DISTRICT OF SQUAMISH Minutes of the Regular Council Business Meeting held Tuesday, July 17, 2007 at 6:00 p.m. in Council Chambers, Municipal Hall, 37955 Second Avenue, Squamish, B.C. DRAFT In Attendance: Mayor Ian Sutherland Councillor Greg Gardner Councillor Patricia Heintzman Councillor Mike Jenson (arr. 7:00p.m.) Councillor Raj Kahlon Councillor Corinne Lonsdale Councillor Jeff McKenzie (arr. 6:08p.m.) Also in Attendance: Brent Leigh, Deputy Administrator Robin Arthurs, Director of Administrative Services Neil Plumb, Real Estate Manager Mayor Sutherland called the meeting to order at 6:03 p.m. 1. ADOPTION OF AGENDA Meeting Agenda be adopted. 2. MOTION TO CLOSE moved by Councillor Lonsdale seconded by Councillor Kahlon THAT Council adopt the July 17, 2007 Regular Business moved by Councillor Gardner, THAT the meeting be closed to the public for consideration of litigation or potential litigation affecting the municipality. Meeting closed to the public at 6:03 p.m. Meeting reopened to the public at 6:48 p.m. With all of Council in attendance, except Councillor McKenzie, as well B. Leigh, R. Arthurs THAT the meeting recess to resume at 7:00 p.m. Meeting recessed at 6:48 p.m. Meeting resumed at 7:01 p.m. With all of Council in attendance, as well as B. Leigh, R. Arthurs, N. Plumb, M. Gottardi, D. French, R. Pleasance, C. Chalmers, S. FooFat, R. Hughes, M. Collier, J. Gugins, N. Plumb 3. COUNCIL MINUTES A. (i) July 3, 2007 Special Business Meeting Meeting minutes. THAT Council approves the July 3, 2007 Special Business
Page 2 Minutes for the Regular Business Meeting July 17, 2007 (iii) July 3, 2007 Regular Business Meeting Meeting minutes. Business Arising - Nil moved by Councillor Heintzman, THAT Council approves the July 3, 2007 Strategy Session 4. NOTICE OF MOTION - Nil 5. STAFF REPORTS A. ADMINISTRATION (i) Squamish Employment Lands Strategy B. Leigh presented the Squamish Employment Lands Strategy for Information. Chamber of Commerce Contract Visitor Information Centre Services (VIC) moved by Councillor McKenzie, THAT Council support the execution of the contract substantially in the form attached to the Deputy Administrator s July 17, 2007 report between Squamish Sustainability Corporation and Squamish Chamber of Commerce for Visitor Information Services for a five year term, with annual budget submissions. moved by Councillor Lonsdale, seconded by Councillor Kahlon, THAT the agreement be amended by inserting a clause to clarify that both sides have equal termination rights if there is no agreement on financial terms. OPPOSED: Councillors McKenzie, Gardner, Jenson ON MOTION AS AMENDED THAT Council support the execution of the contract substantially in the form attached to the Deputy Administrator s July 17, 2007 report between Squamish Sustainability Corporation and Squamish Chamber of Commerce for Visitor Information Services for a five year term, with annual budget submissions AND THAT the agreement include a clause providing both sides equal termination rights if there is no agreement on financial terms. Council suspended the order of the agenda and moved to item 5E(i) E. PLANNING (i) Development Permit No. 268 38144 Cleveland Avenue THAT the Council of the District of Squamish authorize issuance of Development Permit No. 268, issued to 0755572 BC Ltd. at 38144 Cleveland Avenue on land legally described as the Lot A, Block K, District Lot 486, Group 1, NWD, Plan BCP27016 Subject to:
Page 3 Minutes for the Regular Business Meeting July 17, 2007 a) the provision of bonding for landscaping works in the form of cash, certified cheque or an Irrevocable Letter of Credit in the amount of $28,655.55. AND THAT District of Squamish Zoning Bylaw No. 1342, 1995, Section 38.8(5) Off Street Parking is hereby varied as follows: From: 1 space per 46.5m 2 (500 sq ft) of gross floor area (all other uses) for a total of 13 stalls To: 1 space per 61.29 m 2 (659.8 sq ft) for a total of 10 stalls Allowing for a 3 off-street parking stall reduction. b) The cash-in-lieu payment of $24,000 for the off site provision of four commercial parking stalls as permitted by Section 40 Off Street Parking of Zoning Bylaw No. 1342, 1995. moved by Councillor Gardner, THAT Staff be directed to review District of Squamish Municipal Off Street Parking Facilities Regulation and Charge Rates & Fees Bylaw No. 1103, 1990 and bring back recommendations for updating the parking requirements. A. ADMINISTRATION (iii) Squamish Oceanfront Development Corporation Financing moved by Councillor Heintzman, THAT the District of Squamish provide a letter to the Squamish Oceanfront Development Corporation supporting the extension of the Line of Credit supplied by Pacific and Western Bank. TO defer the motion. OPPOSED: Mayor Sutherland, Councillors Heintzman, McKenzie, Kahlon MOTION FAILED ON MAIN MOTION: THAT the District of Squamish provide a letter to the Squamish Oceanfront Development Corporation supporting the extension of the Line of Credit supplied by Pacific and Western Bank. OPPOSED: Councillors Gardner, Lonsdale, Jenson Council called for a five-minute recess: 8:34p.m. Meeting resumed at 8:41p.m. with all of Council in attendance, as well as B. Leigh, R. Arthurs, N. Plumb, M. Gottardi, D. French, R. Pleasance, R. Hughes, M. Collier, J. Gugins, B. ADMINISTRTIVE SERVICES (i) Amendment to Land Exchange Lot 37 & 38
Page 4 Minutes for the Regular Business Meeting July 17, 2007 moved by Councillor McKenzie, THAT the Mayor and Director of Administrative Services be authorized to execute the Amendment to the Land Exchange Agreement ( Agreement ) between the District of Squamish and Fulcrum Development (Aspen Fields) Inc. and Beedie Development Corporation to exchange District-owned Lot 37 with Lot 38, substantially in the form as attached to the Administrative Services Department report dated July 17, 2007. OPPOSED: Councillor Kahlon License to Construct Access Ministry of Transportation THAT Council authorize a License between the District of Squamish and Her Majesty the Queen in Right of the Province of British Columbia as represented by the Minister of Transportation (MOT) to enable the MOT to construct road works on District lands near (1) Rose Park and Loggers Lane and (2) Centennial Way and Highway 99 substantially in the form attached to the July 17, 2007 staff report AND FURTHER authorizes the Mayor and the Director of Administrative Services to sign the License to Construct Access. moved by Councillor Lonsdale To extend the meeting past 9:00p.m. (iii) Park and Recreation Facility Use Policies seconded by Councillor Kahlon, THAT Council approves the attached new policies: i. Policy # 12-05-01 Park Use Guidelines ii. Policy # 15-03-01 Recreation Facility Use Guidelines C. COMMUNITY DEVELOPMENT (i) 2007 Soap Box Derby for Diabetes moved by Councillor McKenzie, THAT Council authorizes the use of Ross Road along the frontage of Don Ross Secondary to Government Road for the Second Soap Box Derby for Diabetes on Saturday, September 15, 2007 from 8:00am to 8:00pm subject to the following conditions being met by the event organization prior to the Community Development Department, Building Section issuing of a Community Events business license: 1. be responsible for placing, policing, and removing all of the barricades immediately following the event; 2. be responsible for providing notification in the local media 3 weeks
Page 5 Minutes for the Regular Business Meeting July 17, 2007 and 1 week before the event; 3. be responsible for providing a detailed map of the route to the Director of Community Development, indicating location of traffic control people and marshals, one month before the event; 4. be responsible for consulting with the Community Development Department regarding local transit service on Ross Road 5. be responsible for obtaining $5 million liability insurance naming the District of Squamish as additionally insured; 6. be responsible for consulting with various Emergency Services (Fire Rescue, Police, Ambulance); 7. be responsible for obtaining permission from private landowners; 8. be responsible for supplying confirmation to the Director of Community Development that all items mentioned have been met. Discovery Trail Reconciliation Options moved by Councillor Kahlon, seconded by Councillor Jenson, THAT the Three Stage Plan described in staff s July 17, 2007 report to Council be applied to reconciling interface issues between the Discovery Trail and Commercial Way. D. FINANCIAL SERVICES (i) Accounts Payable June 1 30, 2007 Received for Information Purchasing Policy Amendment THAT Council amend the Purchasing Policy by inserting: Item Method and Form of Purchase Value of Purchase 5. Purchase order signed by the Director of Over $50,000 Financial Services and co-signed by the Chief Administrative Officer in lieu of a Council Resolution during the month of August. AMENDMENT Public invitation to Tender or Request for Proposals moved by Councillor Lonsdale seconded by Councillor Gardner TO amend the motion to include a signature by the Mayor/Acting Mayor. ON MOTION AS AMENDED Item Method and Form of Purchase 5. Purchase order signed by the Director of Financial Services and co-signed by the Chief Administrative Officer and Mayor in lieu of a Value of Purchase Over $50,000
Page 6 Minutes for the Regular Business Meeting July 17, 2007 Council Resolution during the month of August. Public invitation to Tender or Request for Proposals 6. CORRESPONDENCE A. ACTION REQUESTED (i) (0705) George Chang, Vice President, Downtown Squamish BIA Re: BC Hydro Beautification for 2 nd Ave. Improvements moved by Councillor Heintzman, THAT the District of Squamish submit an application under the BC Hydro Beautification Program to either bury or relocate the hydro lines on 2 nd Avenue between Pemberton Avenue and Main Street in order to improve the streetscape and allow for additional improvements as contemplated by the Downtown Squamish Business Improvement Area. B. RECEIVE AND FILE (i) Transportation Safety Board Findings Report - August 5, 2006 CN Derailment at Mile 56.6 Council members commented on the report findings, District of Squamish options related to action, communication between CN and the District of Squamish at the time of the incident, moved by Councillor Lonsdale seconded by Heintzman, THAT the District of Squamish write a letter to the Minister of Transportation, copied to our MP, acknowledging that the District of Squamish has received the Transportation Safety Board report and will be following the progress of implementation of the recommendations; AND THAT a letter be sent to the Federal Minister of Environment reiterating our position that local governments should be included as a stakeholder at all tables after emergency situations take place. 7. COMMITTEE APPOINTMENTS (i) Smoke Bluffs Park Committee moved by Councillor McKenzie, THAT Council appoint the following members as alternates to the Smoke Bluffs Park Committee: Anders Ourom - Climbers Access Society of B.C. Marie Palmer Squamish Access Society Harry Young Federation of Mountain Clubs Tim Tallevi Howe Sound Trails Association
Page 7 Minutes for the Regular Business Meeting July 17, 2007 8. BYLAWS A. FIRST THREE READINGS (i) District of Squamish Housing Agreement (37870 Cleveland Avenue) Bylaw No. 2005, 2007 moved by Councillor McKenzie, THAT District of Squamish Council give First Three readings to District of Squamish Housing Agreement (37870 Cleveland Avenue) Bylaw No. 2005, 2007. District of Squamish Development Cost Charge Bylaw No. 1831, 2004, Amendment Bylaw No. 2010, 2007 moved by Councillor McKenzie, THAT Council give first three readings to District of Squamish Development Cost Charge Bylaw No. 1831, 2004, Amendment Bylaw 2010, 2007 and direct staff to forward the bylaw to the Inspector of Municipalities for approval. OPPOSED: Councillor Kahlon Information to be brought forward to the July 31, 2007 Regular Business meeting on the timing of payment of Development Cost Charges, including possibility of payment at the time of subdivision approval. B. ADOPTION (i) District of Squamish Remuneration and Expenses Bylaw No. 1503, 1997, Amendment Bylaw No. 2007, 2007 moved by Councillor Heintzman, THAT District of Squamish Remuneration and Expenses Bylaw No. 1503, 1997, Amendment Bylaw No. 2007, 2007 be adopted. District of Squamish Street Naming and Building Numbering Bylaw No. 1896, 2005 Amendment Bylaw No. 2008, 2007 THAT District of Squamish Street Naming and Building Numbering Bylaw No. 1896, 2005 Amendment Bylaw No. 2008, 2007 be adopted. 11. COUNCIL - STAFF - IN CAMERA ITEMS ANNOUNCEMENTS moved by Councillor Gardner, THAT Council approves the Sublease between the District and the West Coast Railway Association ( WCRA ) substantially in the form attached to the July 17, 2007 report from the Real Estate Manager subject to publishing statutory notices in the
Page 8 Minutes for the Regular Business Meeting July 17, 2007 Chief Newspaper on July 20 and July 27 AND that the Mayor and Director of Administrative be authorized to execute the Sublease upon completion of the statutory notices. Mayor Sutherland advised that the District will be allowing Malamute Holdings to remove the timber from the site due to imminent fire hazard and advised that with regards to the bylaw contravention, the District is keeping its legal options open and are working toward a mutual and agreeable settlement with the landowner. 9. COUNCIL MEMBERS REPORTS Council members reported on: Meeting at the Adventure Centre with Minister Stan Hagen Squamish Days Loggers Sports August 3, 4, 5, 6 and events Volunteering and Events in Squamish Bed Race volunteers and competitors needed Council challenge for Squamish, Whistler, SLRD, Pemberton and maybe Lillooet Squamish Triathlon July 8 Gear Jammer July 15 Highway 50% completion presentation with Premier and Minister Falcon in Britannia Squamish Biathlon Appreciation to Arnie Van Patten, BC Rail Properties and Singh Biln, West Coast Railway Heritage Park for BC Rail Properties tour 10. MEDIA QUESTION PERIOD Mayor Sutherland provided clarification on agenda format related to the closed portion of the meeting. 12. ADJOURNMENT THAT the meeting be adjourned. Meeting adjourned at 10:02 p.m. Ian Sutherland, Mayor CERTIFIED CORRECT: Robin Arthurs, Director of Administrative Services