DISTRICT OF HOUSTON REGULAR COUNCIL AGENDA TUESDAY, JUNE 21, 2011 at 7:00 p.m. Council Chambers, th Street, Houston, B.C.

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1 DISTRICT OF HOUSTON REGULAR COUNCIL AGENDA TUESDAY, JUNE 21, 2011 at 7:00 p.m. Council Chambers, th Street, Houston, B.C. Page A B C D E F G H I J K L M N O P Q CALL MEETING TO ORDER ACCEPTANCE OF ADDENDUM PUBLIC & STATUTORY HEARINGS PUBLIC INPUT OPPORTUNITY Maximum of 15 minutes allotted DELEGATIONS, GUESTS OR PETITIONS MINUTES Regular Council Meeting of June 7, 2011 Committee of the Whole Meeting of June 7, 2011 BUSINESS ARISING FROM MINUTES MAYOR'S REPORT Mon, June 27-7:00pm - Annual Meeting - Council Chambers Tues, July 5-7:00pm - Next Regular Council Meeting - Council Chambers Community Meeting Dates & Other Events REPORT FROM IN-CAMERA COUNCILLOR'S REPORTS CHIEF ADMINISTRATIVE OFFICER'S REPORTS Council Appointments Bank Signing Authority Building Department Monthly Report - May 2011 Engineering & Development Services Monthly Report - May 2011 Development Variance Permit Application Law Avenue Leisure Services Monthly Report - May 2011 Fire Department Monthly Report - April & May 2011 Lease Renewal for Use of Room at Fire Hall - Ministry of Environment Fire Apparatus - Tender Award 2010 Strategic Community Investment Funds Plan & Report Statement of Financial Information BYLAWS Introduction of Pacific Northern Gas Franchise Agreement Bylaw No Pacific Northern Gas Franchise Agreement Bylaw No. 1012, For First, Second & Third Readings Introduction of Procedures for the Conduct of Local Government Elections & Other Voting Bylaw Procedure for the Conduct of Local Government Elections & Other Voting Bylaw No. 1012, For First, Second & Third Readings CORRESPONDENCE FOR INFORMATION COPIES SUPPLIED List of Correspondence Supplied UNFINISHED BUSINESS NOTICES OF MOTION RESOLVE INTO COMMITTEE OF THE WHOLE That Council does now resolve itself into a Committee of the Whole Meeting to discuss and make recommendations on: Page 1 of 111

2 AGENDA FOR REGULAR COUNCIL MEETING TO BE HELD TUESDAY, JUNE 21, 2011 IN THE DISTRICT OF HOUSTON COUNCIL CHAMBERS, th STREET, HOUSTON, BC at 7:00 P.M. - Page 2 of 2 - Page Q R S RESOLVE INTO COMMITTEE OF THE WHOLE a) Union of BC Municipalities Resolution Process (BF from June 7) b) Robbie Bell Bull Rider Statue RISE AND REPORT ADJOURNMENT Pursuant to Section 92 of the Community Charter, Council gives notice and exercises its authority and excludes the media and public, except for municipal staff from the Special (In- Camera) Meeting of Council to deal with matters falling under Section 90 of the Community Charter Page 2 of 111

3 MINUTES OF THE REGULAR COUNCIL MEETING HELD IN THE DISTRICT OF HOUSTON COUNCIL CHAMBERS, th STREET, HOUSTON, B.C., ON TUESDAY, JUNE 7, 2011 COMMENCING AT 7:01 P.M. PRESENT: ALSO PRESENT: NOT ATTENDING: Deputy Mayor Rick Lundrigan Councillor Shane Brienen Councillor Hank Buursema Councillor Joanne Dickenson Councillor Bob Wheaton Chief Administrative Officer: Linda Poznikoff Director of Leisure Services: Curtis McPhee Fire Chief: Ken Thomson Mayor Bill Holmberg Councillor Jack Sullivan Director of Finance: Tandra Bamsey Director of Engineering & Development Services: Michael D. Glavin CALL MEETING TO ORDER 1. Deputy Mayor Rick Lundrigan called the meeting to order at 7:01 p.m. ACCEPTANCE OF ADDENDUM *** Moved by Councillor Brienen Seconded by Councillor Wheaton *** That Council resolves to accept the following addendum item: a) Request for Beer Gardens. CARRIED PUBLIC & STATUTORY HEARINGS 3. None PUBLIC INPUT OPPORTUNITY 4. None DELEGATIONS, GUESTS or PETITIONS 5. None MINUTES *** Regular Council Meeting of May 17, 2011 Moved by Councillor Brienen Seconded by Councillor Buursema "That Council resolves to adopt the minutes of the Regular Council Meeting of May 17, *** CARRIED Page 3 of 111

4 MINUTES OF THE REGULAR COUNCIL MEETING HELD IN THE DISTRICT OF HOUSTON COUNCIL CHAMBERS, th STREET, HOUSTON, B.C., ON TUESDAY, JUNE 7, 2011 COMMENCING AT 7:01 P.M. Page 2 of 5 *** Committee of the Whole Meeting of May 17, 2011 Moved by Councillor Buursema Seconded by Councillor Dickenson *** "That Council resolves to adopt the minutes of the Committee of the Whole Meeting of May 17, CARRIED BUSINESS ARISING FROM MINUTES 8. None MAYOR'S REPORT 9. Upcoming Community Meeting Dates & Other Events Thurs, June 9 10:30am Regional District Board Meeting Burns Lake Mon, June 13 12:00pm Economic Development Committee Meeting Chamber Loft 7:00pm Special Council Meeting Council Chambers Wed, June 15 All Day Circuit Court Council Chambers Tues, June 21 12:00pm Chamber Board Meeting Chamber Building 1:00 pm Economic Development Committee Chamber Building 7:00 pm Council Meeting Council Chambers Thurs, June 23 10:30am Regional District Board Meeting Burns Lake Mon, June 27 7:00 pm Annual Meeting Council Chambers REPORT FROM IN-CAMERA 10. None COUNCILLOR S REPORT 11. Councillor Dickenson reported that while attending the North Central Municipal Association conference in Prince Rupert she had spoke with a representative of the Association of Mineral Exploration BC and requested that they send copies of their magazine and other information for distribution to Council. The items have been received and have been distributed to Council. Councillor Brienen reported that Deputy Mayor Lundrigan and he met with Jim Buryk from the Omenica Beetle Action Coalition. OBAC is working on a strategy to identify economic potential for our regional airports and identify infrastructure development costs and funding mechanisms. OBAC is in the process of finalizing a request for proposals to move this initiative forward. Page 4 of 111

5 MINUTES OF THE REGULAR COUNCIL MEETING HELD IN THE DISTRICT OF HOUSTON COUNCIL CHAMBERS, th STREET, HOUSTON, B.C., ON TUESDAY, JUNE 7, 2011 COMMENCING AT 7:01 P.M. Page 3 of 5 CHIEF ADMINISTRATIVE OFFICER S REPORT *** Lease Agreement H.O.P.E. Society re Farmers Market Moved by Councillor Dickenson Seconded by Councillor Buursema That Council resolves to authorize the Mayor and Chief Administrative Officer to enter into and sign a lease agreement with Healthy Options for People and the Earth Society (H.O.P.E.) for the purposes of a farmers market in Steelhead Park for one season from June to September, 2011, with an option to renew for two further seasons, the lease cost being One Dollar ($1.00). *** CARRIED *** Appointment of Election Officers for 2011 Local Government Election Moved by Councillor Buursema Seconded by Councillor Dickenson *** That Council resolves to appoint Linda Poznikoff as the Chief Election Officer and Jackie Veillette as Deputy Chief Election Officer for the 2011 Local Government Election to be held on November 19 th, CARRIED Councillor Dickenson advised that she was in a conflict of interest with the request for a beer garden because she issues liquor licences as part of her work and left the meeting. *** Request for Beer Gardens Moved by Councillor Buursema Seconded by Councillor Brienen *** That Council considers and resolves to approve a beer gardens to be held at the Claude Parish Memorial Arena in conjunction with the 2011 NHL playoff game(s), with the following conditions: a) Alcohol shall be served at no more than two of the following three dates: - Friday, June 10 th, 2011; - Monday June 13 th, 2011; - Wednesday, June 15 th, 2011; b) the times for serving alcohol shall not exceed 4:30pm to 10:00pm; c) overtime incurred by District of Houston employees as a result of having to clean the Viewing Room will be charged to the to be named non-profit organization, at the charge-out rate of $77.13/hour; and, d) The to be named non-profit organization shall be responsible for providing security and control of the beer gardens at all times and that the beer gardens be confined solely to the Viewing Room of the facility. CARRIED Page 5 of 111

6 MINUTES OF THE REGULAR COUNCIL MEETING HELD IN THE DISTRICT OF HOUSTON COUNCIL CHAMBERS, th STREET, HOUSTON, B.C., ON TUESDAY, JUNE 7, 2011 COMMENCING AT 7:01 P.M. Page 4 of 5 BYLAWS 15. None Councillor Dickenson was invited back to the Council meeting after Council s decision regarding the request for a beer garden. CORRESPONDENCE 16. None FOR INFORMATION COPIES SUPPLIED *** For Information Copies Supplied Moved by Councillor Buursema Seconded by Councillor Brienen *** "That the list of copies supplied for information as attached to the agenda of the Regular Council Meeting of June 7, 2011 be received." CARRIED UNFINISHED BUSINESS 18. None NOTICES OF MOTION 19. None RESOLVE INTO COMMITTEE OF THE WHOLE *** Moved by Councillor Dickenson Seconded by Councillor Buursema That Council does now resolve itself into a Committee of the Whole Meeting, the time being 7:21pm, to discuss and make recommendations on: *** a) Election Procedures Bylaw; and, b) 2011 Union of BC Municipalities Resolutions. CARRIED Page 6 of 111

7 MINUTES OF THE REGULAR COUNCIL MEETING HELD IN THE DISTRICT OF HOUSTON COUNCIL CHAMBERS, th STREET, HOUSTON, B.C., ON TUESDAY, JUNE 7, 2011 COMMENCING AT 7:01 P.M. Page 5 of 5 RISE AND REPORT Council convened to the Regular Council meeting, the time being 7:28 pm. 21. There were no resolutions brought forward from the Committee of the Whole. ADJOURN *** Moved by Councillor Brienen Seconded by Councillor Dickenson *** That Council gives notice and exercises its authority and excludes the media and the public, except for municipal staff from the Special (In-Camera) Meeting of Council to deal with matters falling under Section 90 (c) of the Community Charter, the time being 7:28 p.m. CARRIED CERTIFIED CORRECT IN ACCORDANCE WITH SECTION 148 OF THE COMMUNITY CHARTER RICK LUNDRIGAN, DEPUTY MAYOR LINDA POZNIKOFF, DIRECTOR OF CORPORATE SERVICES Page 7 of 111

8 MINUTES OF THE COMMITTEE OF THE WHOLE MEETING HELD IN THE DISTRICT OF HOUSTON COUNCIL CHAMBERS, th STREET, HOUSTON, B.C., ON TUESDAY, JUNE 7, 2011 COMMENCING AT 7:21 P.M. PRESENT: ALSO PRESENT: NOT ATTENDING: Deputy Mayor Rick Lundrigan Councillor Shane Brienen Councillor Hank Buursema Councillor Joanne Dickenson Councillor Bob Wheaton Chief Administrative Officer: Linda Poznikoff Director of Leisure Services: Curtis McPhee Fire Chief: Ken Thomson Mayor Bill Holmberg Councillor Jack Sullivan Director of Engineering & Development Services: Michael D. Glavin Director of Finance: Tandra Bamsey Deputy Mayor Lundrigan called the meeting to order at 7:21 p.m. A. Election Procedures Bylaw Moved by Councillor Dickenson Seconded by Councillor Brienen That the Committee of the Whole resolves that staff prepare an election procedures bylaw for Council s consideration eliminating a mail ballot voting option and allowing use of the municipal voter s list for the upcoming 2011 local government election. CARRIED B Union of BC Municipalities Resolutions The correspondence from the Union of BC Municipalities dated February 1, 2011 regarding the process for submission of resolutions for consideration at UBCM conventions was brought forward to make Council aware that there was an opportunity to submit resolutions before June 30, 2011 that addressed a new issue which has arisen after the Area Association annual meeting was held. There is also an opportunity to submit late resolutions until Friday noon on September 23, The Committee requested that this be brought forward to the next Committee of the Whole meeting to see if there are any resolutions to be brought forward for submission. C. Adjournment Moved by Deputy Mayor Lundrigan That the Committee of the Whole Meeting be adjourned and that Council reconvenes to the regular meeting, the time being 7:28 p.m. CARRIED CERTIFIED CORRECT IN ACCORDANCE WITH SECTION 148 OF THE COMMUNITY CHARTER RICK LUNDRIGAN DEPUTY MAYOR LINDA POZNIKOFF DIRECTOR OF CORPORATE SERVICES Page 8 of 111

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94 DISTRICT OF HOUSTON BYLAW NO. 1012, 2011 A bylaw to provide for procedures for the conduct of local government elections and other voting. WHEREAS under the Local Government Act, R.S.B.C. 1996, c 323, Council may, by bylaw, determine various procedures and requirements to be applied to the conduct of local government elections and other voting; AND WHEREAS Council wishes to establish voting procedures and requirements under that authority; NOW THEREFORE the Council of the District of Houston, in open meeting assembled, enacts as follows: CITATION 1.0 This Bylaw may be cited for all purposes as "Procedures for the Conduct of Local Government Elections and Other Voting Bylaw No. 1012, 2011". NO ADDITIONAL ADVANCE VOTING OPPORTUNITY 2.0 As authorized by section 97(3) of the Local Government Act, no second advance voting opportunity shall be held for the District. ADDITIONAL VOTING OPPORTUNTIES 3.0 As authorized by section 98 of the Local Government Act, the Council authorizes the Chief Election Officer to establish additional advance voting opportunities for each election or other voting opportunity, to be held in advance of general voting day, and to designate the voting places and to establish the date and voting hours for these voting opportunities. SPECIAL VOTING OPPORTUNITIES 4.0 As authorized by section 99 of the Local Government Act, the Council authorizes the Chief Election Officer to establish special voting opportunities for each election or other voting opportunity and to designate the voting places and to establish the date and voting hours for these voting opportunities. BRAILLE EMBOSSED BALLOT TEMPLATE 5.0 The Council authorizes the Chief Election Officer to provide a braille embossed ballot template with the current election ballot information only to those qualified electors who are visually impaired in order to enable them to independently mark their ballot. Page 94 of 111

95 Procedures for the Conduct of Local Government Elections & Other Voting Bylaw No. 1012, 2011 Page 2 of The information on the braille embossed ballot template shall be embossed by a qualified braille transcriber with the candidates names in the same order as on the ballot presented to the general public and the Chief Election Officer must determine prior to use that the information on the braille template is exactly the same information as on the ballot. 5.2 A visually impaired elector wishing to vote by using a braille embossed ballot template shall notify the Chief Election Officer prior to receiving a ballot. 5.3 The braille embossed template shall be placed over the ballot by the Chief Election Officer or Presiding Election Official in such a way as to align the boxes where one would mark their ballot to lay directly over the boxes on the ballot. 5.4 In order to vote using a braille embossed ballot template, the elector must mark the ballot in accordance with the instructions provided by the Chief Election Officer or Presiding Election Official. 5.5 The elector must immediately advise the Chief Election Officer or Presiding Election Official if they have unintentionally spoiled a ballot before depositing it in the ballot box and request a replacement ballot. 5.6 After marking the ballot, the elector must remove the braille embossed ballot template and place the ballot in the appropriate ballot box. 5.7 The elector shall immediately return the embossed braille ballot template to the Chief Election Officer or Presiding Election Official. NUMBER OF SCRUTINEERS AT VOTING PLACES 6.0 As authorized by section 110(3) of the Local Government Act: (a) the number of scrutineers for each candidate who may attend at an election is two (2) scrutineers for each ballot box in use; AND (b) the number of scrutineers who may attend at an other voting opportunity is two (2) scrutineers for the question and two (2) scrutineers against the question. RESOLUTION OF TIE VOTE AFTER JUDICIAL RECOUNT 7.0 In the event of a tie vote after a judicial recount, the tie vote will be resolved by conducting a lot in accordance with section 141 of the Local Government Act. GENERAL 8.0 If any part, section, sentence, clause, phrase or word by this Bylaw is for any reason held to be invalid by the decision of any court of competent jurisdiction, the invalid portion shall be severed and the decision that it is invalid shall not affect the validity of the remainder which shall continue in full force and effect and be construed as if the Bylaw had been adopted without the invalid portion. Page 95 of 111

96 Procedures for the Conduct of Local Government Elections & Other Voting Bylaw No. 1012, 2011 Page 3 of All words, phrases and expressions used in this Bylaw shall have the meaning given to them in the Local Government Act. REPEAL 9.0 District of Houston Procedures for the Conduct of Local Government Elections and Other Voting Bylaw No. 998, 2010 is hereby repealed. READ A FIRST TIME this day of, 2011 READ A SECOND TIME this day of, 2011 READ A THIRD TIME this day of, 2011 ADOPTED this day of, 2011 BILL HOLMBERG, MAYOR LINDA POZNIKOFF, DIRECTOR OF CORPORATE SERVICES Page 96 of 111

97 JUNE 21, REGULAR COUNCIL FOR INFORMATION COPIES SUPPLIED PREVIOUSLY DISTRIBUTED Date Received June 2 Victim Assistance Program Stats for May 2011 June 6 Jan Christianson Letter re concerns June 6 Pat Bell Top 10 for June 3, 2011 June 7 Union of BC Municipalities UBCM Resolutions Submission & Debate June 7 North Central Local Government Association NCLGA Connector Newlsetter June 2011 June 10 District of Elkford Relationships between Municipalities and Local First Nations June 10 Union of BC Municipalities Call for Nominations for UBCM Executive June 14 Director of Finance Cheques List Summary June 1 to June 15, 2011 June 15 BC Hydro Replacement of old meters to new smart meters June 15 Northern Health News Release NH Board updated on Primary Care in Prince Rupert June 15 Pat Bell Top 10 for June 14, 2011 Page 97 of 111

98 MEMO February 1, 2011 TO: FROM: RE: Mayor & Council Chair & Board CAO & Senior Staff Mayor Sharon Gaetz, Chair Resolutions Committee 2011 Resolutions Process The following information is designed to assist members to prepare 2011 resolutions, and to clarify how the UBCM Resolutions Committee categorizes resolutions for consideration at the annual UBCM Convention. I urge all elected officials and senior staff to review the attached information. Drafting Resolutions Staff and elected officials are encouraged to follow the Guidelines on Preparing Resolutions for UBCM appended to this memo as Attachment A. Well-drafted resolutions will match the Resolution Template (Attachment B) and meet the Gold Star Resolutions Criteria (Attachment C). Please consult these documents when drafting resolutions, and feel free to contact UBCM staff for advice or assistance at any time. This information is also available on the UBCM website [ubcm.ca] under Resolutions & Policy Resolutions. Submitting Resolutions Members are encouraged to submit resolutions first to Area Associations for consideration at spring annual meetings. Resolutions endorsed by Area Associations are submitted automatically to UBCM for consideration and do not need to be re-submitted by the sponsor. The UBCM Annual Report & Resolutions Book (Resolutions Book) indicates whether a resolution has been considered and endorsed by an Area Association. Area Association resolutions submission deadlines for 2011 are as follows: AVICC February 25 AKBLG February 28 SILGA March 1 NCLGA March 11 LMLGA March 25 Please contact your Area Association for details on resolution submission procedures at the regional level. Area Association contact information is available on the UBCM website under Resources & Links Links. 1 Page 98 of 111

99 A resolution may be submitted directly to UBCM only if the resolution addresses an issue that arises after the Area Association annual meeting. In this case, local governments may submit council- or board-approved resolutions to UBCM prior to June 30, 2011, for consideration at the Annual Convention. Resolutions submitted directly to UBCM should be sent in both print and electronic form, with background information attached, to Reiko Tagami, Information & Resolutions Coordinator Attachment D, Procedures for Submitting Resolutions to UBCM, includes detailed instructions. Categorization Following the June 30, 2011 resolutions deadline, the UBCM Resolutions Committee meets to review, categorize and make recommendations on all resolutions. Resolutions are divided into three main categories, summarized below. Please see Attachment D for details on categorization. Section A resolutions address new and/or priority issues with broad application for local government as a whole. Section B is divided into three parts: Part I: Resolutions in keeping with established UBCM policy Part II: Resolutions on new issues or issues considered previously but not endorsed Part III: Resolutions addressing matters outside the jurisdiction of local government Section C is divided into three parts: Part I: Resolutions referred to policy papers and/or special sessions at Convention Part II: Resolutions referred to similar resolutions in the Resolutions Book Part III: Resolutions regional in nature, thus referred to Area Associations Order of Consideration Section A and B resolutions are introduced for debate in the order in which they appear in the Resolutions Book. Selected Section B resolutions are considered as a block. Any voting delegate may withdraw a resolution from a block to speak in opposition or propose an amendment. In the event of time constraints, the Chair may introduce a motion to adopt the recommendations for Part BIII resolutions as a block, with voting delegates having the option to withdraw a resolution from the block to speak in opposition or propose an amendment. Please see Attachment D for details on consideration of resolutions. Section C resolutions are not admitted for debate. In order to ensure the opportunity to debate all Section A and B resolutions, voting delegates are respectfully requested to limit repetitive debate. Voting delegates are also requested not to withdraw a resolution from a block unless they disagree with the recommendation or wish to propose a substantive amendment. 2 Page 99 of 111

100 Late Resolutions Late resolutions may be submitted to UBCM until Friday noon on September 23, Late resolutions addressing urgent issues that arise after the June 30 deadline may be recommended for emergency consideration at Convention. All others will be entered automatically into the resolutions cycle for the following year. Please see Attachment D for details on late resolutions. Resolutions Off the Floor Any voting delegate may introduce a resolution off the floor of Convention. To be considered, the resolution requires assent from a three-fifths (60%) majority of the delegates present. The Resolutions Committee requests sponsors of such resolutions to distribute print copies to the plenary. Please see Attachment D for details on resolutions introduced off the floor. The Resolutions Committee thanks all delegates who provided feedback on the 2010 resolutions sessions. The Committee considered all delegate feedback at its January 2011 meeting and will take these comments and suggestions into account when preparing for the 2011 Convention. Thank you, on behalf of the Resolutions Committee and the UBCM Executive, for taking the time to review these materials in preparation for the 2011 UBCM Convention. I look forward to seeing you all in September, and I encourage you to contact our staff in the meantime if you have any questions about the UBCM resolutions process. Contact Reiko Tagami Information & Resolutions Coordinator Tel: ext rtagami@ubcm.ca 3 Page 100 of 111

101 Attachment A Guidelines on Preparing Resolutions for UBCM Introduction Below are guidelines to be used in the preparation of a resolution for the UBCM. The Construction of a Resolution All resolutions consist of a preamble and an enactment. The preamble describes the issue and the enactment outlines the action being requested. A resolution should answer three questions: What is the problem? What is causing the problem? What is the best way to solve the problem? Preamble The preamble commences with "WHEREAS", and is a concise paragraph about the nature of the problem or the reason for the request. It answers the first two questions above, stating the problem and its cause, and should outline, clearly and briefly, the reasons for the resolution. The preamble should contain no more than two "WHEREAS" clauses. If explaining the problem requires more than two clauses, then provide supporting documents to describe the problem more fully. Do not add extra clauses. Enactment The enactment begins with the words "THEREFORE BE IT RESOLVED", and is a concise paragraph meant to convey the resolution s intent. It answers the third question above, suggesting the best way to solve the problem. The enactment should propose a specific action by UBCM. Keep the enactment as short as possible, and clearly describe the action being requested. The wording should leave no doubt about the proposed action. How to Draft a Resolution for UBCM 1. Address one specific subject in the text of the resolution. Since your community seeks to influence attitudes and inspire action, limit the scope of a resolution to one specific subject or issue. Delegates will not support a resolution if the issues it addresses are too complex for them to understand quickly. 2. Use simple, action-oriented language and avoid ambiguous terms. Explain the background briefly and state the desired action clearly. Delegates can then consider the resolution without having to parse complicated text or vague concepts. 4 Page 101 of 111

102 3. Provide factual background information. Even a carefully constructed resolution may not clearly indicate the problem or the action being requested. Provide factual background information to ensure that the "intent" of the resolution is understood. Two types of background information help to clarify the "intent" of a resolution: i. Supplementary Memo A brief, one-page memo from the author, which outlines the background that led to the presentation and adoption of the resolution by the local government. ii. Council/Board Report A report on the subject matter, presented to council or board in conjunction with the resolution. If it is not possible to send the entire report, then extract the essential background information and submit it with the resolution. Resolutions submitted without adequate background information will not be considered until the sponsor has been consulted and has provided documentation outlining the intent of the resolution. 4. Construct a brief, descriptive title. A title identifies the intent of the resolution and eliminates the possibility of misinterpretation. It is usually drawn from the "enactment clause" of the resolution. For ease of printing in the Annual Report & Resolutions Book and for clarity, the title should be no more than three or four words. 5. Check legislative references for accuracy. Where necessary, identify: the correct jurisdictional responsibility (the name of the responsible ministry or department at the provincial or federal level) the correct legislation, including the title of the act or regulation 6. Focus on issues that are province-wide. The issue identified in the resolution should be relevant to other local governments across the province. This will support productive debate and assist UBCM to represent your concern effectively to the provincial or federal government on behalf of all BC municipalities and regional districts. 5 Page 102 of 111

103 Attachment B Resolution Template SHORT TITLE Sponsor's Name WHEREAS the quick brown fox jumped over the lazy dog; AND WHEREAS the lazy dog does not enjoy games of leapfrog: Note the specific punctuation. THEREFORE BE IT RESOLVED that the quick brown fox will refrain from jumping over the lazy dog. [A second "enactment" clause, if absolutely required:] AND BE IT FURTHER RESOLVED that the quick brown fox will in future invite a different partner for games of leapfrog, such as the hopping kangaroo or the flying squirrel. Draft your resolutions according to the above template. Note the maximum two WHEREAS and BE IT RESOLVED clauses, specific punctuation, capitalization and sentence structure. Craft your resolution to be as readable as possible within these guidelines. 6 Page 103 of 111

104 Attachment C Gold Star Resolutions Criteria 1) Resolution must be properly titled. 2) Resolution must employ clear, simple language. 3) Resolution must clearly identify problem, reason and solution. 4) Resolution must have two or fewer WHEREAS clauses. 5) Resolution must have a short, clear, stand-alone enactment ( THEREFORE ) clause. 6) Resolution must focus on a single subject, must be of local government concern provincewide and must address an issue that constitutes new policy for UBCM. 7) Resolution must include appropriate references to policy, legislation and regulation. 8) Resolution must be submitted to relevant Area Association prior to UBCM. Visit the UBCM website to view the list of Gold Star award winners and their resolutions, from 2003 onward, under Resolutions & Policy Resolutions Gold Star Resolutions. 7 Page 104 of 111

105 Attachment D Procedures for Submitting Resolutions to UBCM 1. Deadline for Resolutions All resolutions must be received in the UBCM office by June 30, The deadline is set in section 14(a) of the UBCM Bylaws. 2. Submission to Area Associations UBCM encourages all members to submit their resolutions to their respective Area Association for consideration prior to Convention. The Annual Report & Resolutions Book (Resolutions Book) will indicate whether or not the resolution has been considered and endorsed by an Area Association. If your Area Association deadline has passed, resolutions may be submitted directly to UBCM before the June 30, 2011 deadline. 3. Submission Requirements for UBCM Resolutions submitted to the UBCM for consideration shall be submitted as follows: one print copy of the resolution and one electronic copy of the resolution UBCM must receive the print copy of each resolution by mail prior to June 30, 2011 background documentation must accompany each resolution, explaining the nature of the issue Please the electronic copy of each resolution to Reiko Tagami, Information & Resolutions Coordinator [rtagami@ubcm.ca]. 4. Resolutions Committee Consideration UBCM policy provides for the separation of resolutions into three sections. The Resolutions Committee uses the following guidelines to place each resolution in the appropriate section: a. SECTION A shall contain resolutions that pertain to new policy matters not previously discussed by the membership, and/or priority issues that have broad application for all UBCM members. b. SECTION B shall be divided into three parts: i. Part I Resolutions Supporting Existing Policy These resolutions include: previously considered and endorsed resolutions; resolutions in keeping with the UBCM policy; or 8 Page 105 of 111

106 other major previously approved policy papers/documents. ii. Part II & Part III Resolutions Proposing New Policy These resolutions include: resolutions on topics not previously considered; resolutions considered previously but not endorsed; topics of local or regional significance; or topics of national significance and recommended, as appropriate, for consideration by the Federation of Canadian Municipalities (FCM). The resolutions committee has discretion to classify these resolutions as: Part II: issues within the jurisdiction of local government Part III: issues outside the jurisdiction of local government Part II resolutions will be grouped as follows: (a) resolutions recommended to be endorsed or endorsed with proposed amendment (sorted by subject); followed by (b) all other resolutions (sorted by subject). Part III resolutions will be grouped as follows: (a) resolutions recommended to be endorsed or endorsed with proposed amendment (sorted by subject); followed by (b) all other resolutions (sorted by subject). Part II and Part III resolutions that have not been debated by the Convention will be referred automatically to the Executive for consideration, and the sponsors advised of the Executive action. A recommended decision for each resolution is printed in the Resolutions Book, and the Executive will base their actions on these recommendations. Section B resolutions will be considered only after debate on all Section A resolutions has been completed. Section B resolutions will be dealt with on the Convention floor in the order in which they appear in the Resolutions Book. c. SECTION C shall contain resolutions that have been consolidated and will not be discussed on the floor of Convention. The Resolutions Committee combines resolutions on similar or related topics wherever possible. This is done in three ways. i. Similar resolutions may be consolidated or grouped together, and referred to a single resolution in Section A or B. ii. Resolutions pertaining to the same topic area may be incorporated into a policy paper or report that will be discussed at Convention. iii. Resolutions may be referred to other sessions at Convention for discussion. Any recommendation arising from discussion at those sessions will come forward to the 9 Page 106 of 111

107 floor of Convention on Friday. At that time, the full membership will have an opportunity to consider the recommendation. Section C may also contain resolutions referred to Area Associations due to being regional in nature. 5. Resolutions Received After the Deadline Resolutions received after the regular deadline of June 30, 2011 will not be printed in the Resolutions Book and may only be admitted for debate by special motion during Convention. The process for handling resolutions received after the deadline is outlined below. a. Resolutions submitted after the regular deadline must comply with all other submission requirements and be received at the UBCM office before 12:00 noon on Friday, September 23, b. Resolutions received after the regular deadline shall be examined by the Resolutions Committee and separated into the following categories: Emergency resolutions recommended to be placed before the Convention for Plenary discussion; or Late resolutions not recommended to be admitted for Plenary discussion. c. A resolution may be deemed emergency in nature only if the topic has arisen since the regular deadline for submission of resolutions. d. Emergency resolutions shall be discussed only after all Section A resolutions printed in the Resolutions Book have been debated, but not before the time printed in the Convention Program. 6. Resolutions Procedures The membership has adopted a number of procedures to improve policy sessions and increase the time available for debate. These procedures will continue in a. Section B resolutions will be introduced to the floor as a block it is not necessary to move and second introduction to the floor for each individual resolution. This procedure increases the time available for debate by removing the requirement to have each Section B resolution moved for consideration. Once introduced to the floor, the resolutions in Section B will then be considered in the order that they appear in the Resolutions Book. b. Previously considered and endorsed resolutions are placed into Section B Part I and considered as a block to avoid repetitive debate on issues that continue to be brought forward and endorsed each year. (Any voting delegate wishing to speak in opposition or propose an amendment may withdraw an individual resolution from this block.) c. For resolutions received after the June 30 deadline late resolutions only matters of urgency are appropriate for debate. Late resolutions addressing issues that have emerged after June 30 may be classified as emergency and may be recommended to be admitted for debate. Late resolutions not classified as emergency will not be admitted for debate. These 10 Page 107 of 111

108 late resolutions will be carried over automatically to the next year s resolutions cycle, starting with consideration by the appropriate Area Association. Referral to the following year ensures that these issues are not lost and that the broader membership may still consider the resolutions. d. Resolutions grouped into sections B2-a and B3-a of the Resolutions Book are suggested for consideration as a block. These resolutions have the recommendation Endorse or Endorse with Proposed Amendment and at the will of the voting delegates may be considered as a block, which allows more resolutions to be addressed at Convention. As with the B1 block, any voting delegate wishing to speak in opposition or propose an amendment may withdraw a resolution from a block to be considered individually. e. When clarification of a resolution is required, UBCM will contact the sponsor, and the sponsor will be given one week to respond. If the sponsor does not provide a response within one week from the UBCM request for clarification, then the resolution will not be printed in the Resolutions Book and will not be considered at Convention. UBCM encourages sponsors to present clear, understandable resolutions prior to Convention, so that sponsors do not require additional time during a resolutions session to clarify their resolutions. f. Once the sponsor has spoken to a resolution, if no voting delegate wishes to speak in opposition or propose an amendment, then the question will be called. This is intended to minimize the time spent debating a resolution that the plenary already seems to support. The procedure is as follows: i. The Chair reads the resolution number and title. ii. A Resolutions Committee member reads the enactment clause and Resolutions Committee recommendation. iii. The Chair invites the sponsor to speak to the resolution for a maximum of 3 minutes. iv. Once the sponsor has spoken, if no other delegates come forward wishing to speak in opposition or propose amendments, then the Chair calls the question. However, if a delegate approaches a microphone to speak in opposition or propose an amendment, then the Chair will invite the delegate to speak for a maximum of 2 minutes. v. The Chair facilitates debate on the resolution and will make an effort to alternate debate between delegates speaking in opposition and those speaking in favour. vi. The Chair may use his or her discretion to minimize repetitive debate by calling the question if multiple delegates have presented similar arguments in favour of or against a resolution. g. To assist the Chair in determining whether delegates wish to speak in favour of or in opposition to a resolution, two microphones will be placed at each microphone station on the Convention floor. The microphones will be labelled PRO and CON. The Pro mic is for delegates speaking in favour, and the Con mic is for delegates speaking in opposition to the resolution. Those wishing to propose amendments should approach the Con mic Page 108 of 111

109 7. Other Matters Affecting Handling of Resolutions The Resolutions Committee has indicated that it will: adhere strictly to the Guidelines on Preparing Resolutions for UBCM and will make every effort to ensure that sponsors resolutions are clear and concise; and endeavour to consider all resolutions submitted (as per guidelines) during the time allocated at the 2011 Convention. Sponsors should be prepared to speak to their resolutions on the Convention floor, because the resolutions will not be read aloud to the delegates. Resolutions should address topics that are of local government concern province-wide. Members should be aware that the above policies are not exhaustive but are in addition to the UBCM Bylaws and to the "Conference Rules & Procedures for Handling of Resolutions" that are adopted each year by the Convention Page 109 of 111

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