DISTRICT OF ELKFORD REGULAR COUNCIL MEETING February 9, :00 P.M. COUNCIL CHAMBERS

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1 DISTRICT OF ELKFORD REGULAR COUNCIL MEETING February 9, :00 P.M. COUNCIL CHAMBERS Elkford's Mission - Through innovative leadership we provide opportunities for responsible growth, in harmony with industry and the environment. We take advantage of opportunities that enhance affordable community living and sustain the quality of life citizens, businesses and visitors expect. Page 1. INTRODUCTION OF LATE ITEMS None. 2. APPROVAL OF THE AGENDA (a) Adoption of Agenda, February 9, ADOPTION OF MINUTES (a) Adoption of January 26, 2009 Regular Council Minutes (b) Adoption of February 2, 2009 Special Council Minutes 4. PETITIONS & DELEGATIONS 16 (a) (b) Corporal Tom Brannigan RCMP Quarterly Report, October 1 to December 31, 2008 Allen Pollard, Planning Forester BC Timber Sales 5. UNFINISHED BUSINESS None CORRESPONDENCE (a) Bear proofing garbage containers from Kathy Zarchukoff, dated January 31, from Kathy Zarchukoff, dated October 29, (b) BC Ambulance Service Information Update Page 1 of 41

2 Regular Meeting of Council of February 9, 2009 Agenda Page CORRESPONDENCE (c) Recycling Council of British Columbia Membership Approval (d) (e) Scouts and Guides Community Service Project Support for Annual "Hike for Hunger" BC Timber Sales, Kootenay Business Area Map of planned development in Elkford 7. MUNICIPAL OFFICIAL'S REPORTS (a) In Camera Meeting at close of Regular Council Meeting as per s. 90. (1) (c), (e) & (l) of the Community Charter; (c) labour relations or other employee relations; (e) the acquisition, disposition or expropriation of land or improvements, if the council considers that disclosure could reasonably be expected to harm the interests of the municipality; (l) discussions with municipal officers and employees respecting municipal objectives, measures and progress reports for the purposes of preparing an annual report under section 98 (annual municipal report); (b) Monthly Reports for January Chief Administrative Officer Corporate Services Public Works Leisure Services Fire Rescue and Emergency Services Financial Services Development Services Bylaw Enforcement BYLAWS (a) Bylaw No. 701, a Bylaw to amend the Elk Valley Property Tax Sharing Agreement Bylaw No. 696 Report by N. Everett, DCS Adoption 9. OTHER BUSINESS None. 10. MAYOR AND COUNCILLOR'S REPORTS & COMMITTEE BUSINESS 11. PUBLIC QUESTION PERIOD 12. ADJOURNMENT Page 2 of 41

3 Regular Meeting of Council of February 9, 2009 Agenda Page 12. ADJOURNMENT (a) Move to adjourn Page 3 of 41

4 Adoption of January 26, 2009 Regular Council Minutes Page 4 of 41

5 DISTRICT OF ELKFORD REGULAR COUNCIL MEETING Minutes January 26, 2009 Present: Absent: Staff Present: Mayor McKerracher Councillor McGregor Councillor Conibear Councillor Robinson Councillor McLean Councillor Stanley Jesse Huisman, Youth Representative Councillor Wildeman Corien Speaker, Chief Administrative Officer Norma Everett, Director, Corporate Services Curtis Helgesen, Director, Financial Services John Eastwood, Director, Leisure Services Bernie Van Tighem, Director, Fire Rescue & Emergency Services Duncan McDonald, Public Works, Superintendent There being a quorum of Council, Mayor McKerracher called the meeting to order at 6:02 p.m. INTRODUCTION OF LATE ITEMS (a) Adoption of Late Item Agenda # Moved,Seconded THAT Council accept the Late Item agenda; 3(b) Adoption of the minutes of January 7, 2009 Special Meeting; 7(a) Community Centre Project Committee and 7(d) Towns for Tomorrow Grant, Mountain Meadows Golf Course. APPROVAL OF THE AGENDA (a) Adoption of Agenda, January 26, 2009 # Moved, Seconded THAT the agenda for the Council Meeting of January 26, 2009 be adopted as amended. ADOPTION OF MINUTES (a) Adoption of Minutes, January 12, 2009 Page 1 of 9 Adoption of January 26, 2009 Regular Council Minutes Page 5 of 41

6 Minutes of the Regular Council meeting of January 26, 2009 # Moved, Seconded THAT Council adopt the minutes from January 12, 2009 Regular Council Meeting as circulated. (b) Adoption of Minutes, January 7, 2009 # Moved,Seconded THAT Council adopt the minutes from January 7, 2009 Special Meeting as circulated. PETITIONS & DELEGATIONS (a) New Year's Baby 2009 Becky Andrusiak to present to Dustin Laderoute and Jody Cable for New Year's Baby 2009 Brook Laderoute born January 7, 2009 # Moved, Seconded THAT Council accept Becky Andrusiak as a delegation to present a gift basket to Jody Cable and Dustin Laderoute, parents of the New Year's Baby born January 7, Mayor McKerracher presented a baby bouquet and a cheque for $100 to Jody Cable. Mayor McKerracher thanked Becky Andrusiak for organizing the New Year's Baby package. (b) Elkford Early Childhood Development Committee Carmen Murray, Elkford ECD Coordinator # Moved, Seconded THAT Council accept Carmen Murray, Elkford Early Childhood Development Committee (EECDC), as a delgation to present information on the society. Carmen presented an overview of the EECDC with a powerpoint presentation. Carmen also provided a diskette with the Kids Care Survey results. Mayor McKerracher advised that Success by Six is funded by Credit Unions of BC and the United Way. Mayor McKerracher thanked Carmen Murray for her presentation. Page 2 of 9 Adoption of January 26, 2009 Regular Council Minutes Page 6 of 41

7 Minutes of the Regular Council meeting of January 26, 2009 (c) Coalbed Methane Ryland Nelson, East Kootenay Citizens Concerned about Coalbed Methane # Moved, Seconded THAT Council accept Ryland Nelson as a delegation to present information on Coalbed Methane. Ryland Nelson presented an overview of the East Kootenay Citizens Concerned about Coalbed Methane (EKCCCM) with a powerpoint presentation. Ryland advised that they are not opposed to CBM, they want to ensure that CBM is developed responsibly in British Columbia. The EKCCCM are looking for support for the five-point action plan. Mayor McKerracher thanked Ryland Nelson for his presentation. (d) Mountain Meadows Golf Club Otto Altmann, President MMGC Installation of a new irrigation system # Moved, Seconded THAT Council accept Otto Altmann, President of the Mountain Meadows Golf Club (MMGC), as a delegation to Council to present information on the installation of a new irrigation system. Otto Altmann introduced the inventor of the Wireless Link Irrigation System, Jamie Hackett, from Ottawa. Mr. Hackett provided Council with an overview of the Wireless Link Irrigation System and provided reference communities that have implemented the system. The Wireless Link Irrigation System can adapt to any system. The MMGC plumbing looks like it is in reasonable condition, other than the swing joints. The quote provided is for installation and replacement of swing joints as necessary. New piping not included. Mayor McKerracher thanked Jamie Hackett for his presentation. (e) Community Centre Project Committee Plan Loriann Hucik, Community Centre Project Committee Chair # Moved, Seconded THAT Council accept Simone Stanley, Community Centre Project Committee, as a delegation. Simone Stanley presented in the absence of Loriann Hucik. Simone advised that the Committee likes the design as submitted. They have issues with the parking Page 3 of 9 Adoption of January 26, 2009 Regular Council Minutes Page 7 of 41

8 Minutes of the Regular Council meeting of January 26, 2009 but would like to deal with them as the project moves along. Simone advised that some of the rooms have names attached to them in an effort to be eligible for grant funding. Mayor McKerracher thanked Simone Stanley for her presentation. UNFINISHED BUSINESS None CORRESPONDENCE (a) Interior Health Building Healthy Communities Request meeting with Council # Moved, Seconded THAT an invitation be extended to Interior Health, Building Healthy Communities to attend a Council meeting. Mayor McKerracher advised that he has received an invitation from the Chief Operating Officer in Cranbrook, BC who would like to meet with the Mayors in the valley on February 26, (b) (c) Elkford Early Childhood Development Committee Request to have a Council member to sit on Committee 2009 meeting dates Council chose not to appoint a member to the EECDC. Councillor Stanley and Councillor McGregor expressed interest in the EECDC and advised that they will attend meetings when available. Federation of Canadian Municipalities (FCM), Green Municipal Fund Application approval Municipal Building Retrofit FCM term sheet - Energy 2008 Curtis Helgesen, DFS advised that the District has until March 5, 2009 to respond as to whether the funding is required. A staff report will be brought to Council prior to March 5, MUNICIPAL OFFICIAL'S REPORTS (a) Community Centre Project Committee Report to be distributed separately # Moved, Seconded THAT Council accept the recommendation of the Community Centre Committee to accept the concept design from Sahuri & Partners Architecture as presented; AND THAT Council direct the Committee and staff to complete the concept design and preliminary financial information and present this information to the community at a public forum early in February, 2009; AND THAT Council direct the Committee to present to Council on Page 4 of 9 Adoption of January 26, 2009 Regular Council Minutes Page 8 of 41

9 Minutes of the Regular Council meeting of January 26, 2009 February 23, 2009 the final concept design with comments from the public and any proposed changes; AND THAT staff provide a preliminary implementation plan to Council on February 23, 2009 including a process to obtain public consent for the financial contribution and construction. (b) New Model for Delivery of Fire Service Report by Bernie Van Tighem, DF&ES UBCM Member Notice Background comments on proposal, Bernie Van Tighem, DF&ES # Moved, Seconded THAT Council provide a letter to UBCM supporting the proposed Fire/Rescue System Model by the Fire Services Liaison Group, as long as local governments are appropriately involved in any implementation or discussions leading to implementation. (c) Alternate Approval Process - Boundary Extension Report by N. Everett, DCS # Moved, Seconded THAT as the deadline of 1:00 p.m. on January 16, 2009 for the Alternate Approval Process regarding the boundary extension for the properties to be included in the District of Elkford boundaries, in accordance with the Elk Valley Tax Sharing Agreement, has passed; AND WHEREAS 10% of the electors are required to complete the Elector Response Form, indicating they are opposed to the boundary expansion to prevent Council from proceeding; AND WHEREAS no elector response forms were received by the deadline; NOW THEREFORE, be it resolved that the Council of the District of Elkford hereby requests that the Minister of Community Development extend the boundary of the District of Elkford to include the following properties: District Lot 6639 Kootenay Land District District Lot 6637 Kootenay Land District District Lot 6638 Kootenay Land District District Lot 6642 Kootenay Land District District Lot 6688 Kootenay Land District District Lot 6697 Kootenay Land District District Lot 6698 Kootenay Land District District Lot 6699 Kootenay Land District District Lot 6701 Kootenay Land District Page 5 of 9 Adoption of January 26, 2009 Regular Council Minutes Page 9 of 41

10 Minutes of the Regular Council meeting of January 26, 2009 District Lot 6710 Kootenay Land District AND FURTHER BE IT RESOLVED that the Council of the District of Elkford hereby confirms that all requirements of section 20 of the Local Government Act have been met. (d) Towns for Tomorrow Grant, Mountain Meadows Golf Course Revised report by C. Helgesen, DFS, January 26, 2009 # Moved,Seconded THAT Council support the Towns for Tomorrow Grant Application submitted in partnership with the Mountain Meadows Golf Course, and authorize the inclusion of funding in the 2009 Financial Plan in an amount estimated at $89,400 (20% of the $447,000 total project cost). (e) In Camera at close of Regular Council Meeting as per s (c) of the Community Charter (c) labour relations or other employee relations # Moved, Seconded THAT Council proceed to an In Camera Meeting at the close of the Regular Council Meeting as per s (c) of the Community Charter. BYLAWS (a) Bylaw No. 701, a Bylaw to amend the Elk Valley Property Tax Sharing Agreement Bylaw No. 696 Report by N. Everett, DCS First 3 readings # Moved, Seconded THAT District of Elkford Bylaw No. 701, A Bylaw to Amend the Elk Valley Property Tax Sharing Agreement Bylaw No. 696 be read a first time. # Moved,Seconded THAT District of Elkford Bylaw No. 701, A Bylaw to Amend the Elk Valley Property Tax Sharing Agreement Bylaw No. 696 be read a second time. Page 6 of 9 Adoption of January 26, 2009 Regular Council Minutes Page 10 of 41

11 Minutes of the Regular Council meeting of January 26, 2009 # Moved,Seconded THAT District of Elkford Bylaw No. 701, A Bylaw to Amend the Elk Valley Property Tax Sharing Agreement Bylaw No. 696 be read a third time. OTHER BUSINESS (a) Proposed Fire/Rescue System Model For Council's information MAYOR AND COUNCILLOR'S REPORTS & COMMITTEE BUSINESS (a) Community Centre Project Committee Minutes January 6, 2009 # Moved, Seconded THAT Council accepts the Elkford Community Centre Project Committee minutes from November 6, (b) Councillor Conibear BC Trails Meeting, Cranbrook Attended BC Trails Meeting, excellent attendance. Looking at a framework for a set of trails throughout BC. Distinct feeling that there is a lot of conflict. This will be a long process. Trans Canada Trail Information received that the Trans Canada Trail is a fact up through the Valley. Apparently Teck has been approached and they are happy to go along with the Trans Canada Trail. Mayor McKerracher advised that the District hasn't been approached or informed. (c) (d) Councillor Robinson Staff Recognition Councillor Robinson advised that he has received many compliments on the work being done by District employees. Councillor McLean Attended Dog Sled Races, January 16-18, 2009, which were well attended by the community. Attended Ktunaxa Kinbasket Treaty Advisory Committee Meeting, Scott Manjak is the Chair of the Committee. Page 7 of 9 Adoption of January 26, 2009 Regular Council Minutes Page 11 of 41

12 Minutes of the Regular Council meeting of January 26, 2009 # Moved, Seconded THAT Council invite Bronwen Beedle, Ministry of Aboriginal Relations and Reconciliation, to an In Camera meeting of Council as soon as possible. (e) Councillor Stanley Community Centre Committee Meeting Attended Community Centre Committee Meeting on Thursday. Staff Participation Appreciate time put in by staff. (f) Mayor McKerracher Success by Six Meeting Attended a Success by Six council of partners meeting on January 14, 2009, Cranbrook. Next meeting will be held in February, PUBLIC QUESTION PERIOD Elk Valley Childcare Needs Assessment Team Attended Elk Valley Childcare Needs meeting in Sparwood, January 15, The results of the IPS0S Reid survey were reported and circulated on diskette. Advised information to be used in Strategic Planning for Elkford. Rural Secretariat Meeting Attended a lunch meeting with Dianna Brooks and Tom Jensen with Rural BC Secretariat and a representative from the Towns for Tomorrow Secretariat on January 15, Talked about Golf Course Grant and new Community Centre project. Sled Dog Race Event Attended the opening and closing ceremonies for the Dog Sled Races held in Elkford, January 16-18, Council Orientation Attended the Council orientation meeting on January 19, Solid Waste Two test loads will be going to Lundbreck, Alta on January 27, (a) Coalbed Methane Project Kathy Zarchakoff asked if the District would be checking into the possibilities of the water from the Coalbed Methane Project polluting our river? Page 8 of 9 Adoption of January 26, 2009 Regular Council Minutes Page 12 of 41

13 Minutes of the Regular Council meeting of January 26, 2009 # Moved,Seconded THAT Council invite Storm Cat to a Committee of the Whole meeting to present on their Coalbed Methane Project. PUBLIC QUESTION PERIOD CONTINUED Carmen Murray asked how Council would recommend the Elkford Early Childhood Development Committee (EECDC) provide updates on what is going on with their committee? Corien suggested that the EECDC provide quarterly or as required reports to Council. Carmen Murray advised that they would like to work with the District on a capital project and how do they move forward with this? Mayor McKerracher suggested that they work with John Eastwood in Leisure Services. Mayor McKerracher advised that the Credit Union has come forward with a plan to provide funding to groups; $12,500 for each Fernie and Elkford as well as $25,000 for Cranbrook. ADJOURNMENT There being no further business to discuss, Mayor McKerracher called for adjournment at 8:43 p.m. (a) Move to adjourn # Moved, Seconded THAT the meeting be adjourned. D. McKerracher, Mayor N. Everett, DCS Page 9 of 9 Adoption of January 26, 2009 Regular Council Minutes Page 13 of 41

14 DISTRICT OF ELKFORD SPECIAL COUNCIL MEETING Minutes February 2, 2009 Present: Mayor McKerracher Councillor McGregor Councillor Conibear Councillor Robinson Councillor Wildeman Councillor McLean Councillor Stanley Staff Present: Corien Speaker, Chief Administrative Officer Curtis Helgesen, Director, Financial Services John Eastwood, Director, Leisure Services Bernie Van Tighem, Director, Fire Rescue & Emergency Services Duncan McDonald, Public Works, Superintendent There being a quorum of Council, Mayor McKerracher called the meeting to order at 4:00 p.m. ADOPTION OF AGENDA (a) Adoption of the Agenda, February 2, 2009 # Moved,Seconded THAT Council adopt the agenda for February 2, 2009 as circulated. MUNICIPAL OFFICIAL'S REPORT (a) In Camera at close of Special Regular Meeting as per section 90.1 (k) of the Community Charter (k) negotiations and related discussions respecting the proposed provision of a municipal service that are at their preliminary stages and that, in the view of the council, could reasonably be expected to harm the interests of the municipality if they were held in public; # Moved,Seconded THAT Council proceed to an In Camera meeting at the close of the Special Council meeting as per section 90.1 (k) of the Community Charter. ADJOURNMENT There being no further business to discuss, Mayor McKerracher called for adjournment at 4:05 p.m. (a) Move to adjourn Page 1 of 2 Adoption of February 2, 2009 Special Council Minutes Page 14 of 41

15 Minutes of the Special Council Meeting of February 2, 2009 # Moved,Seconded THAT the meeting be adjourned. D. McKerracher, Mayor N. Everett, DCS Page 2 of 2 Adoption of February 2, 2009 Special Council Minutes Page 15 of 41

16 Allen Pollard, Planning Forester BC Timber Sales Page 16 of 41

17 Bear proofing garbage containers from Kathy Zarchuk... Page 17 of 41

18 Bear proofing garbage containers from Kathy Zarchuk... Page 18 of 41

19 Bear proofing garbage containers from Kathy Zarchuk... Page 19 of 41

20 BC Ambulance Service Information Update Page 20 of 41

21 BC Ambulance Service Information Update Page 21 of 41

22 Recycling Council of British Columbia Membership Approval Page 22 of 41

23 Scouts and Guides Community Service Project Support for A... Page 23 of 41

24 Page 24 of 41 BC Timber Sales, Kootenay Business Area Map of planned de...

25 District of Elkford - Inter Office Memorandum To: Mayor and Council From: Corien Speaker, CAO Date: February 4, 2009 Subject: Monthly Staff Report CAO, January 2009 File # Summary of major activities - Coordinated Council orientation session covering District operations / current activities - Work on Official Community Plan liaise with contractors regarding public / Council meetings - Working on updates to community profile / tourism brochures & other documents - Advertising tourism magazines / regional profile - Coordinating strategic planning session with consultant - Attended UBCM - RCMP contract working group meeting - Received resignation from J. Eastwood, Director, Leisure Services - Reviewing / revising exempt staff position descriptions - Received appraisals for land held for resale complete report to Council - Received Elkford Pictures more than 2000 pictures received Problems and solutions - None to report Goals for February Attend CAO forum - Present information on Elkford s Climate Change integrated OCP at Climate Change Seminar in Kelowna - Complete listings for land held for resale - Sort out pictures for posting on the website / for Picture BC and Kootenay Rockies Tourism - Approve final amendment agreement for the Elk Valley Property Tax Sharing Agreement - Community OCP meetings vulnerability assessment meeting - Report to Council on Green Municipal Fund building retro fit grant Other Goals for Expect preliminary reports from the Province regarding residential land development - Update standard tender / RFP documents in preparation of projects approved in budget - Update community profile, and develop tourism and brochures - Develop Elkford brochure for new EVCC employees / recruitment centre - CAO to prepare report on Getting to Carbon Neutral - Complete recruitment for Director, Engineering and Public Works; Mechanic, and Director, Leisure Services - Complete Occupational Health and Safety Program about six procedures remaining, plus departmental specific work safe procedures, update incident reporting, and first aid reporting Chief Administrative Officer G:\ Administration\640 Reports & Statistics\Monthly Departmental Reports\2009\CAO\ doc Monthly Reports for January Chief Administrative Officer... Page 25 of 41

26 District of Elkford - Inter Office Memorandum To: Mayor and Council From: Norma Everett, DCS Date: February 4, 2009 Subject: Monthly Staff Report Corporate Services, January 2009 File # Summary of major activities - Submitted Alternate Approval resolution and information to Ministry for boundary extension - Agenda preparation for January 12 th, 26 th regular meetings; Jan. 7 th Special meeting; Jan 7 th, 12 th and 26 th In Camera; Jan 12 th, 26 th COTW and Jan. 19 th Council orientation. Dinner as required for meetings - Minutes from all of the above meetings - Preparation for Feb. 2 nd Special, IC and COTW meeting re: Wildfire Protection Plan - Council correspondence from all meetings - Bylaw 701, to Council for final reading and adoption - Arrange various meetings as directed at Jan 26 th Council meeting in progress - Policy and Procedure manual updates - Attended Minute Taking Workshop with Admin Assist. - icompass webinar training with Admin Assist. - Various travel expenses for members of Council - Arrangements made for Newly Elected Officials Seminar in Feb. for all of Council budget - January newsletter - All keys returned from previous Council members - Working on final CUPE agreement document - Annual Records Management update - ongoing - Website updates - Off work 3 sick days - Ongoing training of casual employee in Administration for vacation and periodic coverage as needed Problems and solutions - Headstone Placement at cemetery report being prepared for Council consideration in February Goals for February boundary expansion finalized awaiting Ministry legislation - Complete draft revisions to Council Procedure bylaw - Update Board of Variance Bylaw and re-establish board - Annual records archive and purge District wide Other Goals for Begin redrafting Building Bylaw, staff committee to be established to prepare working document - Initiate review and draft bylaws Reserves, Firearms, Noise, Water and Sewer - review user classifications - Complete review of District s record management system - Implementation records management system at Public Works, Recreation Centre and Fire Hall Norma Everett Director, Corporate Services G:\ Administration\640 Reports & Statistics\Monthly Departmental Reports\2009\Admin\ doc Monthly Reports for January Chief Administrative Officer... Page 26 of 41

27 District of Elkford - Inter Office Memorandum To: From: Chief Administrative Officer Public Works Superintendent, Public Works Department File # Date: February 2, 2009 Subject: Monthly Report - Public Works, January Ploughing and sanding as required. - Clearing snow from bridges and fire hydrants as required. - Budget preparations ongoing. - Used loaders to scrape ice from main streets in an attempt to smooth surface. - Delivered residential carts as required. - Remove and store Christmas decorations. - Repair street lights as required. - Snow removal, deliver garbage cans, outhouses, etc for dog sled races. - Clear snow from Campground for snowmobile club. - Open storm drains as required. - Mapped GPS location of water and sewer check areas for Associated Engineering as required for the infrastructure study. - Water curb stop locates / water off / water on as required by the public. - Monitoring broken pavement on Michel Road and filling as required. Installed bump signs. - One employee attended a Chlorine Handling Course in Kimberley. - January 5 - Repaired stop sign at Golf Course. Other damage included destruction of trees across from the golf course, the church listing sign on the highway and damage to the lids of the commercial bins at the Mini Mart. - Continue snow removal as required. - Prep for street sweeping. - Complete budget - Prepare equipment for summer usage. - Install energy efficient lighting in District Office and Council Chambers. - One employee to attend 2 day water course in Kelowna. G:\ Administration\640 Reports & Statistics\Monthly Departmental Reports\2009\PW\01 09.docx Monthly Reports for January Chief Administrative Officer... Page 27 of 41

28 !""#"$!"%& '! ( ) * ( ) * Solid Waste (as reported by RDEK) , , !"$+,#-."%/& 0 '! ) * ) * Town Centre Well 32,981, ,679,337 32,981, ,679,337 Service Comm Well #1 9,616,950 62,514,720 79,828,000 9,616,950 62,514,720 79,828,000 Service Comm Well #2 86,511,000 42,175,800 45,832,000 86,511,000 42,175,800 45,832,000 Industrial Park 597, , , , , ,933 Total 129,706, ,053, ,746, ,706, ,053, ,746,270 D. McDonald, Public Works Superintendent Reviewed by Corien Speaker, CGA CAO G:\ Administration\640 Reports & Statistics\Monthly Departmental Reports\2009\PW\01 09.docx Monthly Reports for January Chief Administrative Officer... Page 28 of 41

29 District of Elkford - Inter Office Memorandum To: From: Corien Speaker, CAO John Eastwood Director, Leisure Services File # Date: February 3, 2009 Subject: Monthly Report Leisure Services, January 2009 Accomplishments / Efficiencies: Held a Winter/Spring 2009 registration day Jan. 6 th. Programs running at capacity and in some cases, extra sessions have been added. Planning Elkford Steps-Out Take a Walk on the Wild Side program. o Website is being constructed. o Pedometers have been ordered and should be here this week. o Letters were hand delivered to all businesses in town including the medical centre, 50+ Club and both schools (staff and teachers), inviting them to take part in our corporate challenge as part of the Steps Out program. o Designing a flyer to be mailed out to all residents explaining program and inviting people to take part. Working on offering some programs in conjunction with the College of the Rockies (sharing instructors). Continuing to plan programming for spring and summer Attended a JOHSC meeting on Jan. 8 th. Attended the Kids Care results meeting in Sparwood on Jan. 15 th. Attended an Orientation/Planning session on Jan. 19 th. Attended an Olympic Torch Relay meeting in Cranbrook on Jan. 26 th. Met with Community Centre Committee Chair Jan. 29 th, to establish dates for Concept Design public forums to be held in February. Working on grant options for various projects. Ran a National Lifeguarding Course at the Aquatic Centre the last two weeks of January. Lifeguards attended in-service training on January 16 th & 30 th. Winter Wilderness Festival preparations ran smoothly, event ran successfully. Wildkat Curling Combo preparations were completed, event ran successfully. Vandalism: None. Problems and Solutions: None. Goals for February 2009: Host two successful public forums regarding the future Community Centre. Finalize 2009 budget. Lifeguards will be recertifying their Automated External Defibrillator course February 11 th. Work on the Reclamation Plan for Wildfire Fuel Management Program. Review Community Centre Detail plans and organize further meetings. Finish Arena concession renovation. Start energy efficient lighting installation at main District office. G:\ Administration\640 Reports & Statistics\Monthly Departmental Reports\2009\Leisure Services\January 2009.doc Monthly Reports for January Chief Administrative Officer... Page 29 of 41

30 Other Goals for 2009: Making plans for the Move for Health Day in May. Will do in conjunction with our kick off for the Steps-Out Program. Update and review 2008 usage statistics. Complete compressor risk assessment. Implement Preventative Maintenance program. Update the Recreation Centre and Aquatic Centre procedure manuals. Complete Trail mapping/signage update in accordance with new Marketing Plan. John Eastwood, Director, Leisure Services Corien Speaker, CAO G:\ Administration\640 Reports & Statistics\Monthly Departmental Reports\2009\Leisure Services\January 2009.doc Monthly Reports for January Chief Administrative Officer... Page 30 of 41

31 Monthly Reports for January Chief Administrative Officer... Page 31 of 41

32 District of Elkford - Inter Office Memorandum To: From: Corien Speaker, CAO Curtis Helgesen Director, Financial Services File # Date: February 3, 2009 Subject: Monthly Report Financial Services, January 2009 Summary of Major Departmental Activities: Coordinated the Towns for Tomorrow Grant Application for the irrigation upgrade and new well at the Mountain Meadows Golf Course Year End going smoothly; preparing year-end audit file. Attended an economic update seminar in Fernie. Attended a PSAB update seminar in Cranbrook hosted by our auditors (BDO). Met with Falkins Insurance to go over renewal of policy (April 1, 2009 March 31, 2010); will also be working on getting quotes from other insurers. PSAB accounting change for 2009 regarding inventory and prepaids; site visits and planning commenced to evaluate impact and setup District policies and procedures budget preparations continued. Goals/ Items for February 2009: Continue 2008 Year-End; auditors scheduled for March 9, PSAB 3150 Compliance Project (Tangible Capital Assets) on-going. Implement redundant internet service budget process continues. Attend RDEK Budget presentation. Summary of Attached Reports: 1) Payments to suppliers over $1,000 in the month. 2) YTD payments over $10,000. 3) Payments to employees in the month. Curtis Helgesen Curtis Helgesen Director, Financial Services Corien Speaker Corien Speaker Chief Administrative Officer H:\Reports to Council - Monthly\Finance\2009\Monthly Report Financial Services January 2009.doc Monthly Reports for January Chief Administrative Officer... Page 32 of 41

33 District of Elkford YTD Paid Report AP5070 Date : Feb 03, 2009 Page Time : 1 : 12:34 pm Supplier Code Categories From : To : ZZZZ001 From : Subscriptions & Membersh To : V - Volunteer Fire Fighter Sequence : By Code Suppress Printing for $ Under Date Range From : 01-Jan-2009 To : 31-Jan , Supplier Code Name Total ACKLANDS-GRAINGER INC. 1, B.A. BLACKWELL AND ASSOCIATES LTD 1, BDO DUNWOODY LLP CHARTERED ACCOUNTANTS AND 4, BPR CONSTRUCTION LTD. 144, COOK'S ELECTRICAL SERVICES( 2006 ) LTD. 4, THE CO-OPERATORS 9, C.U.P.E. LOCAL , D&K ENTERPRISES 3, DE LAGE LANDEN FINANCIAL SERVICES CANADA INC. 1, EKMAN LAND SURVEYING LTD. 9, ELKFORD CHAMBER OF COMMERCE 10, ELKFORD FIREFIGHTERS ASSOCIATION 1, EIH RESORTS 1, ELKFORD PUBLIC LIBRARY 5, FAIRBANK ARCHITECTS LTD. 24, FINNING (Canada) 2, I COMPASS TECHNOLOGIES 3, IOS FINANCIAL SERVICES 1, JOHNSON PLUMBING & HEATING 8, JOMAC PHOTOGRAPHY 8, JOHN BROOKS COMPANY LIMITED 2, KELLER EQUIPMENT SUPPLY 5, KOOCANUSA PUBLICATIONS INC. 1, KOOTENAY ROCKIES TOURISM 1, LIGHTS FOR ALL SEASONS 7, LORDCO AUTO PARTS 4, MCKERRACHER R. DEAN 1, MARLIN'S FINE DINING 6, MEDICAL SERVICES PLAN- 1, MINISTER OF FINANCE - REAL PROPERTY TAXATION 30, MUNICIPAL PENSION PLAN 9, MUNICIPAL INSURANCE ASSO OF BC 21, PATTIS PARTY TENT RENTAL 1, RAYCO STEEL LTD. 11, RECEIVER GENERAL 16, REG. DIST. OF EAST KOOTENAY 32, SAHURI + PARTNERS ARCHITECTURE 19, SHAW'S ENTERPRISES LTD. 1, SMART GROWTH ADVISORY SERVICES 11, SPEAKER CORIEN 1, TERASEN GAS 9, TELUS COMMUNICATION 2, UMA ENGINEERING LTD. 4, UNION OF B.C. MUNICIPALITIES 1, VADIM COMPUTER MANAGEMENT GROUP LTD. 15, WAPITI SKI CLUB 17, MASTERCARD - 3, ASSOCIATED ENGINEERING 7, CENTURY VALLEN INDUSTRIAL MAINTENANCE & SAFETY 1, FLAGHOUSE 2, MASTER POOLS 1, PLEASURE POOL 2000 LTD. 1, RUSSELL FOOD EQUIPMENT (CALGARY) LTD. 15, Monthly Reports for January Chief Administrative Officer... Page 33 of 41

34 District of Elkford YTD Paid Report AP5070 Date : Feb 03, 2009 Page Time : 2 : 12:34 pm Supplier Code Categories From : To : ZZZZ001 From : Subscriptions & Membersh To : V - Volunteer Fire Fighter Sequence : By Code Suppress Printing for $ Under Date Range From : 01-Jan-2009 To : 31-Jan , Total Suppliers Equal and Over 1, , Other Suppliers Under 1, , Total Of Printed Suppliers : 554, Monthly Reports for January Chief Administrative Officer... Page 34 of 41

35 District of Elkford YTD Paid Report AP5070 Date : Feb 03, 2009 Page Time : 1 : 12:37 pm Supplier Code Categories From : To : ZZZZ001 From : Subscriptions & Membersh To : V - Volunteer Fire Fighter Sequence : By Code Suppress Printing for $ Under Date Range From : 01-Jan-2009 To : 31-Jan , Supplier Code Name Total BPR CONSTRUCTION LTD. 144, ELKFORD CHAMBER OF COMMERCE 10, FAIRBANK ARCHITECTS LTD. 24, MINISTER OF FINANCE - REAL PROPERTY TAXATION 30, MUNICIPAL INSURANCE ASSO OF BC 21, RAYCO STEEL LTD. 11, RECEIVER GENERAL 16, REG. DIST. OF EAST KOOTENAY 32, SAHURI + PARTNERS ARCHITECTURE 19, SMART GROWTH ADVISORY SERVICES 11, VADIM COMPUTER MANAGEMENT GROUP LTD. 15, WAPITI SKI CLUB 17, RUSSELL FOOD EQUIPMENT (CALGARY) LTD. 15, Total Suppliers Equal and Over 10, , Other Suppliers Under 10, , Total Of Printed Suppliers : 554, Monthly Reports for January Chief Administrative Officer... Page 35 of 41

36 District of Elkford YTD Paid Report AP5070 Date : Feb 03, 2009 Page Time : 1 : 12:38 pm Supplier Code Categories From : To : ZZZZ001 From : E - Employee To : E - Employee Sequence : By Code Suppress Printing for $ Under Date Range From : 01-Jan-2009 To : 31-Jan Supplier Code Name Total EASTWOOD JOHN EVERETT NORMA GAGNON ANDREA HELGESEN CURTIS KELLY TROY MCGREGOR MANDY MCKERRACHER R. DEAN 1, MCLEAN SHELLY MILLER CARL PALMER JOSH ROBINSON CRAIG PATRICK SPEAKER CORIEN 1, STANLEY CRAIG STANLEY GARITY G Total Suppliers Equal and Over , Other Suppliers Under Total Of Printed Suppliers : 7, Monthly Reports for January Chief Administrative Officer... Page 36 of 41

37 Monthly Reports for January Chief Administrative Officer... Page 37 of 41

38 Monthly Reports for January Chief Administrative Officer... Page 38 of 41

39 Monthly Reports for January Chief Administrative Officer... Page 39 of 41

40 DISTRICT OF ELKFORD REQUEST FOR COUNCIL DECISION DATE: February 2, 2009 TOPIC: Bylaw 701, a Bylaw to Amend the Elk Valley Property Tax Sharing Agreement Bylaw No. 696 PROPOSAL: Amend the Elk Valley Property Tax Sharing Agreement Bylaw No. 701, Adoption PROPOSED BY: Norma Everett, DCS RECOMMENDATION: The following resolution is required: THAT District of Elkford Bylaw No. 701, A Bylaw to Amend the Elk Valley Property Tax Sharing Agreement Bylaw No. 696 be adopted. Norma Everett Department Head/Corporate Administrator Corien Speaker Chief Administrative Officer BACKGROUND AND OTHER INFORMATION Council at the January 26 th meeting gave the first three readings to the bylaw. In April 2008 Council passed a bylaw to enter into the Elk Valley Tax Sharing Agreement. At that time there were nine properties that had to be brought into the agreement for the District of Elkford. We have proceeded through the Alternate Approval Process for the Boundary Expansion, with no Elector Response Forms being returned from the public. At this time, we are amending the agreement to include the nine properties. OPTIONS AND ALTERNATIVES: 1) Approve the recommendation and adopt Bylaw #701 2) Do not approve the recommendation BENEFITS, ADVANTAGES AND NEGATIVE IMPACTS: 1) Benefits Bylaw adopted, taxing formula in place for Negative impact there is no impact on the mines as they already pay taxes to the province for these nine properties. In fact in 2008 they paid taxes twice, once through the agreement and once to the province directly. This is being reviewed in an effort to get the double payment refunded. 2) Benefits None. Negative impact Could pose same problem as in 2008 with double taxing of the mine. COST AND BUDGET IMPACT: None. LEGISLATIVE IMPACTS, PRECEDENTS, POLICIES: None G:\Director of Corporate Services\Bylaws\Memos\Bylaw 701, EVPTSA Amendment Bylaw - adoption.doc Bylaw No. 701, a Bylaw to amend the Elk Valley Property Tax... Page 40 of 41

41 DISTRICT OF ELKFORD BYLAW No. 701 A Bylaw to amend the Elk Valley Property Tax Sharing Agreement Bylaw No. 696 WHEREAS the Council of the District of Elkford entered into the Elk Valley Property Tax Sharing Agreement (the Agreement ) between the District of Elkford, District of Sparwood, City of Fernie and the Regional District of East Kootenay (representing Electoral Area A) (the Parties ); AND WHEREAS The Council of the District of Elkford deems it desirable to amend the Elk Valley Property Tax Sharing Agreement (the Agreement ) between the Parties ; AND WHEREAS pursuant to s.232 of the Community Charter, SBC Chapter 26, 2003 (the Charter ) a Council may, by bylaw, enter into an agreement with any other authority having taxing powers in respect of land, or land and improvements, located in the municipality respecting the exercise of the powers of the municipality and of the other authority in relation to the collection of taxes, recovery of unpaid taxes and related matters; AND WHEREAS the Agreement sets or establishes a formula to determine the amount of revenue to be raised for the year from property value taxes imposed on Elk Valley mines; sets or establishes a formula to determine the tax rate to be applied to Elk Valley mines; determines how tax revenue from Elk Valley Mines is shared by the municipalities and the regional district; and determines the use of tax revenues from Elk Valley Mines: NOW THEREFORE, the Municipal Council of the District of Elkford, pursuant to the Community Charter, in open meeting assembled enacts as follows: 1. This Bylaw may be cited as District of Elkford Elk Valley Property Tax Sharing Agreement Amendment Authorization Bylaw No. 701, The Mayor of the District of Elkford is hereby authorized to execute the Elk Valley Property Tax Sharing Amendment Agreement on behalf of the District and to do all acts and deeds necessarily associated with its implementation. 3. The Elk Valley Property Tax Sharing Amendment Agreement is attached, to and forms a part of, this Bylaw as Schedule A. Read a first time this 26 day of January Read a second time this 26 day of January Read a third time this 26 day of January Adopted this day of S. McLean, Acting Mayor N. Everett, Director, Corporate Services Bylaw No. 701, a Bylaw to amend the Elk Valley Property Tax... Page 41 of 41