3.1 Minutes of the Regular Meeting of the Skeena-Queen Charlotte Regional District (SQCRD) Board held May 25, 2012

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1 SKEENA-QUEEN CHARLOTTE REGIONAL DISTRICT REGULAR BOARD MEETING AGENDA To be held in the Village of Queen Charlotte at the Community Hall (Eric Ross Room) Friday, June 22 nd, CALL TO ORDER 7:10 p.m. 2. CONSIDERATION OF AGENDA (additions/deletions) 3. BOARD MINUTES & BUSINESS ARISING FROM MINUTES 3.1 Minutes of the Regular Meeting of the Skeena-Queen Charlotte Regional District (SQCRD) Board held May 25, 2012 Pg STANDING COMMITTEE/COMMISSION MINUTES BUSINESS ARISING None. 5. DELEGATIONS None. 6. FINANCE 6.1 J. Robb, Treasurer 2011 Statement of Financial Information / Audited Financial Statements Requires approval of the 2011 Statement of Financial Information Requires adoption of the 2011 Audited Financial Statements 6.2 T. Musgrave, Administrative Assistant - Cheques Payable over $5,000 May, 2012 Pg Pg CORRESPONDENCE 7.1 Ministry of Forests, Lands and Natural Recovery Operations Natural Resource Roads 7.2 Union of BC Municipalities Nominations for UBCM Executive (July 31, 2011 deadline for nominations) 7.3 City of North Vancouver Protection of Fish Habitat in Waterways 7.4 Vancouver Island Regional Library Borrowing through Regional Districts Pg Pg Pg 50 Pg P a g e

2 Skeena-Queen Charlotte Regional District Board Meeting Agenda June 22, REPORTS / RESOLUTIONS 8.1 J. Merrick, Chief Administrative Officer Tsunami Debris Update 8.2 R. Kidd, Island Solid Waste Operations Manager and J. Merrick, CAO Recycling Queen Charlotte Village Update 8.3 Haida Gwaii Regional Recreation Co-ordinator s Report May Misty Isles Economic Development Society Economic Report from April 1, 2012 to May 31, J. Merrick, CAO - Advisory Planning Commission Structure 8.6 J. Merrick, CAO and J. Fraser, Deputy Corporate Officer SQCRD Board Policy Review 8.7 J. Robb, Treasurer Financial Software Update - Vadim 8.8 J. Fraser, Deputy Corporate Officer Proposed Changes to Employment Insurance Program Late Item Pg Pg Pg Pg Pg Pg 86 Pg BYLAWS 9.1 Bylaw No. 543, 2012 Being a Bylaw to amend the Moresby Island Official Community Plan Bylaw No (re: Sandspit Hatchery) Requires first reading Requires second reading 9.2 Bylaw No. 544, 2012 Being a Bylaw to amend the Moresby Island Interim Zoning Bylaw No. 186 (re: Sandspit Hatchery) Requires first reading Requires second reading 9.3 Bylaw No. 545, 2012 Being a Bylaw to amend the Moresby Island Official Community Plan Bylaw No. 236 (re: Sandspit Golf Course) Requires first reading Requires second reading 9.4 Bylaw No. 546, 2012 Being a Bylaw to amend the Moresby Island Interim Zoning Bylaw No. 186 (re: Sandspit Golf Course) Requires first reading Requires second reading Pg Pg Pg Pg LAND REFERRALS / PLANNING 10.1 Crown Land Application Request No Section 9 water approval for bank erosion protection (Location: TowHill Road in vicinity of Hiellen River) Pg P a g e

3 Skeena-Queen Charlotte Regional District Board Meeting Agenda June 22, Crown Land Application Request No Aggregate Sand and Gravel (Location: Crown Land lying in vicinity of Blaine Creek, Moresby Island) Pg NEW/OLD BUSINESS None. 12. PUBLIC INPUT 13. IN-CAMERA None. 14. ADJOURNMENT NEXT MEETING: July 20, 2012 Village of Port Clements 3 P a g e

4 Item 3.1 SKEENA-QUEEN CHARLOTTE REGIONAL DISTRICT MINUTES PRESENT Chair Vice Chair Directors Staff: of the Regular Meeting of the Board of Directors of the Skeena-Queen Charlotte Regional District (SQCRD) held at the Regional District office in Prince Rupert, BC on Friday, May 25, B. Pages, Village of Masset D. Nobels, Electoral Area A A. Ashley, City of Prince Rupert N. Kinney, City of Prince Rupert K. Bjorndal, District of Port Edward C. Kulesha, Village of Queen Charlotte I. Gould, Village of Port Clements (via teleconference) K. Bergman, Electoral Area C M. Racz, Electoral Area D E. Putterill, Electoral Area E (via teleconference) J. Merrick, Chief Administrative Officer J. Robb, Treasurer J. Fraser, Deputy Corporate Officer Prior to Adoption Public: 2 Media: 1 1. CALL TO ORDER 7:00 p.m. 2. AGENDA 2.1 MOVED by Director Kinney, SECONDED by Director Ashley, that the agenda be adopted as amended, with the addition of the following items: 4.4 Moresby Island Management Committee Incorporation Study for Sandspit 7.10 City of Langley Proposed Transport Canada s Railway Roadway Grade Crossing Regulations 9.3.i. Planning Memo Sandspit Hatchery 9.5.i. Planning Memo Sandspit Golf Course 11.3 Director Evan Putterill BC Ferries Update (Verbal) CARRIED 1 1 P a g e

5 SQCRD Regular Board Meeting Minutes May 25, MINUTES & BUSINESS ARISING FROM MINUTES 3.1 SQCRD Regular Board Meeting April 20, 2012 MOVED by Director Nobels, SECONDED by Director Bjorndal, that the minutes of the April 20, 2012 SQCRD Regular Board meeting be adopted as presented CARRIED 3.2 Rise & Report MOVED by Director Nobels, SECONDED by Director Ashley, that the staff report Community Recreation Program Contribution be received; AND THAT the Corporate Officer be authorized to sign the Community Recreation Program Contribution Agreement with the Province of British Columbia for the TowHill Blowhole Boardwalk Naikoon Provincial Park Haida Gwaii Project 16149; AND FURTHER THAT the Corporate Officer be authorized to sign a third party agreement with the Old Massett Village Council to undertake the TowHill Blowhole Boardwalk Project as required under the Agreement with the Province CARRIED 4. STANDING COMMITTEE/COMMISSION MINUTES BUSINESS ARISING 4.1 Moresby Island Management Committee April 12, 2012 Minutes MOVED by Director Bjorndal, SECONDED by Director Ashley, that the Minutes of the Moresby Island Management Committee meeting held April 12, 2012 be received as presented CARRIED 4.2 Haida Gwaii Regional Recreation Commission April 19, 2012 Minutes MOVED by Director Bjorndal, SECONDED by Director Ashley, that the Minutes of the Haida Gwaii Regional Recreation Commission meeting held April 19, 2012 be received as presented CARRIED 4.3 Tlell Advisory Committee May 5, 2012 Minutes MOVED by Director Racz, SECONDED by Director Nobels, that the Minutes of the Tlell Advisory Committee meeting held May 5, 2012 be received as presented CARRIED 2 2 P a g e

6 SQCRD Regular Board Meeting Minutes May 25, Moresby Island Management Committee Incorporation Study for Sandspit 5. DELEGATIONS MOVED by Director Kulesha, SECONDED by Director Bjorndal, that the letter from the Moresby Island Management Committee regarding an Incorporation Study for Sandspit be received; AND THAT the Regional District support the incorporation study by the province for the community of Sandspit CARRIED 5.1 (Via Teleconferencing) Steve Kietzmann, Carlyle Shepherd & Co. Presentation of Audited Financial Statements for the period ending December 31, MOVED by Director Ashley, SECONDED by Director Kinney, that the draft Audited Financial Statements for the Period Ended December 31, 2011 for the Skeena-Queen Charlotte Regional District be received; AND THAT the Financial Statements be approved, with the following amendments: Statement A Replace subtitle Regional District Position with Equity in Physical Assets Schedule 1 Replace Helipad Construction with Feasibility Study Schedule 3 Replace title Statement of Changes in Capital Fund Equity with Statement of Equity in Physical Assets Schedule 4 Replace Title Consolidated Schedule of Tangible Capital Assets with Statement of Physical Assets CARRIED MOVED by Director Ashley, SECONDED by Director Kinney, that the draft Audited Financial Statements for the Period Ended December 31, 2011 for the Skeena-Queen Charlotte Regional Hospital District be received; AND THAT the Financial Statements be approved as presented CARRIED The Chair thanked Mr. Kietzmann for his presentation. Director Nobels thanked the staff for a job well done respecting the 2011 financial statements. 5.2 Keith Isherwood Employment Insurance Pilot Projects Being Cancelled Mr. Isherwood addressed the Board regarding his concerns with the federal government cancelling the Employment Insurance Pilot Projects and the impacts it will have on him and other seasonal workers in the area. The Chair thanked Mr. Isherwood for his presentation. 3 3 P a g e

7 SQCRD Regular Board Meeting Minutes May 25, FINANCE MOVED by Director Ashley, SECONDED by Director Nobels, that the Chair write a letter to Diane Finley, Minister of Human Resources, regarding the Board s concern over the cancellation of the Employment Insurance Pilot Projects and the request for the continuation of these projects; AND FURTHER THAT staff provide a report to the June Board meeting with additional information regarding this issue CARRIED 6.1 Cheques Payable over $5,000 April, 2012 MOVED by Director Kinney, SECONDED by Director Bjorndale, that the report of cheques payable for over $5,000 for the month of April, 2012 be received as presented CARRIED 7. CORRESPONDENCE 7.1 Royal Canadian Legion, Branch 244 Request for Funding from Area Directors Federal Gas Tax Refund MOVED by Director Nobels, SECONDED by Director Ashley, that the correspondence from the Royal Canadian Legion, Branch 244 requesting funding from Area Directors Federal Gas Tax Refund be received; AND THAT staff write a letter to Mr. Hetman thanking him for his request and notifying him of his organization s ineligibility for this funding CARRIED 7.2 Vancouver Island Regional Library From The Board Table MOVED by Director Nobels, SECONDED by Director Racz, that the newsletter from the Vancouver Island Regional Library called From The Board Table be received and filed CARRIED 7.3 Ministry of Finance Expert Panel Review of Business Taxation and the Municipal Revenue Sources Review MOVED by Director Kulesha, SECONDED by Director Ashley, that the correspondence from Ministry of Finance regarding Expert Panel Review of Business Taxation and the Municipal Revenue Sources Review be received and filed CARRIED 4 4 P a g e

8 SQCRD Regular Board Meeting Minutes May 25, UBCM In The House MOVED by Director Bjorndale, SECONDED by Director Racz, that the newsletter from the Union of BC Municipalities called In The House be received and filed CARRIED 7.5 Corporation of the City of New Westminster Formation of a UBCM Railway Committee MOVED by Director Bjorndal, SECONDED by Director Nobels, that the correspondence from the Corporation of the City of New Westminster regarding the Formation of a UBCM Railway Committee be received and filed CARRIED 7.6 Emergency Management BC Emergency Management and Regional Operations MOVED by Director Kinney, SECONDED by Director Nobels, that the correspondence from Emergency Management BC regarding Emergency Management and Regional Operations be received and filed CARRIED 7.7 Ministry of Forests, Lands and Natural Resource Operations Heritage Lighthouses May 29 Deadline Approaching MOVED by Director Nobels, SECONDED by Director Ashley, that the correspondence from the Ministry of Forests, Lands and Natural Resource Operations regarding Heritage Lighthouses be received and filed CARRIED 7.8 Ministry of Justice New Metal Dealers and Recyclers Act MOVED by Director Bjorndal, SECONDED by Director Racz,that the correspondence from the Ministry of Justice regarding New Metal Dealers and Recyclers Act be received and filed CARRIED 7.9 City of Vancouver Bylaw for Liability Insurance Requirements for Oil Tankers and Pipelines that could Spill into Burrard Inlet or the Fraser River MOVED by Director Kulesha, SECONDED by Director Nobels, that the correspondence from the City of Vancouver regarding a Bylaw for Liability Insurance Requirements for Oil Tankers and Pipelines that could Spill into Burrard Inlet or the Fraser River be received and filed CARRIED 5 5 P a g e

9 SQCRD Regular Board Meeting Minutes May 25, City of Langley Proposed Transport Canada s Railway Roadway Grade Crossing Regulations MOVED by Director Ashley, SECONDED by Director Racz, that the correspondence from the City of Langley regarding their concerns concerning the proposed Transport Canada s Railway-Roadway Grade Crossing Regulations be received and filed CARRIED 8. REPORTS RESOLUTIONS 8.1 Recycling Operations Manager Recycling Drop-Off Bins MOVED by Director Kulesha, SECONDED by Director Nobels, that the report from the Recycling Operations Manager regarding Recycling Drop-Off Bins be received; AND THAT the issue of recycling drop-off bins be referred to a future Board meeting once a decision has been made regarding the purchase of a new baler CARRIED 8.2 Recycling Operations Manager Extension of Operational Hours MOVED by Director Nobels, SECONDED by Director Putterill, that the report from the Recycling Operations Manager regarding the Extension of Operational Hours be received; AND THAT the operational hours of the Regional Recycling Depot not be extended at the present time CARRIED 8.3 Chief Administrative Officer and Islands Solid Waste Operations Manager Queen Charlotte Village Recycling Depot MOVED by Director Ashley, SECONDED by Director Racz, that the report from the Chief Administrative Officer and Islands Solid Waste Operations Manger regarding the Village of Queen Charlotte Recycling Depot be received CARRIED MOVED by Director Gould, SECONDED by Director Kulesha, that staff examine options for alternate service at the Queen Charlotte Village Recycling Depot CARRIED 6 6 P a g e

10 SQCRD Regular Board Meeting Minutes May 25, 2012 MOVED by Director Ashley, SECONDED by Director Kulesha, that staff provide a report to the Board regarding optiolns on charging businesses for cardboard drop-off at the Queen Charlotte Village Recycling depot CARRIED 8.4 Chief Administrative Officer Tsunami Debris MOVED by Director Kulesha, SECONDED by Director Racz, that the report from the Chief Administrative Officer regarding Tsunami Debris be received; AND THAT the Premier of British Columbia, along with a senior representative from Fisheries and Oceans Canada, be invited to meet with the Board regarding the Tsunami Debris issue; AND FURTHER THAT staff contact the UBCM Executive to inquire whether Tsunami Debris (the problem and potential solutions) will be on the 2012 Convention agenda for discussion CARRIED MOVED BY Director Nobels, SECONDED by Director Kulesha, that the Chair write to the Coastal Community Network to inquire whether they can provide support for coastal communities in addressing emerging issues around tsunami debris; AND THAT the letter be copied to Gary Coons, North Coast MLA and Nathen Cullen, MP, Skeena-Bulkley Valley CARRIED 8.5 Haida Gwaii Regional Recreation Co-ordinator Haida Gwaii Recreation April 2012 Report MOVED by Director Bjorndale, SECONDED by Director Nobels, that the Haida Gwaii Regional Recreation Co-ordinator s April, 2012 report be received and filed CARRIED 8.6 Treasurer General Strategic Priorities Fund (Gas Tax) MOVED by Director Bjorndal, SECONDED by Director Racz, that the Treasurer s report on General Strategic Priorities Fund (Gas Tax) be received and filed CARRIED 7 7 P a g e

11 SQCRD Regular Board Meeting Minutes May 25, Chief Administrative Officer - Appointment of Officer Positions MOVED by Director Bjorndal, SECONDED by Director Putterill, that the Board receives the staff report on Appointment of Officer Positions; AND THAT the Board confirms the appointment of Joan Merrick as Chief Administrative Officer and Jennifer Robb as Treasurer; AND THAT the Board appoint Joan Merrick as Corporate Officer and Joanne Fraser as Deputy Corporate Officer for the Skeena-Queen Charlotte Regional District; AND THAT the Board appoint Joan Merrick as Deputy Treasurer; AND FURTHER THAT Joanne Fraser be added as an authorized signatory for the Credit Union bank account CARRIED 8.8 Chief Administrative Officer Draft Board Policy Use of Skeena-Queen Charlotte Regional District Branding MOVED by Director Nobels, SECONDED by Director Racz, that the Board receives the staff report Draft Board Policy Use of Skeena-Queen Charlotte Regional District Branding. AND THAT the Use of Skeena-Queen Charlotte Regional District Branding Policy be adopted as presented. It was moved by Director Putterill, seconded by Director Gould, to amend the motion by replacing as presented with as amended, deleting 4c) communication by committees or commissions established by Regional District bylaw. DEFEATED The main motion was adopted CARRIED Director Putterill opposed. 8.9 Deputy Corporate Officer - UBCM Resolution Emergency Services Funding MOVED by Director Ashley, SECONDED by Director Nobels, that the staff report regarding a draft resolution on emergency services funding be received; AND THAT the Board adopt the following resolution for submissions to UBCM: Emergency Services Funding WHEREAS small rural and urban Local Governments are struggling to provide adequate emergency services and training due to escalating costs and insufficient federal and provincial funding, which compromises the safety and well-being of its citizens; 8 8 P a g e

12 SQCRD Regular Board Meeting Minutes May 25, 2012 AND WHEREAS the federal government announced that federal contributions for emergency projects under the Joint Emergency Preparedness Program (JEPP) will end in 2013; THEREFORE IT BE RESOLVED that UBCM peitition the federal government to reverse its decision and reinstate federal funding for emergency projects under JEPP past CARRIED 8.10 Administrative Assistant - Support for Participation of the ShakeOut BC Drill 9. BYLAWS MOVED by Director Putterill, SECONDED by Director Nobels, that the Board hereby approves participating in the Great BC ShakeOut hereto by taking time to recognize and acknowledge the importance of preparing our Regional District for the purposes of building a safer community and reducing the loss of lives and property from a major earthquake event by taking proactive steps today CARRIED 9.1 Planning Memo - Bylaws 538 and Public Hearing MOVED by Director Racz, SECONDED by Director Ashley, that the Planning Memo from the Chief Administrative Officer regarding the Public Hearing for Bylaws 538 and be received CARRIED 9.2 Bylaw No , 2012, Being a Bylaw to amend the Rural Graham Island Official Community Plan Bylaw No. 532 MOVED by Director Racz, SECONDED by Director Kinney, that the Rural Graham Island Official Community Plan Amendment Bylaw No , 2012 be given third reading CARRIED MOVED by Director Racz, SECONDED by Director Nobels, that the Rural Graham Island Official Community Plan Amendment Bylaw No , 2012 be adopted CARRIED 9 9 P a g e

13 SQCRD Regular Board Meeting Minutes May 25, Bylaw No. 538, 2012, Being a Bylaw to amend the Graham Island Interim Zoning Bylaw No. 192 MOVED by Director Bjorndal, SECONDED by Director Ashley, that the Rural Graham Island Interim Zoning Amendment Bylaw No. 538, 2012 be given third reading; CARRIED MOVED by Director Racz, SECONDED by Director Kulesha, that the Rural Graham Island Interim Zoning Amendment Bylaw No. 538, 2012 be adopted CARRIED 9.3.i. Planning Memo Zoning and OCP Amendment Sandspit (Hatchery) MOVED by Director Ashley, SECONDED by Director Bergman, that the Planning Memo from the Chief Administrative Officer regarding the Zoning and OCP Amendment Sandspit (Hatchery) be received; AND THAT staff proceed with referrals to the agencies identified in Appendix B of the report and with adjacent property owners; AND THAT the Public Hearing be scheduled for July 19 th, 2012 in Sandspit; AND FURTHER THAT Director Putterill be appointed as Chair for the Public Hearing CARRIED 9.4 Bylaw No. 543, 2012 Being a Bylaw to amend the Moresby Island Official Community Plan Bylaw No (re: Sandspit Hatchery) MOVED by Director Kulesha, SECONDED by Director Nobels, that the Moresby Island Official Community Plan Amendment Bylaw No. 543, 2012 be deferred to the June 22 nd Skeena-Queen Charlotte Regional District Board meeting CARRIED 9.5 Bylaw No. 544, 2012 Being a Bylaw to amend the Moresby Island Interim Zoning Bylaw No. 186 (re: Sandspit Hatchery) MOVED by Director Kulesha, SECONDED by Director Nobels, that the Moresby Island Interim Zoning Amendment Bylaw No. 544, 2012 be deferred to the June 22 nd Skeena-Queen Charlotte Regional District Board meeting CARRIED P a g e

14 SQCRD Regular Board Meeting Minutes May 25, i. Planning Memo Zoning and OCP Amendment Sandspit Golf Course MOVED by Director Nobels, SECONDED by Director Kulesha, that the Planning Memo from the Chief Administrative Officer regarding the Zoning and OCP Amendment - Sandspit Golf Course be received; AND THAT staff proceed with referrals to the agencies identified in Appendix B of the memo and with adjacent property owners; AND THAT the Public Hearing be scheduled for July 19 th, 2012 at 7:00 p.m. in Sandspit; AND FURTHER THAT Director Putterill be appointed as Chair for the Public Hearing CARRIED 9.6 Bylaw No. 545, 2012, Being a Bylaw to amend the Moresby Island Official Community Plan Bylaw No. 236 (re: Sandspit Golf Course) MOVED by Director Ashley, SECONDED by Director Racz, that the Moresby Island Official Community Plan Amendment Bylaw No. 545, 2012 be deferred to the June 22 nd Skeena-Queen Charlotte Regional District Board meeting CARRIED 9.7 Bylaw No. 546, 2012 Being a Bylaw to amend the Moresby Island Interim Zoning Bylaw No. 186 (re: Sandspit Golf Course) 10. LAND REFERRALS MOVED by Director Ashley, SECONDED by Director Racz, that the Moresby Island Interim Zoning Amendment Bylaw No. 546, 2012 be deferred to the June 22, 2012 Skeena-Queen Charlotte Regional District Board meeting CARRIED 10.1 Province of BC Referral Request # , Location: Porcher Island/Egeria Mountain MOVED by Director Bergman, SECONDED by Director Kinney, that the Province of BC Referral Request No for Porcher Island/Egeria Mountain be received; AND THAT the Board of the Skeena-Queen Charlotte Regional District supports the application by Fisheries and Oceans Canada for a map reserve on Porcher Island/Egeria Mountain for the purpose of installing a communication tower for safety and emergency response to marine vessel traffic CARRIED P a g e

15 SQCRD Regular Board Meeting Minutes May 25, Forests, Lands and Natural Resource Operations Request # , Location: Area A, Russell Arm, Part of Lot 1, Sub Lot A, DL 1991, Range 5, Coast District, Plan 1350 MOVED by Director Nobels, SECONDED by Director Ashley, that the Forests, Lands and Natural Resource Operations Request No be received for information CARRIED 11. NEW/OLD BUSINESS 11.1 Presentation of Recycling Award The Chair presented staff with the Top 100 Participants Award from Call2Recycle Canada for the Regional District s continued commitment to the reclamation and recycling of batteries and cell phones through the Call2Recycle program. (Joan Merrick, Chief Administrative Officer, accepted the award on behalf of Tim Des Champ, Recycling Operations Manager.) The Call2Recycle is a program of the Rechargeable Battery Recycling Corporation (a non-profit public service organization) promoting environmental sustainability by providing free battery and cell phone recycling in North America. The Board congratulated Tim Des Champ and his team for their good work Director Des Nobels - Arrange for Meeting at UBCM MOVED BY Director Nobels, SECONDED by Director Bergman, that staff arrange a meeting at the UBCM Convention with the Ministry of Transportation and Infrastructure regarding the road conditions in Dodge Cove and Oona River and the request for gravel upgrading CARRIED 11.3 Director Evan Putterill BC Ferries Update (Verbal) Director Putterill provided an update on the changes announced to the BC Coastal Ferry Act. He stated there will be positive changes, such as the following: more uniformity concerning fare increases over all routes; BC Ferries is being forced to look for business efficiencies; There will be a $10 million increase in funding over three years. Director Putterill stated there were negatives as well, such as: Fare increases will continue; Fare increases will be based on out-of-date ridership numbers; Government will force $30 million of service cuts which will affect low utilization routes such as the Kooner route to Haida Gwaii and the Inside Passage route; and The core service decreases will coincide with the fare increases P a g e

16 SQCRD Regular Board Meeting Minutes May 25, 2012 MOVED by Director Kulesha, SECONDED by Director Nobels, that the Chair write to the Ministry of Transportation and Infrastructure regarding the Board s concerns over the impact of continuing fare increases and service cuts and expressing the Board s willingness to work with the provincial government to develop appropriate service levels that would provide greater efficiency CARRIED 12. PUBLIC QUESTION PERIOD There were 2 questions from the public. 13. IN-CAMERA 13.1 The Board moved to an In-Camera meeting under Section 90(1)(c) and (k) of the Community Charter labour relations and other employee relations and negotiations and related discussions respecting the proposed provision of a municipal service that are at their preliminary stages and 14. ADJOURNMENT 14.1 MOVED by Director Kulesha, SECONDED by Director Racz, that the Regular Board meeting of the Skeena-Queen Charlotte Regional District be adjourned at 9:45 p.m CARRIED Certified correct: Approved & adopted: Joan Merrick Chief Administrative Officer Barry Pages Chair P a g e

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38 Item 6.2 Skeena-Queen Charlotte Regional District Cheques payable over $5,000 - MAY, 2012 Payable To Date Amount Purpose A.J. Finlayson Architect 7-May $7, Sandspit Community Centre Big Red Enterprises Ltd. 7-May $16, April, 2012 Garbage Collection Contract Misty Isles Economic Development Society 7-May $15, Haida Gwaii Trail Strategy Invoices 67 & 73 KGC Fire Rescue 11-May $64, JEPP SUFD Vadim Software 11-May $11, Receiver General for Canada 17-May $10, Vadim Training & Expenses, Task 1147, 822 and 895 April 20, 2012 Payroll Remittance TOTAL CHEQUES OVER $5,000: $125, N:\Cheques Over $5000\2012\MAY 35

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42 Item 7.2 MEMBER RELEASE June 11, 2012 TO: FROM: RE: Chair & Board Mayor & Council Councillor Barbara Steele Chair, Nominating Committee Call for Nominations for UBCM Executive UBCM is the collective voice for local government in BC. The membership signals the directions it wants to pursue during the Annual Convention. The members elect an Executive during the Convention to ensure the directions set by the general membership are carried forward. The Executive also provides direction to the UBCM between Conventions. This circular is notice of the UBCM Executive nomination process, including information about the positions open for nomination and the procedures for nomination. 1. Positions Open to Nominations The following Executive positions are open for nomination: President First Vice-President Second Vice-President Third Vice-President Director at Large (5 positions) Small Community Representative Electoral Area Representative Vancouver Metro Area Representative (2 positions) Information on the responsibilities and commitments of UBCM Executive members is attached as Appendix B. Information on nominations and elections procedures is attached as Appendix C. The relevant extract from the UBCM Bylaws is attached as Appendix D. 2. Qualifications for Office Each candidate must be an elected official from a UBCM member local government. A candidate for Small Community Representative must be from the council of a village, or a municipality with a population not greater than 2,500. A candidate for Electoral Area Representative must be an Electoral Area Director on a regional district board. A candidate for Vancouver Metro Area Representative must be an elected official from either or both a member municipality of the GVRD, or the GVRD Board. 3. Nomination Process A candidate must be nominated by two elected officials from a UBCM member local government, using the attached nomination and consent form (Appendix A). Call for Nominations for UBCM Executive Page 1 of ubcm.ca

43 The Nominating Committee reviews the qualifications of each candidate. The members of the 2012 Nominating Committee are: Councillor Barbara Steele, Immediate Past President, UBCM, Chair Chair Art Kaehn, North Central Local Government Association Councillor Harry Kroeker, Southern Interior Local Government Association Mayor Christina Benty, Association of Kootenay & Boundary Local Governments Councillor Lorrie Williams, Lower Mainland Local Government Association Chair Joe Stanhope, Association of Vancouver Island & Coastal Communities 4. Advance Nominations & Nominating Committee Report The Nominating Committee will prepare a Report on Nominations including, at the candidate s option, a photo and 300-word biography. The Report on Nominations will be distributed to all UBCM members for their consideration, in mid-august. To be included in this report, nominations must be received by July 31, Nominations submitted for inclusion in the Report on Nominations are deemed advance nominations. It is to a candidate s advantage to submit an advance nomination, since the candidate s name, photo and biography will appear in the Report on Nominations distributed to every UBCM member elected official prior to Convention. 5. Nominations Off the Floor Any qualified candidate may be nominated off the floor at the Convention. Nominations from the floor will be solicited at specific times during the Convention. Please refer to the Report on Nominations or the Convention Program for these times. As with advance nominations, the candidate must be nominated by two elected officials from a UBCM member local government. 6. Further Information The Call for Nominations, Nomination & Consent Form, and related background information are available on the UBCM website under Convention > Nominations & Elections. All other inquiries should be directed to: Councillor Barbara Steele Chair hbsteele@surrey.ca Chair, Nominating Committee Chair tel: UBCM Shellbridge Way Richmond BC V6X 2W9 UBCM Contact: Marie Crawford mcrawford@ubcm.ca Associate Executive Director Tel: ext /60/Call for Nominations-Items/Call for Nominations Call for Nominations for UBCM Executive Page 2 of ubcm.ca

44 APPENDIX A 1NOMINATIONS FOR THE 2012/2013 UBCM EXECUTIVE We are qualified under the UBCM Bylaws to nominate 1 a candidate and we nominate: Name: Position (Mayor/Chair/Councillor/Director): Local government: Nominated for: NOMINATED BY: Name: Position: Muni/RD: Signature: Date: Name: Position: Muni/RD: Signature: Date: CONSENT FORM I consent to this nomination and attest that I am qualified to be a candidate for the office I have been nominated to pursuant to the UBCM Bylaws 2. I will also forward by July 31, 2012 to the Chair of the Nominating Committee, the following documentation: Nomination & Consent Form, completed and signed; Portrait photograph* (resolution: 300 ppi; size: 600x400 px; format: TIFF or JPEG); and Biographical information*. The maximum length of such information shall be 300 words. If the information provided is in excess, the Nominating Committee Chair shall return it once for editing; if it still exceeds 300 words the Nominating Committee Chair shall edit as required. * Photo and bio will be published in the Report on Nominations. CANDIDATE: Name: Position: Local government: Nominated for: Signature: Date: Photograph, biographical information, and completed Nomination & Consent Form should be submitted to the attention of the Chair, Nominating Committee, via mcrawford@ubcm.ca. Submission Deadline: July 31, Nominations require two elected officials of members of the Union [Bylaw 4(b)]. 2 All nominees to the Executive shall be elected representatives of a member of the Union [Bylaw 3(c)]. Nominees for Electoral Area Representative, Small Community Representative and Vancouver Metro Area Representative must hold the appropriate office. 1215/60/Call for Nominations-Items/Nomination Form Call for Nominations for UBCM Executive Page 3 of 11 41

45 BACKGROUND INFORMATION FOR CANDIDATES TO THE UBCM EXECUTIVE APPENDIX B 1. RESPONSIBILITY OF UBCM EXECUTIVE Under the UBCM Bylaws: The Executive shall have the power and it shall be their duty to put into effect the will of the Union as expressed by resolutions at any of its meetings. Between meetings they shall manage the affairs of the Union and shall report all the transactions of the year to the Annual Convention. 2. UBCM EXECUTIVE STRUCTURE President First Vice-President Second Vice-President Third Vice-President Director at Large (5 positions) Small Community Representative Electoral Area Representative Vancouver Representative GVRD (Metro Vancouver) Representative Immediate Past President Area Association Rep. (5 positions) Vancouver Metro Area Rep. (2 positions) Committees The President appoints Executive members to Committees of which the following are currently active: Presidents Resolutions Convention Community Safety Environment Healthy Communities First Nations Relations Community Economic Development 3. EXECUTIVE MEETINGS The full Executive meets six times a year, following this general pattern: Friday, the last day of the Annual Convention (1 hour) Second or third week November Second or third week of January Second or third week of April (except if held in conjunction with an Area Association meeting) Third full week of July Sunday preceding the Annual Convention (half day) Executive meetings, other than those in conjunction with the Convention, usually take place over a Thursday and Friday. Committee meetings are held Thursday and the full Executive meets on Friday. Some Committees' activities require attendance at meetings or conferences throughout the year. This is usually a two or three day added commitment except for Committee Chairs or Table Officers who may be called on for more regular representation. Travel expenses and a per diem for meals and incidentals are provided for all activities on behalf of UBCM. However, for Executive members attending the Annual Convention, UBCM provides reimbursement only for the added expenses that would not normally be incurred by attending as a delegate from a local government. Each Executive member generally serves on two committees. 1215/60/Call for Nominations-Items/Background Info for Candidates Call for Nominations for UBCM Executive Page 4 of 11 42

46 APPENDIX C UBCM EXECUTIVE NOMINATION & ELECTION PROCEDURES UBCM EXECUTIVE STRUCTURE The ongoing administration and policy work of the UBCM is governed by an Executive Board that is elected and appointed at the Annual Convention. The Board is comprised of 21 members, with the following structure: 13 Elected Positions President First Vice-President Second Vice-President Third Vice-President Director at Large (5 positions) Small Community Representative Electoral Area Representative Vancouver Metro Area Representative (2 positions) 8 Appointed Positions Immediate Past President Vancouver Representative GVRD (Metro Vancouver) Representative Area Association Representatives: AKBLG, AVICC, LMLGA, NCLGA & SILGA NOMINATING COMMITTEE In accordance with the UBCM Bylaws, a Nominating Committee is appointed to oversee the nomination and election process. The Committee is comprised of the Immediate Past President and representatives of the five Area Associations. NOMINATION PROCESS May/June Nominating Committee will circulate a Call for Nominations notice that will contain the following information: positions open for nomination process for nomination qualifications for office role of Nominating Committee closing date for nominations to be included in the Report on Nominations general duties of an Executive member The Call for Nominations will include instructions on how to access additional information on UBCM Executive responsibilities and how to submit a nomination. July 31, 2012 Advance nominations close all candidates must have their documentation submitted. Following the July 31 advance nomination deadline, the Nominating Committee will review nominees qualifications and prepare the Report on Nominations. It is not the role of the Nominating Committee to recommend any one candidate. The Committee s mandate is to ensure nominations are complete and in accordance with policies and procedures. Call for Nominations for UBCM Executive Page 5 of 11 43

47 APPENDIX C Mid-August The Report on Nominations will be distributed to all UBCM members and will include the following information for each candidate: name and the position for which he or she has been nominated portrait photograph biographical information On-Site at Convention Any qualified candidate may be nominated off the floor of the Convention. The specific times when nominations will be accepted from the floor are given below. ELECTION PROCESS Step 1 Election of Table Officers WEDNESDAY, SEPTEMBER 26 9:20 a.m. Nominating Committee presents the list of advance nominees for positions of President, First Vice-President, Second Vice-President, and Third Vice- President. 11:55 a.m. Nominations from the floor for Table Officer positions. 2:15 p.m. Candidate speeches if necessary. 2:30-5:00 p.m. Elections for Table Officer positions (as necessary). THURSDAY, SEPTEMBER 27 8:00-9:00 a.m. Elections continue for Table Officer positions (as necessary). Step 2 Election of Remaining Executive Positions THURSDAY, SEPTEMBER 27 8:30 a.m. Nominating Committee presents the list of advance nominees for Director at Large, Small Community Representative, Electoral Area Representative and Vancouver Metro Area Representative. 11:25 a.m. Nominations from the floor for the above positions. 11:30 a.m. Candidate speeches if necessary. 2:30-5:00 p.m. Elections for remaining Executive positions (as necessary). FRIDAY, SEPTEMBER 28 7:30-8:30 a.m. Elections continue for remaining Executive positions (as necessary). For further information on the nomination and election process, please contact the Chair of the UBCM Nominating Committee. 1215/60/Call for Nominations-Items/Nomination and Election Procedures Call for Nominations for UBCM Executive Page 6 of 11 44

48 APPENDIX D EXTRACT FROM THE UBCM BYLAWS: EXECUTIVE COMPOSITION, NOMINATIONS & ELECTIONS UBCM BYLAWS SECTIONS 2 TO 5 2. OFFICERS: The Officers of the Union shall be: President, First Vice-President, Second Vice-President, and Third Vice-President. 3. EXECUTIVE: (a) There shall be an Executive which shall be composed of: the Officers of the Union; the Immediate Past President, who shall be the last president to have completed the term of office as President; a Vancouver Representative, who shall be a member of the Vancouver City Council; a Small Community Representative, who shall be a member of a Council of a Village or a municipality with a population not greater than 2,500; an Electoral Area Representative, who shall be an Electoral Area Director of a Regional Board; a GVRD Representative who must be a member of the GVRD Board; five Directors representing the five Area Associations as defined in Section 21; five Directors at Large; and two representatives ( Vancouver Metro Area Representatives ) who must be elected members of either or both a council of a member municipality of the GVRD or of the GVRD Board. The members of the Executive shall be the Directors of the Union. (b) The Officers, the Directors at Large, the Small Community Representative, the Electoral Area Representative and the Vancouver Metro Area Representatives, shall be elected annually at the Annual Convention, and except as herein otherwise provided, shall hold office until their successors are elected at the next Annual Convention. The Vancouver Representative shall be appointed annually by the Vancouver City Council, the GVRD Representative shall be elected annually by the Board of the GVRD, and the five Area Association Directors shall each be appointed by their respective Area Associations as identified in Section 21. All such appointments shall be communicated to the Nominating Committee by the appointing body pursuant to Section 4(b). (c) Except for the Immediate Past President, all members of the Executive, including Officers of the Union, shall hold office only so long as they remain elected representatives of a member of the Union. If a person holding the office of Immediate Past President ceases to be an elected representative of a member of the Union while holding the office such person shall only hold the office for the remainder of the then current term. (d) No person shall hold a position as Officer of the Union unless elected as an Officer by the membership of the Union and no person shall be elected more than twice, whether consecutively or otherwise, as President of the Union. Call for Nominations for UBCM Executive Page 7 of 11 45

49 APPENDIX D In the event of a vacancy occurring amongst the Officers, the next ranking Officer willing to serve shall fill the vacancy, provided that if the office of President cannot for any reason be filled as aforesaid, the Executive shall call a special election for the office of President and such election may be held by a mail ballot pursuant to the rules and procedures established and determined by the Executive. In the event of a vacancy: amongst the Officers, other than President, the Executive may appoint, from amongst persons qualified to be elected to the Executive, Acting Directors at Large equal to the number of vacancies; amongst the Directors at Large, the Small Community Representative, the Electoral Area Representative, or the Vancouver Metro Area Representatives, the Executive may appoint a person qualified to hold the office to fill the position for the term remaining; in the position of Vancouver Representative, GVRD Representative or amongst the five Directors appointed by the Area Associations such vacancies shall be filled in the manner of the original appointment. (e) The Union shall pay the expenses of the Executive incurred on authorized business of the Union, except for attendance at the annual Convention. For attendance at the Executive meeting immediately preceding the annual Convention such expenses shall be limited to the per diem rates and extra hotel accommodation costs incurred for the period of that Executive meeting only. No travelling expenses nor any part of other expenses ordinarily incurred by Executive members in attending the annual Convention will be borne by the Union. In the event that the Immediate Past President no longer holds municipal office, while still remaining a member of the Executive, his or her expenses incurred in attending the annual Convention and the Executive meeting immediately prior to it shall be paid by the Union. 4. NOMINATIONS FOR ELECTION OF OFFICERS AND EXECUTIVE: (a) There is constituted a committee of the Executive to be known as the Nominating Committee consisting of the Immediate Past President (if any) and the five appointed Area Association Directors provided that where any of the five appointed Area Association Directors declares an interest in seeking election to the Executive of the Union, the Area Association that appointed such Area Association Director may name another elected official of a member of the Union to serve on the Nominating Committee. (b) The Nominating Committee shall elect a Chair from amongst the members of the Committee and shall prior to the Annual Convention: issue a call for nominations for each of the positions of Officer of the Union and for the positions of Small Community Representative, Electoral Area Representative, the five Directors at Large, and the Vancouver Metro Area Representatives; encourage potential nominees to come forward as candidates for office and as requested provide information to such person relating to duties, responsibilities and roles pertaining to the various offices; review the credentials of nominees to ensure that each nominee is qualified to hold office pursuant to Section 4(j); accept qualified nominees nominated by two elected officials of members of the Union; obtain the name of a qualified person who has been appointed by the City of Vancouver to assume office as the Vancouver Representative, the name of the GRVD Representative and the names of the five Area Association Directors who have each Call for Nominations for UBCM Executive Page 8 of 11 46

50 APPENDIX D been appointed to assume the office of Area Association Director by the respective Area Association; at least 30 days prior to the Annual Convention, prepare and provide to all members of the Union a report on nominations accepted for each office that have been received by the close of business on the last business day of July and on the persons appointed by the City of Vancouver, by the GVRD and the five Area Associations. Such report shall be neutral and the Nominating Committee shall not recommend any nominee or group of nominees. (c) In making its report the Nominating Committee, taking into consideration the names of appointees submitted by the City of Vancouver, the GVRD and the five Area Associations, shall ensure they are balanced and representative nominations including: that sufficient nominations are received; that each general area of the Province is represented on the Executive nominated or appointed. The Nominating Committee shall not recommend any nominee or group of nominees. (d) The Chair of the Nominating Committee, during the morning session of the first day of the Annual Convention, shall present the nominations for the positions of Officers on the UBCM Executive, i.e. President, First Vice-President, Second Vice-President, and Third Vice- President. After the Chair's report on these positions has been read, the Chair shall call for nominations from the floor for each of the positions of Officers, in addition to the names presented by the Nominating Committee. (e) If, at the close of nominations, only one candidate for each position of Officer stands validly nominated, the Chair of the Nominating Committee shall forthwith proclaim the candidate elected. (f) If, at the close of nominations, more than one candidate stands validly nominated for any of the positions of Officers, the Chair of the Nominating Committee shall cause an election to be held. (g) On the second day of the Annual Convention at the time after the results of the election of Officers has been announced, the Chair of the Nominating Committee shall present the nominations for the positions of: Small Community Representative; Electoral Area Representative; for the five positions of Director at Large; and the two Vancouver Metro Area Representatives. After the Chair's report on these positions has been read, the Chair shall call for nominations from the floor for each of the positions of Small Community Representative, Electoral Area Representative, for the five positions of Director at Large, and the two Vancouver Metro Area Representatives. (h) If, at the close of nominations: only one person stands validly nominated for the position of Small Community Representative, or only one person stands validly nominated for the position of Electoral Area Representative, or in the case of the five positions of Directors at Large, only five persons stand validly nominated; or in the case of the two Vancouver Metro Area Representatives, only two persons stand validly nominated, the Chair of the Call for Nominations for UBCM Executive Page 9 of 11 47

51 APPENDIX D Nominating Committee shall forthwith declare the only candidates in each of the categories to be elected. (i) If, at the close of nominations, more than one person stands validly nominated for the positions of Small Communities Representative, Electoral Area Representative, or in the case of the five positions of Director at Large, more than five persons stand validly nominated, or in the case of the two Vancouver Metro Area Representatives more than two persons stand validly nominated, the Chair shall cause an election to be held. (j) Where a nomination is made from the floor, the nominators must advise the Chair that the nominee is qualified pursuant to Section 3 to hold the office and that he or she has consented to be nominated. The Chair shall forthwith ask the nominee to confirm such consent from the floor and if the nominee is not present on the floor at the time of nomination, the nominators may either withdraw the nomination or immediately provide the Chair with the written and signed consent of the nominee. (k) Nominations shall require two nominators. The nomination shall state only the candidate s name, elected office, municipality, regional district or other membership affiliation, and Area Association, and that the consent of the person nominated has been received. 5. ELECTION OF OFFICERS AND EXECUTIVE: (a) If, at the close of nominations, more than one candidate stands validly nominated for each position of the Officers, and for the position of Small Community Representative, and for the position of Electoral Area Representative, or in the case of the five positions of Director at Large, more than five such candidates stand, or in the case of the two Vancouver Metro Area Representatives, more than two candidates stand, the Chair of the Nominating Committee shall cause elections to be held as may be required. (b) The election of Officers shall be held on the afternoon of the first day and the morning of the second day of the Annual Convention. (c) The election of Small Community Representative, Electoral Area Representative, the five positions of Director at Large, and the two positions of Vancouver Metro Area Representative shall be held on the afternoon of the second day and the morning of the third day of the Annual Convention. (d) If any election is to be held, ballot papers shall be prepared and distributed. In the case of an election for Officer positions, one ballot shall be used. In the case of elections for Small Community Representative, Electoral Area Representative, the five positions of Director at Large, and the two Vancouver Metro Area Representatives, individual ballots shall be used for each category. The names of the candidates shall be printed alphabetically in order of surnames on the ballots, and shall show only the candidates names, official positions, municipality, regional district or other member affiliation and Area Association. Before any ballot is taken, any person nominated may decline or withdraw his or her name by giving two hours notice thereof following the time of the candidates speeches. (e) Scrutineers shall be appointed by the President and it shall be among the duties of such Scrutineers to count the votes on such ballots and declare the result of such elections to the Chair of the Nominating Committee who shall report the results of the elections to the Convention. In the case of a ballot vote being held for the five positions of Director at Large, and the two Vancouver Metro Area Representatives, all ballots marked for more than the number to be elected shall be counted as spoiled ballots. Call for Nominations for UBCM Executive Page 10 of 11 48