to help out. During the past 4 years, the festival has continued to celebrate nature and the importance of conservation. The festival highlights the annual migration of Brant geese as they rest and feed on the shores of Parksville before flying to their northern breeding grounds. The festival also provides impo1tant economic benefits to local businesses. In 2010, over 3,000 visitors and residents attended events. In 2011, the festival will run from March 5 until April 24 and features a wide variety of events to encourage adults and children to get outside and learn about local wildlife, plants, parks, conservation lands and green spaces. Most of the events take place in Parksville, including the Opening Night at the Parksville Community and Conference Center. The Nature Trust would like to work with the Parksville City Council to ensure the festival continues. Our goal is to deliver an excellent program in 2011 for which we are seeking your sponsorship suppott. We are also asking for your assistance to transition this festival to a local community organization that can take on the coordination of the festival no later than NOTE: Any personal information on this form is collected for the purpose of administering the meetings of Council as noted in Section 26(c) of the Freedom of Information and Protection of Privacy Act. P~C ~ ~ r - 1:-a

13 P21rl<sville DEC 1 ~ 2010 P.GENDA COUNCIL J N 1 '7 201 r ih.l:~ REQUEST TO APPEAR AS A DELEGATION -""""J-""'a"'"'"nu"'""a'"'""ry,., 2011 AT 6 :00 P. M. Date NAME OF PERSON MAKING PRESENTATION: G_a~ry~C_h_il_d [Please print] NAME OF APPLICANT IF OTHER THAN ABOVE: ~~~~~~~~~~~~~~~~~ [Please print] NAME OF ORGANIZATION [if applicable]: Parksville & District Chamber of Commerce Mailing address: ----'-P_O"--"'-B-'-o'-'-x-'-9""'"9-'-P""""'a""""rk"""'s'-"v-'-'-ill"""e..._, =-B""'"C-'V'-'9'-'-P-'2=-G=-3~ ~~~~~- Phone: Fax: [Business] ~~~~~~~~~~- [Home] DETAILS: [Please provide complete information on the nature of your presentation. If applicable, provide one set of submission documents in letter sized format for photocopying purposes. All requests and documentation must be received by the Administration Department by twelve noon on the Tuesday prior to the meeting date for consideration. Delegation requests that do not meet the criteria of Delegations and/or Presentations to Council or Committee Policy 2.22 will not be processed.) _To deliver an annual re ort on the Visitor Centre 0 eration as er our FFS Contract. NOTE: Any personal information on this form is collected for the purpose of administering the meetings of Council as noted in Section 26(c) of the Freedom of Information and Protection of Privacy Act. p AG E 9

14 Visitor Centre Network Statistics Program 2010 PARKSVILLE Start Date: End Date: YEAR TO DATE TOTAL January February March Q1 Total April May June Q2Total July August September Q3 Total October November December Q4 Total TOTAL Administration Parties/Hour #of hours # of phone calls # of mail/fax/ enauiries #of Parties # of visitors #of buses Visitor Origin Local Resident BC Alberta Other Canada Washinaton California Other US/Mexico Eurooe Asia/Australia Other Nights in Community Same day weekl weeksl 14+ Information Requested Accommodation Adventure Recreation Attractions Events I Conferences Food I Beveraae Transoortation ShoPPina Parks First Nations Community Services lnvestmenumovinci Site Facilities (e.ci. Washrooms) Other Community Specific Info Other Van. Island West Coast Lona Term Winter Aecom. Wineries Tours , :::: :::::: :.:.:-:-:.:-480.:-:.:-:-:.:741: :-:-:-:... -:::n~ ::::::::::>1:07'.... :::::::: -: -:z9~ , , ,225 2, ,307 4,687 3, , ,285 1,

15 December 21, 2010 /\GF.NDA Jt N 1 N2b11 l.i. IE REPORT TO: FROM: SUBJECT: MAYOR AND COUNCIL COMMITTEE OF THE WHOLE DECEMBER 20, 2010 MEETING RECOMMENDATIONS The following items were considered by the Committee of the Whole at its meeting held Monday, December 20, 2010: RECOMMENDATION (1) Petition regarding the Road Network and Pedestrian/Traffic Safety Issues Surrounding the Family Place Project THAT the petition date stamped December 20, 2010 requesting that the City work together with representatives of School District No.69 (Qualicum) to come up with a mutually acceptable solution to deal with the road network and pedestrian/traffic safety issues surrounding the Family Place project, be received; AND THAT staff be directed to include transportation alternatives for the Bay Street and Island Highway 19A intersection in the City's 20 year Capital Plan. (2) Citizens on Patrol - Annual Seminars THAT staff be directed to include $ in the revised 2010 budget and a further $ in the 2011 final budget for Citizens on Patrol volunteers to attend annual seminars; AND THAT the City's Regional District of Nanaimo representative be directed to request that the 2012 Regional District of Nanaimo Citizens on Patrol budget be increased to accommodate the Citizens on Patrol annual seminars in addition to the regional community justice function. (3) Director of Community Planning - Consideration of whether to Accept Land or Cash in Lieu of Land for the Proposed lnsight Subdivision (292 Stanford Avenue and 151 Despard Avenue] THAT the report from the Director of Community Planning dated December 13, 2010 regarding consideration of whether to accept land or cash in lieu of land for the proposed lnsight subdivision on that part of Lot 4, District Lot 14, Nanoose District, Plan 2216 shown on Plan 855R, except parts in Plans 22894, 27131, 28118, 28119, and 733RW and that part of Lot 4, District Lot 14, Nanoose District, Plan 2216, lying to the south of that part shown outlined in red on Plan 855R, except those parts in Plans 22894, 27131, 28118, 28119, and 733RW (292 Stanford Avenue and 151 Despard Avenue] be received; AND THAT Council require Molecey Pacific Ltd., Inc. No to provide a full 5% land dedication in the location of the proposed park #2 which commences at the corner of Moss Avenue and McKillop Drive on that part of Lot 4, District Lot 14, Nanoose District. Plan 2216 shown on Plan 855R, except parts in Plans 22894, , 28119, and 733RW and that part of Lot 4, District Lot 14, Nanoose District, Plan 2216, lying to the south of that part shown outlined in red on Plan 855R, except those parts in Plans 22894, 27131, 28118, 28119, and 733RW [292 Stanford Avenue and 151 Despard Avenue]. p \\ le

16 December 20, 2010 Committee of the Whole Page 2 (4) Director of Community Planning - Issuance of a Development Permit at 170 and 192 Jensen Avenue East and 225 Corfield Street THAT the report from the Director of Community Planning dated December 9, 2010 for the issuance of a development permit at 170 and 192 Jensen Avenue East and 225 Corfield Street be received; AND THAT a development permit be issued to Maclean Homes (Parksville Seniors) Ltd., Inc. No. BC and Maclean Homes (Jensen) Ltd., BC to facilitate the overall site plan and construction of a 62 unit patio home strata development and associated landscaping on Lots A, B, and C, District Lot 13, Nanoose District, Plan VIP86247 (170 and 192 Jensen Avenue East and 225 Corfield Street); AND THAT the landscaping security in the amount of $552, be received, prior to development permit issuance, for the purpose of assuring the completion of site landscaping; AND THAT as a term of development permit, proof of lot consolidation be received prior to building permit issuance; AND FURTHER THAT as a term of development permit, an easement agreement be prepared to the satisfaction of the Director of Engineering for the utilities adjacent Jensen Avenue East and that said easement be registered on title with proof provided to the City prior to building permit issuance. -~ -f-a ED MAYNE, Chair COMMITTEE OF THE WHOLE

17 January 11, 2011 /\G!:NDA COUiKIL REPORT TO: FRED MANSON, CHIEF ADMINISTRATIVE OFFICER FROM: SUBJECT: DEBBIE TARDIFF, COMMUNICATIONS OFFICER ONLINE STREAMING AND ARCHIVAL OF COUNCIL MEETINGS ISSUE Online streaming and video archival of City of Parksville Council and Committee of the Whole meetings. EXECUTIVE SUMMARY: Direction is being sought as to whether the City wishes to proceed with the broadcasting of Council meetings over the internet, using webcast technology. This would include the live online/video streaming and archiving of Council and Committee of the Whole meetings for viewing on the internet. BACKGROUND: In early 2010, the audio visual system in the Forum was upgraded. The space received an enhanced sound system, a new monitor, new projector and the installation of a number of video cameras to accommodate the telecast of meetings. There are a number of possible options for the online streaming of meetings to the web. The option being recommended by staff is a webcasting service used by municipalities, school boards, universities and other levels of governments as well as private industry. Streaming video is a reliable content delivery system that is used to webcast and record public meetings. Webcasting has the ability to connect residents to Council and Committee of the Whole meetings. It may also be used to record such other public meetings as the Advisory Design Panel and Advisory Planning Commission. Many municipalities are able to broadcast live Council meetings through their local cable television service, an option that has not been available to the City of Parksville. Webcasting offers residents the opportunity to view local government at the time of their choice while allowing the City to reach a broader audience. Webcasting provides transparency to residents, helping to bridge the gap between residents and their local government. With the use of a home computer and internet access, residents can watch live and archived meetings from the comfort of their own home. Archived meetings are indexed and made available for viewing on demand. Linked minutes are becoming the standard for local government so that following a meeting, the video, agenda, minutes and supporting documents are linked for future reference. This provides the public with the option to refer back to discussions by Council relating to specific subjects discussed in meetings, not just the outcome of the meetings.

18 -2- OPTIONS: 1. Direct staff to proceed with the implementation of online/video streaming and archiving of Council and Committee of the Whole meetings. 2. Direct staff to complete a request for proposal process. 3. Request additional information from staff. 4. Maintain the status quo. ANALYSIS: 1. Real-time online video streaming as well as archived video of Council and Committee of the Whole meetings will increase the City's reach of residents interested in viewing meetings. Residents will be able to view the meetings via a live webcast, viewed directly from the City of Parksville's website. The majority of residents do not personally attend meetings, however, with webcasting, they have the opportunity to view meetings on demand. All age groups are becoming web savvy and there is now an expectation for online access. Generally, municipalities find that viewership of meetings increases. The ability to monitor viewership statistics is accessible to the City at any time. A recent study by Pew Research Centre for People and the Press speaks to the growth of the internet as the main source of news for the public. In all age categories, the internet has gained in use with people over 65 as the fastest-growing group of internet users. In 2010, the internet surpassed TV as the main source of news for people younger than 30 and all age categories show gains in internet use over TV. The isi Global proposal is the most reasonably priced as well as the best solution to the need. isi Global offers an unlimited number of webcasts and views, both live and archived. The system is designed for ease of use and flexibility and upon completion of training, staff will be familiar with the process to initiate a live webcast or schedule webcasts up to a year in advance. Upon completion of any live webcast, the streaming media file will be automatically posted to the isi Global server and made available to the public. The media content is hosted and streamed on isi Global's server and available seamlessly via the City's website. Staff time is required to complete the indexing of the archives once the webcast is completed. The timeline to implement the system through isi Global is three weeks, from set up to official launch. An adequate internet connection is necessary for a successful live webcast. This may be done using the existing PCTC internet connection or a dedicated Shaw internet for a higher speed connection. This system allows for an unlimited number of meetings to be recorded and archived, as well as unlimited viewing. 2. A formal request for proposals was not distributed. Proposals were considered from the American firm, Granicus, Inc, isi Global based in Ottawa and Trinex Internet Solutions, the City's website provider. There are many webcasting companies, however, very few that work directly with municipalities and even less that are Canadian companies. There is no local company with the capability to link agendas and minutes to the archived video of meetings. It is felt that a call for proposals will not result in a different outcome and will in fact, delay the opportunity to proceed with broadcasting of Council meetings.

19 -3-3. Request additional information from staff. 4. Maintain the status quo. FINANCIAL IMPACT The cost per year for the service provided by isi Global is $5,000 based on a three-year contract; a one year contract is $7,500 per year. The 2011 communications budget included an amount of $5,000 for webcasting. If deemed necessary, the dedicated high speed internet connection would be $75 per month. Staff time will be required for set up and training and for the ongoing indexing of archival video. STAFF RECOMMENDATION THAT the report from the Communications Officer dated January 11, 2011, entitled Online Streaming and Archiving of Council Meetings, be received; AND THAT staff be directed to proceed with the implementation of online/ video streaming and archiving of Council and Committee of the Whole meetings. Respectfully submitted, Communications Officer ~= =Au\,.\~ RANDY Al GIS Specialist CHIEF ADMINISTRATIVE OFFICER'S COMMENTS: ~~~~~~~-====--=-~ FRED C. MANSON, CGA Chief Administrative Officer I:\ Users\Debbie\Counci l \Reports\ On l inevideo. docx p ~E 1 ~

20 AGENDA COUiKIL CITY OF PARKSVILLE BYLAW NO ADVISORY PLANNING COMMISSION WHEREAS a Council may, by bylaw, establish an Advisory Planning Commission to advise Council on all matters respecting land use, community planning or proposed bylaws and permits under Divisions 2, 7, 9 and 11 of Part 26 of the Local Government Act that are referred to it by the Council; AND WHEREAS at least 213rds of the members of an Advisory Planning Commission must be residents of the municipality; NOW THEREFORE the Municipal Council of the City of Parksville in open meeting assembled enacts as follows: Title 1. This bylaw may be cited for all purposes as "Advisory Planning Commission Bylaw, 2011, No Interpretation 2. In this Bylaw: Commission means the Advisory Planning Commission established by this bylaw. Council means the municipal council of the City of Parksville Municipality means the City of Parksville. Community Planning Department means the Planning Department of the City of Parksville. Establishment 3. Pursuant to Section 898 of the Local Government Act there is hereby established an Advisory Planning Commission which shall be known as the "City of Parksville Advisory Planning Commission". Role of the Commission 4. (1) The role of the Commission is to advise Council on matters respecting land use, community planning or proposed bylaws and permits under Divisions 2, 7, 9 and 11 of Part 26 of the Local Government Act, and for this purpose, Council may refer matters to the Commission by resolution or bylaw.

21 Bylaw No Page 2 (2) The Commission may advise Council, when requested, on any matter respecting land use, project design, landscaping, or community planning and may also investigate and survey the physical, environmental, social and economic conditions in relation to matters considered by it. (3) The Commission may advise Council, when requested, on any matter related to the implementation of any aspect of the Official Community Plan and Zoning Bylaw. Referral of Matters 5. The function of the Commission shall be to consider and provide advice and recommendations on the matters coming within the scope of Part 26 of the Local Government Act that are referred to the Commission by Council: Implementation and Membership 6. (1) Council, by resolution, shall appoint members to the Commission in such manner to ensure an annual rotation of at least a minimum of three of the membership. (2) The Commission shall consist of seven members of which at least 213rds of the members shall be residents of the municipality. (3) Commission members shall hold office for a term of two years. (4) Council shall have the power, by an affirmative vote of not less than 213rds of the members thereof, to remove a member of the Commission from office at any time for cause. (5) If a member of the Commission is absent, except with leave of the Council, from three consecutive meetings of the Commission, the member's appointment shall be terminated. (6) If a member of the Commission has received Council's permission for a leave from the Commission, Council shall then appoint a replacement member for the period of the approved absence. (7) Upon the resignation, death or removal of a member during a term of office, the Council shall appoint a new member by resolution. (8) The appointment of a new member as set out in subsection (6) shall hold office during the remainder of the term of the vacating member.

22 Bylaw No Page 3 (9) The following persons are representatives of the City at meetings of the Commission: (a) (b) One member of Council appointed by the Mayor as Council's representative; One, or more, member(s) of the City's staff who: (i) Is designated by the head of the Community Planning Department who is assigned administrative responsibility for the Advisory Planning Commission, and (ii) Is to act as the Secretary of the Commission and as the administrative liaison between the City and the Commission; (c) An officer or employee of the City who is requested by the Commission to attend a meeting to provide information and advice. (10) The Community Planning Department shall initiate recommendations to Council for Commission appointments and maintain an updated list of appointees, the date they were appointed and whenever changes occur. Procedures of the Commission 7. (1) A majority of the Commission shall be deemed to be a quorum. (2) In the event that a quorum is not present within thirty minutes after the time appointed for a meeting, the names of those present shall be recorded and the meeting postponed. (3) Meetings shall be called by the Chair of the Commission when items are referred to the Commission by Council. (4) Robert's Rules of Order shall govern the conduct of the meetings. Conflicts of Interest 8. (1) A member who has a direct or indirect pecuniary interest in a matter being dealt with at a meeting must: (a) declare this and immediately leave the meeting or that part of the meeting during which the matter is under consideration; and

23 Bylaw No Page 4 (b) not attempt in any way before, during, or after the meeting, to influence the voting on any question concerning the matter. (2) Subsection (1) does not apply to a pecuniary interest that is in common with electors of the City generally or is so remote or insignificant that it cannot reasonably be regarded as likely to influence the member in relation to the matter. Conduct of Members 9. (1) Members should be cautious when speaking in public or to the media and should always regard themselves as being regarded by the public as members of the Commission. (2) Commission members are given opportunity to influence zoning and land use decisions through the process statutorily provided for by the Local Government Act. Accordingly it is inappropriate for members to speak to the issues at subsequent Council public hearings in their capacity as members of the public. Chair 10. (1) The Commission shall, at its first meeting of each year, appoint a Chairperson from among the regular members of the Commission. The Chairperson shall preside at all meetings and in his/her absence, the members present shall appoint a substitute. (2) The Chair shall be a voting member of the Commission. Commission Meetings 11. (1) Unless otherwise authorized pursuant to Section 93 of the Community Charter, meetings of the Commission must be open to the public. A Commission meeting or part of a Commission meeting may be closed to the public if the subject matter being considered relates to one or more of the matters referred to in section 90 of the Community Charter. (2) Where the Commission is considering an amendment to a plan or bylaw, or the issuance of a permit, the applicant for the amendment or permit is entitled to attend meetings of the Commission and be heard.

24 Bylaw No Page 5 (3) The Community Planning Department shall make a reasonable effort to contact an applicant for a bylaw amendment or a permit prior to the meeting at which the bylaw amendment or the permit is to be considered, to advise the applicant of their entitlement to appear before the advisory planning commission. (4) The Community Planning Department shall prepare agendas of all business to be brought before the Commission for each meeting and shall provide each member of the Commission with a copy of the agenda package in advance of the meeting date. (5) Minutes of all meetings shall be kept and made available to the public in the municipal office during normal business hours. Commission Recommendations 12. (1) Recommendations of the Commission shall be forwarded to the Community Planning Department and shall be in writing and generally contain the information as set out below for each item dealt with by the Commission: (i) (ii) (iii) (iv) (v) (vi) (vii) the date, time and place of the meeting; the members of the Commission present; other persons present for the duration of the meeting; the item(s) dealt with by the Commission; any delegations who have made representations to the Commission; discussion of the item(s) dealt with by the Commission; recommendation(s) stating one of the following: item to be approved with reasons stated; item recommended subject to various conditions with conditions stated; item to be denied with reasons stated. (viii) the mover and seconder of each motion as recorded.

25 Bylaw No Page 6 (2) The Community Planning Department shall include the Commission's recommendation(s) in their report to Committee of the Whole or Council on the application. Remuneration 13. Members of the Commission shall serve without remuneration but they shall be paid reasonable and necessary expenses that arise directly out of the performance of their duties. Severability 15. A decision of Council by resolution or bylaw on any matter respecting land use, community planning or proposed bylaws and permits that has been referred to the Commission by the Council shall not be rendered invalid by reason of noncompliance by the Commission with the provisions of this bylaw. 16. If any section, subsection or phrase of this Bylaw is for any reason held to be invalid by a Court of competent jurisdiction, the section, subsection or phrase may be severed from the Bylaw without affecting the validity of the remainder of the Bylaw. 17. Any enactments referred to herein is a reference to an enactment of British Columbia and regulations thereto, as amended, revised, consolidated or replaced from time to time. Repeal 18. Bylaw "Advisory Planning Commission Bylaw, 1999, No. 1331" and all amendments thereto are hereby repealed. READ A FIRST TIME this day of READ A SECOND TIME this READ A THIRD TIME this day of day of ADOPTED this day of Mayor Corporate Officer