Mayor M.E. Clay Councillor D.L. Dilworth Councillor R.G. Glumac Councillor B.A.J. Junker Councillor MP. Lahti Councillor R.

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1 City of Port Moody Minutes Special Meeting of Council Council Chambers Tuesday, June 7, 2016 at 6:30pm Present: Mayor M.E. Clay Councillor D.L. Dilworth Councillor R.G. Glumac Councillor B.A.J. Junker Councillor MP. Lahti Councillor R. Vagramov Absent: Councillor P.Z.C. Royer In Attendance: Kevin Ramsay - City Manager Neal Carley - GM of Engineering and Parks Services Mary De Paoli - Manager of Planning Ron Higo - General Manager of Community Services Kevin Jones - Planner Angie Parnell - General Manager of Corporate Services Paul Rockwood - General Manager of Financial Services Dorothy Shermer - Corporate Officer James Stiver - General Manager of Development Services Tracey Takahashi - Deputy Corporate Officer 1. Call to Order Mayor Clay called the meeting to order at 6:38pm. Resolution to Resolve into Committee of the Whole 1.1 RC16/230 THAT Council go into Committee of the Whole. Councillor Vagramov assumed the position of Presiding Member at this point. 2. Public Input Council's Vision: Port Moody, City of the Arts, is a unique, safe, vibrant waterfront city of strong neighbourhoods; a complete community that is sustainable and values its natural environment and heritage character. ' Please note that Committee of the Whole meetings are recorded and streamed live to the City's website. Any comments you make at the meeting as well as your image may appear on the City's website. Document:

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3 3. General Matters Delegation Delegation Request: Stephen Carter, dated March 17, 2016 Stephen Carter File: Stephen Carter recited a poem titled Port Moody Calls, which he wrote to honour the City of Port Moody, and presented Mayor Clay with a framed copy. Delegation Delegation Request: Danita Sepp, dated May 10, 2016 Block 8 Academy Memo: Development Services Department - Building Bylaw, and Licensing Division, dated May 30, 2016 Files: and Eight students from Block 8 Academy gave a presentation on a Lemonade Stand project they have planned to raise money for charities supported by their class - the Port Moody Ecological Society and KIVA. It was noted that the Lemonade Stand will be set up during Golden Spike Days in the parking lot of Yellow Dog Brewery. The students requested that Council consider waiving the fee for the Special Event Permit required for operating the Lemonade Stand. Delegation Delegation Request: Mary Ellen Schaafsma, April 6, 2016 United Way of the File: Lower Mainland Mary Ellen Schaafsma gave a presentation on the Tri-Cities Community Profile series published by the United Way of the Lower Mainland. Ms. Schaafsma presented information on Port Moody, including statistics on population age group distribution, voter turnout, immigrant population, median family income, high school dropout rates, and family demographics. Ms. Schaafsma noted that, in 2015, the United Way invested approximately $138,000 in Port Moody through 32 service agencies delivering 40 different programs. Delegation - Port Moody Golden Spike Days Delegation - Katie Marsh 3.4 Delegation Request: Patti Matwiv, dated April 13, 2016 File: Patti Matwiv, President of Port Moody Golden Spike Days Festival, thanked the City for its continued support of the festival and presented a cheque in the amount of $2,500 to Mayor Clay for the Golden Spike Days Society's contribution to the installation of brackets to the PCT Stage at Rocky Point Park. Ms. Matwiv invited all members of Council and the public to attend the festival to be held June 30-July 3 at Rocky Point Park. 3.5 Delegation Request: Katie Marsh, dated March 31, 2016 File: Katie Marsh gave a presentation on the guiding principles for well-designed city flags, noting that the City of Port Moody flag would benefit from a redesign. Ms. Marsh suggested that a citywide design contest could be useful in redesigning the City flag.

4 4. Adoption of Minutes Minutes 4.1 File: CW16/080 THAT the minutes of the Committee of the Whole meeting of Tuesday, April 19, 2016 be adopted. 5. New Business Strata Conversion 5.1 Report: Development Services Department - Planning Division, Policy dated May 30, 2016 File: CW16/081 THAT the Strata Conversion Policy (Option 2) be approved as recommended in the report dated May 30, 2016 from Development Services Department - Planning Division regarding Strata Conversion Policy. CW16/082 Moved, seconded, and DEFEATED THAT the foregoing motion be amended by adding: "AND THAT the phrase "in all likelihood" be removed from the draft strata conversion policy pending legal consultation." (Voting against: Councillors Dilworth, Junker, Lahti, and Mayor Clay) The question on the main motion was put to a vote; the motion was CARRIED. Policies for the 5.2 Report: Protection of Division, dated May 26, 2016 Privacy File: /Vol 01 CW16/083 THAT Corporate Policy Privacy Policy and Corporate Policy Privacy Breach Policy be approved as recommended in the report dated May 26, 2016 from Division regarding Policies for the Protection of Privacy; AND THAT the Corporate Officer be designated as the Privacy Officer for the City of Port Moody, and be directed to continue to develop and implement a comprehensive privacy management program for the City of Port Moody.

5 Minutes of Closed 5.3 Meetings Report: Division, dated May 26, 2016 File: CW16/084 THAT Corporate Policy Minutes of Closed Meetings be approved as recommended in the report dated May 26, 2016 from Corporate Services Department- Legislative Services Division regarding Minutes of Closed Meetings. Policy Updates 5.4 Report: Related to Council Division, dated May 26, 2016 Procedure Bylaw File: CW16/085 THAT Corporate Policy Delegations to Council and Corporate Policy Non-jurisdictional Items be rescinded as recommended in the report dated May 26, 2016 from Division regarding Policy Updates Related to Council Procedure Bylaw; AND THAT Corporate Policy Delegations to Council and Corporate Policy Non-Jurisdictional Items be approved as recommended in the report dated May 26, 2016 from Corporate Services Department - Legislative Services Division regarding Policy Updates Related to Council Procedure Bylaw. Policy for 5.5 Report: Proclamation Division, dated May 26, 2016 Requests File: CW16/086 THAT staff be directed to draft a policy based on Option 4 as discussed in the report dated May 26, 2016 from Corporate Services Department - Legislative Services Division regarding Policy for Proclamation Requests. CW16/087 THAT the foregoing motion be amended by adding: "THAT groups or individuals requesting a proclamation be invited to attend and read aloud the proclamation during public input." (Voting against: Councillor Glumac and Mayor Clay) The question on the main motion (CW16/086) as amended (by CW16/087) was put to a vote; the motion was DEFEATED. (Voting against: Councillors Glumac and Vagramov, and Mayor Clay)

6 CW16/088 THAT staff be directed to draft a policy based on Option 5 as discussed in the report dated May 26, 2016 from Corporate Services Department - Legislative Services Division regarding Policy for Proclamation Requests. Freedom of 5.6 Report: Information and Division, dated May 13, 2016 Protection of File: Privacy Bylaw CW16/089 THAT City of Port Moody Freedom of Information and Protection of Privacy Bylaw, 2016, No be referred to the Special Council Meeting to be held June 7, 2016 for consideration. Council Committee 5.7 Report: System Program Division, dated May 26, 2016 Evaluation File: CW16/090 THAT the Council Committee System Program Evaluation Final Report be received and referred to staff for further consideration; AND THAT a workshop be scheduled for Council to discuss potential changes to the committee system. Separation of the motion was requested. The question on the first part of the motion (CW16/090a) was put to a vote; the following motion was DEFEATED: THAT the Council Committee System Program Evaluation Final Report be received and referred to staff for further consideration. (Voting against: Councillors Dilworth, Glumac, Junker, and Lahti, and Mayor Clay) The question on the second part of the motion (CW16/090b) was put to a vote; the following motion was DEFEATED: THAT a workshop be scheduled for Council to discuss potential changes to the committee system. (Voting against: Councillors Dilworth, Glumac, Junker, and Lahti, and Mayor Clay) CW16/091 THAT recommendations 1-14 listed on page vi of Attachment 1 in the report dated May 26, 2016 from Division regarding Council Committee System Program

7 Evaluation be approved for staff consideration with a report back regarding implementation. Separation of the motion into the following parts was requested: CW16/091a THAT recommendations 1-3 and 6-14 listed on page vi of Attachment 1 in the report dated May 26, 2016 from Division regarding Council Committee System Program Evaluation be approved for staff consideration with a report back regarding implementation. CW16/091 b THAT recommendation 4 listed on page vi of Attachment 1 in the report dated May 26, 2016 from Corporate Services Department - Legislative Services Division regarding Council Committee System Program Evaluation be approved for staff consideration with a report back regarding implementation. CW16/091c THAT recommendation 5 listed on page vi of Attachment 1 in the report dated May 26, 2016 from Corporate Services Department - Legislative Services Division regarding Council Committee System Program Evaluation be approved for staff consideration with a report back regarding implementation. The question on the first part of the motion (CW16/091a) was put to a vote; the following motion was CARRIED: THAT recommendations 1-3 and 6-14 listed on page vi of Attachment 1 in the report dated May 26, 2016 from Division regarding Council Committee System Program Evaluation be approved for staff consideration with a report back regarding implementation. Councillor Lahti left the meeting at this point and did not return. Councillor Junker left the meeting at this point. The question on the second part of the motion (CW16/091 b) was put to a vote; the following motion was DEFEATED: THAT recommendation 4 listed on page vi of Attachment 1 in the report dated May 26, 2016 from Division regarding Council Committee System Program Evaluation be approved for staff consideration with a report back regarding implementation. (Voting against: Councillors Glumac and Vagramov) Councillor Junker returned to the meeting at this point.

8 The following third part of the motion (CW16/091 c) was considered: THAT recommendation 5 listed on page vi of Attachment 1 in the report dated May 26, 2016 from Division regarding Council Committee System Program Evaluation be approved for staff consideration with a report back regarding implementation. CW16/092 THAT the foregoing motion be amended by adding: "AND THAT staff report back on the creation of a new committee to address the issues being dealt with by the existing Community Care Committee." (Voting against: Councillor Junker and Mayor Clay) The third part of the motion (CW16/091 c) as amended (by CW16/092) was put to a vote; the following motion was CARRIED: THAT recommendation 5 listed on page vi of Attachment 1 in the report dated May 26, 2016 from Division regarding Council Committee System Program Evaluation be approved for staff consideration with a report back regarding implementation; AND THAT staff report back on the creation of a new committee to address the issues being dealt with by the existing Community Care Committee. (Voting against: Councillors Glumac and Vagramov) CW16/093 THAT recommendations 1-3 for future and on-going program evaluation and recommendation 1 for improving civic engagement listed on page vii of Attachment 1 in the report dated May 26, 2016 from Corporate Services Department - Legislative Services Division regarding Council Committee System Program Evaluation be approved for staff consideration with a report back regarding implementation. E-Comm Memo: Stephanie Williamson on behalf of Mayor Mike Clay, dated Annual General May 30, 2016 Meeting File: /Vol 01 CW16/094 THAT Councillor Vagramov be appointed the voting representative at the 2016 Annual General Meeting of the Shareholders of E-Comm;

9 AND THAT E-Comm be notified of this appointment. 6. Rise and Report Mayor Clay resumed the position of Presiding Member at this point. Adoption of Committee of the Whole Report RC16/231 THAT the recommendations approved at the Committee of the Whole Meeting of June 7, 2016 be ratified. RC16/232 THAT the foregoing motion be amended by adding: "AND THAT a maximum of five (5) delegations be allowed at any Committee of the Whole Meeting." RC16/233 THAT the foregoing amending motion be further amended by replacing "a maximum of five (5) delegations be allowed at" with "the preferred number of delegations be set at five (5) for". The question on the main amending motion (RC16/232) as amended (by RC16/233) was put to a vote; the amending motion was CARRIED. The question on the main motion (RC16/231) as amended (by RC16/232 and RC16/233) was put to a vote; the following motion was CARRIED: THAT the recommendations approved at the Committee of the Whole Meeting of June 7, 2016 be ratified; AND THAT the preferred number of delegations be set at five (5) for any Committee of the Whole Meeting. Freedom of 7.1 Information and Protection of Privacy Bylaw 7. Legislative Matters File: A Bylaw to designate the Head of the City for the purposes of administering and to set fees for fulfilling requests for records pursuant to the Freedom of Information and Protection of Privacy Act, RSBC 1996, Chapter 165, as amended. RC16/234 THAT City of Port Moody Freedom of Information and Protection of Privacy Bylaw, 2016, No be read a first time as recommended in the report dated May 13, 2016 from

10 Division regarding Freedom of Information and Protection of Privacy Bylaw. RC16/235 THAT Bylaw No be read a second time. RC16/236 THAT Bylaw No be read a third time. 8. Adjournment Mayor Clay declared the meeting adjourned at 9:59pm. Certified correct in accordance with Section 148(a) of the Community Charter. D. Shermer, Corporate Officer Confirmed on the 21^ day of June