FRASER VALLEY REGIONAL DISTRICT ELECTORAL AREA SERVICES COMMITTEE

FRASER VALLEY REGIONAL DISTRICT ELECTORAL AREA SERVICES COMMITTEE Tuesday, August 14, 2012 @ 1:00 p.m. FVRD Boardroom, 45950 Cheam Avenue, Chilliwack, BC Present: Director Bill Dickey, Chair Electoral Area D Director Lloyd Forman Electoral Area A Director Dennis Adamson Electoral Area B Director Wendy Bales Electoral Area C Alternate Director Chris Skonberg Electoral Area E Alternate Director Peter Kokoska Electoral Area F Director Al Stobbart Electoral Area G Regrets: Director David Lamson - Electoral Area E Director Ray Boucher - Electoral Area F Staff Present: O P E N M E E T I N G M I N U T E S George Murray, Chief Administrative Officer Suzanne Gresham, General Manager, Electoral Area Services Tareq Islam, Director of Engineering & Community Services Lisa Pleadwell, Director of Corporate Services Frank Kelly, Deputy Director of Planning & Development Services James Storey, Manager of Community Services Margaret Thornton, Manager of Planning & Development Graham Daneluz, Manager of Forward Plans/Deputy Planner David Bennett, Planner I Dawn Smith, Planner 1 (part) Lisa Grant, Planner 1 (part) Alan Chiang, Engineering & Community Services Engineer (part) Chris McBeath, Planning Technician (part) Linda Machmer, Executive Assistant Lorraine Martens, Executive Assistant (Recording Secretary) Also Present: Director Sharon Gaetz, FVRD Board Chair Randy Rosin (appearing as a delegation as to Item 7.2) Rolf Soth Jon Van Geel

August 14, 2012 Page 2 1 CALL TO ORDER Chair Dickey called the meeting to order at 1:00 p.m. Chair Dickey welcomed Alternate Directors Kokoska and Skonberg to the meeting. 2 APPROVAL OF AGENDA BALES/ADAMSON THAT the Agenda for the Electoral Area Services Committee Open Meeting of August 14, 2012 be approved; AND THAT all delegations, reports, correspondence and other information set to the agenda be received for information. [EASC 2012-150] 3 APPROVAL OF ADDENDA STOBBART/KOKOSKA THAT the Addenda for the Electoral Area Services Committee Open Meeting of August 14, 2012 be approved; AND THAT all delegations, reports, correspondence and other information set to the addenda be received for information. [EASC 2012-151] 4 DELEGATION(S) 4.1. ISL Engineering Randy Rosin Mr. Randy Rosin was invited to the meeting to present the results of a study conducted by ISL Engineering with respect to the Cultus lake Park Community Sewer Infrastructure Assessment Project. The FVRD retained ISL Engineering to complete the study to evaluate sewage disposal options for the Cultus Lake North Area. Mr. Rosin noted that the community sewage infrastructure is aging and in need of repairs and upgrades to meet both the Ministry of Environment (MOE) requirements and the needs of future development. MOE has mandated the FVRD to propose a long-term sewage disposal plan for the area and install additional ground water monitoring wells in the amended permit. Four options were presented for the long-term sewage disposal plan: Option 1: Septic Tank Option 2: Secondary Treatment Option 3: Advanced Treatment Option 4: Convey sewage to City of Chilliwack Mr. Rosin advised that Option 1 would be unacceptable by MOE, Options 2 and 3 are mechanical treatment plants on site. Mr. Rosin outlined the FVRD Engineering Department s recommendation for

August 14, 2012 Page 3 Option 4, based on cost for operation, maintenance and construction cost, significant reduction of environmental impact for the area, and to satisfy MOE permit requirements. Chair Dickey questioned how costs will be met to pursue Option 4. Chief Administrative Officer Murray referred to the staff report dated 2012 07 25, Item 7.3 on the Agenda. Two studies have been conducted, independently of each other, for both Cultus Lake North and Cultus Lake South sewage disposal options. In reviewing the results of both studies and the issues that need to be addressed for both north and south Cultus Lake, staff is recommending there be an integrated assessment conducted tying both areas and options from the above reports. Chair Dickey thanked Mr. Rosin for his presentation. 5 MINUTES/MATTERS ARISING 5.1 Draft Minutes of the Electoral Area Services Committee Meeting 2012 07 10 FORMAN/STOBBART THAT the Minutes of the Electoral Area Services Committee Open Meeting of 2012 07 10 be adopted. [EASC 2012-152] 6 FINANCE 6.1 Grant-in-Aid, In-SHUCK-ch Services Society, Electoral Area C BALES/ADAMSON THAT the Board approve a Grant-in-aid to the In-SHUCK-ch Services Society for a contribution to the 2012 In-SHUCK-ch Days Festival in the amount of $350 to be funded from the Electoral Area C grant-in-aid budget to offset the costs of providing opportunities to celebrate Aboriginal Culture and build stronger communities. [EASC 2012-153] 6.2 Grant-in-Aid, Hope Crime Prevention Society, Electoral Area B ADAMSON/STOBBART THAT the Board approve a Grant-in-aid to the Hope Crime Prevention Society in the amount of $500 from the Electoral Area B Grant-in-aid budget to offset the cost of providing equipment, supplies and gasoline for volunteers while patrolling the Othello Tunnels. [EASC 2012-154]

August 14, 2012 Page 4 6.3 Grant-in-Aid, Sunshine Valley Ratepayers Association, Electoral Area B ADAMSON/SKONBERG THAT the Board approve a Grant-in-Aid to the Sunshine Valley Ratepayers Association in the amount of $2,500 from the Electoral Area B Grant-in-aid budget to offset the cost in establishing a Japanese Garden to recognize the internment of Japanese Canadians, during World War II. [EASC 2012-155] 6.4 Addenda Items Finance 6.4.1. Grant-in-Aid, Fraser Valley Conservancy, Electoral Area C BALES/ADAMSON THAT the Board approve a Grant-in-aid in the amount of $5,650.00 to Fraser Valley Conservancy to fund additional mapping along Sidell Creek, Barnes Creek and Holatchen Creek which will assist with information to address flooding, damming by beavers and stream flow conditions, in the Deroche area. [EASC 2012-156] 7 ENGINEERING & UTILITIES 7.1 Statutory Right-of-Way (SROW) Boston Bar Integrated Water System, PID 001-714-864 and 014-757-214, Electoral Area A FORMAN/KOKOSKA THAT the Board authorize its signatories to execute a SROW on lands described by PID No. 001-714-864 and PID No. 014-757-214 in favour of the Fraser Valley Regional District and Gregory and Sheila Robinson for the Boston Bar Integrated Water System; AND THAT the Boston Bar Integrated Water System bear all costs associated with the registration of the Statutory-Rightof-Way in the Land Title Office. [EASC 2012-157] 7.2 Cultus Lake Park Community Sewer Infrastructure Assessment Cultus Lake North, Electoral Area E The staff report dated 2012 08 02 from Alan Chiang, Engineering Community Services Coordinator and James Storey, Manager of Community Services regarding the Cultus Lake Park Community Sewer Infrastructure Assessment was provided for information.

August 14, 2012 Page 5 7.3 Proposed Engineering Analysis of Cultus Lake Sewage Treatment and Disposal Options, Electoral Area E SKONBERG/KOKOSKA THAT Staff be authorized to conduct an Engineering analysis of the Cultus Lake Sewage treatment and disposal options for various communities; AND THAT Staff be authorized to execute a Services Agreement with ISL Engineering and Land Services for the Evaluation of Cultus Lake Sewer System Options for an amount of $43,700 for the Engineering Services. [EASC 2012-158] 7.4 Addenda Items Engineering & Utilities None 8 PLANNING & BUILDING 8.1 Area E Official Community Plan (OCP) Next Steps 8.1.1 Draft Bylaw No. 1115, 2011, Area E Official Community Plan Suzanne Gresham reported that second reading of Draft Bylaw No. 1115, 2011, Area E OCP, will be the culmination of two years work which involved many reports to committees, and consultation with numerous stakeholders and community members. Consultation will continue as the bylaw proceeds. Ms. Gresham noted that the bylaw presented today may change before it is presented to the FVRD Board on August 28, 2012 for consideration of second reading. Lisa Grant, Planner 1 and Dawn Smith, Planner 1provided an informative overview of the OCP development process to date. Their presentation included: Background information Consultation and engagement to date Proposed new Development Permit Areas (DPAs) New exemptions for minor buildings and structures to reduce need for some DPAs Overview of provisions for Chilliwack River Valley and Columbia Valley Cultus Lake South Neighbourhood Plan including: o a neighbourhood plan to guide new and existing resort development o Land Use o Density and amenity space o Trails o Servicing o Traffic policy direction

August 14, 2012 Page 6 The next steps for the OCP will be: Public Information Meeting: Chilliwack River Valley, Wednesday, September 5, 2012, 7:00 p.m. Columbia Valley/Cultus Lake, Saturday, September 8, 2012, 10:00 a.m. - noon Public Hearing: September 12, 2012, 7:00 p.m., FVRD Boardroom September/October potential revisions to bylaw and/or adoption,. A second public hearing may be required based on the nature of any revisions after the first Public Hearing. Chair Dickey thanked staff for their presentation. SKONBERG/STOBBART THAT the Board give second reading to the bylaw cited as Fraser Valley Regional District Official Community Plan for Electoral Area E, Bylaw No. 1115, 2011 ; THAT the Board consider Bylaw No. 1115, 2011 in conjunction with the FVRD Five Year Financial Plan and Solid Waste Management Plan pursuant to Section 882 of the Local Government Act; THAT the Board deem Bylaw No. 1115, 2011 to be compatible with and consistent with the FVRD Five Year Financial Plan and Solid Waste Management Plan; THAT the Board refer Bylaw No. 1115, 2011 to a public hearing; AND THAT the holding of the public hearing be delegated to Electoral Area E Director David Lamson; AND FURTHER THAT other members of the Board may attend the public hearing in which case the director to whom the hearing is delegated will chair the public hearing. [EASC 2012-159] 8.1.2 Cultus Lake Traffic and Transportation Study Delcan for information The Delcan report Cultus Lake Traffic and Transportation Study dated July 2012 was provided for information. 8.1.3 Area E OCP Consultation Strategy Update for information The following items were provided for information: Staff report dated 2012 08 02 from Dawn Smith, Planner 1 and Lisa Grant, Planner 1 Public correspondence regarding draft Area E OCP was provided for information. 8.1.4 Area E Advisory Planning Commission Meeting Notes for information The Area E Advisory Planning Commission Meeting Notes of 2012 06 21 were provided for information.

August 14, 2012 Page 7 8.2 Development Variance Permit 2012-09, 13337 Stave Lake Road, Electoral Area F KOKOSKA/ADAMSON THAT the Board issue Development Variance Permit 2012-09 with respect to the proposed size of a Cottage Industry Use (meat cutting and sales) located at 13337 Stave Lake Road subject to consideration of any comments raised as a result of neighbour notification. [EASC 2012-160] 8.3 Development Permit 2012-13, 53003 Bunker Road, Electoral Area D FORMAN/STOBBART THAT the Electoral Area Services Committee approve the issuance of Development Permit No. 2012-13 for land clearing at 53003 Bunker Road, Electoral Area D. [EASC 2012-161] 8.4 Soil Removal and Deposit Permit, 38297 and 38447 Bell Road, Electoral Area G Director Bales expressed her concern that by approving this permit, the potential risk to Mission water sources presents too great a risk. Undermining major water sources is more serious than seepage and siphoning. She added that the mailout notification should have been broader as this permit affects both people in Mission and Abbotsford. STOBBART/FORMAN THAT the Board issue Soil Removal Permit 2011-01 as drafted for the proposed Soil Removal and Deposit Permit 2011-01 at 38297 Bell Road and 38447 Bell Road. [EASC 2012-162] Directors Adamson and Bales opposed 8.5 Agricultural Land Reserve Application, Non-Farm Use, 1060 Iverson Road, Electoral Area E STOBBART/FORMAN THAT the Board forward Rolf and Patricia Soth s application for a non-farm use to permit a second accessory employee residence for the property located at 1060 Iverson Road in Electoral Area E to the Agricultural Land Commission (ALC) for a decision on the basis of agricultural land use considerations. [EASC 2012-163] 8.6 Agricultural Land Reserve (ALR) Application, Non-Farm Use, 48151 Auchenway Road, Electoral Area E SKONBERG/STOBBART THAT the Board forward Stan Shannon s application for a non-farm use to permit an accessory employee residence for the property located at 48151 Auchenway Road in Electoral

August 14, 2012 Page 8 Area E to the Agricultural Land Commission (ALC) for a decision on the basis of agricultural land use considerations. [EASC 2012-164] 8.7 Mines Act Notice of Work Application Referral, Lillooet River Watershed, Electoral Area C Director Bales expressed frustration with referrals such as this because in her opinion the FVRD really has no say about these activities. ADAMSON/FORMAN THAT the respond to the referral of the Notice of Work by Devlins Bench Mining Ltd., regarding proposed placer exploration activities near the Lillooet River, with the following comments: 1. FVRD does not object to the proposed exploratory activities. 2. The Ministry should ensure that the reclamation work is completed upon conclusion of the activities in accordance with Section 13 of the applicant s Notice of Work. [EASC 2012-165] Director Bales opposed 8 Addenda Items Planning & Building 8.8.1 Modern Building Regulatory System and Certification of Building Officials for Information The following items were provided for information: Staff report dated 2012 07 05 from Frank Kelly, Deputy Director of Planning & Development Services UBCM Member Release dated 2012 06 28 re draft Modernizing Building Code Safety Regulations Proposals for a Modern Building Regulatory System White Paper Certification of Local Government Building Officials White Paper 9 EMERGENCY SERVICES None 9.1 Addenda Items Emergency Services None

August 14, 2012 Page 9 10 OTHER MATTERS 10.1 2013 2017 Financial Plan Timeline The Staff report dated 2012 08 8 from Lisa Pleadwell, Director of Corporate Services regarding the 2012-2017 Financial Plan Timeline was provided for information. 10.2 Area A Building Inspection Proposed Withdrawal of Service Director Forman reminded the Committee that the community of Electoral Area A voted, through referendum, in favour of withdrawing from the FVRD Electoral Area A Building Inspection Service Area with a 90% approval. He acknowledged the fact that there are problems with geotechnical issues in the Fraser Canyon but there are mainly old houses that are falling apart and cannot be repaired without a geotechnical report, which is cost prohibitive for most residents. The relevant Building Inspection Service Area Amendment Bylaw No. 1093, 2011 has received three readings, however 5 out of 7 Electoral Areas Directors have to give their consent to forward this bylaw to the Inspector of Municipalities for approval. Director Forman expressed his frustration that the requisite consent has not been attained to date. He noted that should the required consent not be received there are other options he will pursue. Director Dickey urged Committee members to make their decision one way or another. Director Adamson suggested that the requirement for a geotechnical report should be disposed of since that is the problem. Withdrawing from building inspection service is not the answer. Suzanne Gresham noted that, as directed by Electoral Area Directors, staff are conducting secondary geotechnical studies over a three-year program. A study in Lake Errock has just been completed and Area D will be next. Conducting a secondary geotechnical study in Area A may not avoid the problem because it may not be possible to get a positive geotechnical report because of the terrain. This is one of the challenges Director Forman faces. Undertaking secondary geotechnical studies for his area will not necessarily alleviate the situation. Graham Daneluz added that one possible route to explore is to look for funds to provide mitigation works that would provide protection and deal with the geotechnical, stream and hazard issues. Director Bales commented that the same situation is occurring in her community and she can relate to the problem in Area A. She also noted that it is very difficult to secure the services of a geotechnical engineer from a private firm to provide a report for a small home owner as the engineers tend to be busy with other larger projects. Director Bales suggested that it would be helpful to have a part-time geotechnical engineer on staff to do the work. Director Adamson agreed with Director Bales suggestion and asked if staff investigate if it would be cost efficient to have an in-house geotechnical engineer. The cost for the report could be included in the building permit application fee.

August 14, 2012 Page 10 Staff noted that this idea was discussed at the May 2011 workshop as a potential option or solution, but not pursued, so this would be a change in the Committee s current direction. It was determined that the issue of geotechnical studies be reviewed again at the September EASC priority session. ADAMSON/BALES THAT as part of the EASC 2013 Priorities Session to be held in September, 2012, the subject of employing a geotechnical engineer be discussed. [EASC 2012-166] Director Adamson also suggested that staff investigate the cost efficiency of having a private firm on standing offer (retainer) to conduct geotechnical studies. 10.3 RCMP Upper Fraser Valley Regional Detachment, Overview of Strategic Priorities for 2012/2013 Acknowledgement of Consultation Chief Administrative Officer Murray advised that RCMP Superintendent Robinson will attend the EASC Meeting of September 11, 2012 to discuss the RCMP s three-year strategic plan for the unincorporated areas of the. The following items were provided for information: Staff report dated 2012 08 01 from George Murray, Chief Administrative Officer Letter dated 2012 07 17 from RCMP Upper Fraser Valley Regional Detachment 10.4 EASC Chair s Report from Regional & Corporate Services (RACS) Meeting Chair Dickey noted the following items which were discussed the Regional & Corporate Services (RACS) meeting held earlier in the day: 2011 Lower Fraser Valley Air Quality Report from Metro Vancouver Nuisance Mosquito Control Program activities for FVRD up to end of June high water levels along the Fraser River led to the production of higher than normal quantities of mosquitoes. Parks and Park Facility Closure Policy draft policy to provide procedures for emergency events such as flooding and non-emergency events such as park maintenance. Audible Bird Scare Devices (Blueberry Cannon) recommendation to send letters to Ministry of Agriculture to address audible bird scare device issues Fraser Basin Council Membership discussion re justification for continued FVRD presence at the Council

August 14, 2012 Page 11 10.5 Addenda Items Other Matters 10.5.1 Proposed TELUS/FVRD Crown Land Referral and Notification Telecom Policy STOBBART/FORMAN THAT the Board delegate the authority to staff, by bylaw, to respond to public telecommunication tower referrals on crown land that are located further than three times their tower height away from private property to staff for review of land use concurrence AND THAT the Board acknowledges that the provincial Crown land public notification for communication sites is sufficient and a second duplicate Industry Canada public notification is not needed for sites located more than three times their tower height away from private property. Discussion ensued and it was suggested that because this issue was provided to the Committee on the Addenda and there was not sufficient time for review by Committee members, the item should be tabled. ADAMSON/BALES THAT the issue of a proposed TELUS/FVRD Crown Land Referral and Notification Telecom Policy be tabled to the September 11, 2012 EASC meeting. [EASC 2012-167] 11 ITEMS FOR INFORMATION The following items were provided for information: 11.1 Letter dated 2012 07 10 from Fraser Valley Regional Library regarding FVRL Staff Development Day, Friday, September 14, 2012 11.2 Email dated 2012 07 16 from H Susan M VandeVelde-Savola and the Othello Neighbourhood Association regarding gravel extraction/development in the Coquihalla River watershed. 11.3 Letter dated 2012-07 05 from Canada Post regarding potential changes to the Boston Bar BC Post Offices. 12 REPORTS BY ELECTORAL AREA DIRECTORS None 13 PUBLIC QUESTION PERIOD FOR ITEMS RELEVANT TO AGENDA None

August 14, 2012 Page 12 14 RESOLUTION TO CLOSE MEETING STOBBART/ADAMSON THAT the meeting be closed to the public, except for Senior Staff and the Executive Assistants, for the purpose of receiving and adopting Closed Meeting Minutes convened in accordance to Section 90 of the Community Charter and to consider matters pursuant to: Section 90(1)(i) the receipt of advice that is subject to solicitor-client privilege, including communications necessary for that purpose: Section 90(1)(k) negotiations and related discussions respecting the proposed provision of a Regional District service that are at their preliminary stages and that, in the view of the Board, could reasonably be expected to harm the interests of the regional district if they were held in public; and Section 90(2)(b) the consideration of information received and held in confidence relating to negotiations between the Regional District and a provincial government or the federal government or both, or between a provincial government or the federal government or both and a third party. [EASC 2012-168] The meeting closed at 2:20 p.m. and reconvened at 3:35 p.m. 15 RISE AND REPORT OUT OF CLOSED MEETING 15.1 First Nations Fire Protection Funding Methodology KOKOSKA/SKONBERG THAT the Board approve the revised funding methodology for First Nations Fire Protection Service Agreements based on the number of buildings as a proportion of the total number of buildings contained in the Fire Service Area. [EASC 2012-169] 16 ADJOURNMENT KOKOSKA/SKONBERG THAT the Open Meeting of the Electoral Area Services Committee of August 14, 2012 be adjourned. [EASC 2012-170] The Open Meeting adjourned at 3:37 p.m. MINUTES CERTIFIED CORRECT:... Director Bill Dickey, Chair