AGENDA Policy & Bylaw Meeting November 21, 2017 at 1:15 p.m. Fraser Room, City Hall Page A. CALL TO ORDER - Chair B. APPROVAL OF AGENDA: C. DELEGATION(S): D. APPROVAL OF MINUTES: 2-4 1) Adopt November 7, 2017 Meeting Minutes E. ACTIONS / OLD BUSINESS: 5-8 1) Review Action List F. REPORTS: 1) Petitions - Deputy Albers to Report ("Open Discussion") 2) Social Enterprises - Director Bolton to Report ("Open Discussion") 9 3) 2018 Annual Meeting Schedule ("Open Discussion") 10 4) Policy and Bylaw Committee - Terms of Reference - Clause 6 Approve Meeting Minutes ("Open Discussion") G. NEW BUSINESS: H. CORRESPONDENCE: I. NEXT MEETING 11 1) Annual Meeting Schedule J. ADJOURNMENT: Page 1 of 11
COUNCIL STANDING COMMITTEE POLICY AND BYLAW REVIEW STANDING COMMITTEE A Municipal Council Standing Committee, the Policy and Bylaw Review Committee, meeting was held on the 7th day of November, 2017 commencing at 1:15 p.m. at City Hall/Council Chambers. Committee Members Present: Councillor Laurey-Anne Roodenburg, Chair, and Councillor Sushil Thapar City Staff: Deputy City Manager/Director of Corporate and Financial Services Kari Bolton, Deputy and Corporate Administrator Gina Albers Committee Members Regrets: Mayor Bob Simpson Others Present: City Staff: Chief Administration Officer Byron Johnson, Director of Development Services Tanya Turner and City of Quesnel/Northern Development Initiative Trust Economic Development Intern Jake Rogger A. CALL TO ORDER - CHAIR Councillor Roodenburg called the November 7, 2017 Policy and Bylaw Committee meeting to order at 1:17 p.m. B. APPROVAL OF AGENDA: C. DELEGATION(S): (NONE) D. APPROVAL OF MINUTES: MOVED Deputy Albers, Seconded Councillor Thapar and resolved: THAT Policy and Bylaw Committee approves the November 7, 2017 Agenda. D.1) Adopt Previous Meeting Minutes of October 24, 2017 CARRIED E. ACTIONS / OLD BUSINESS: MOVED Councillor Thapar, Seconded Director Bolton and resolved: THAT Policy and Bylaw Committee approves the October 24, 2017 Meeting Minutes. CARRIED E.1) Review Action List (Reviewed, no changes made.) F. REPORTS: F.1) Single-Use Plastic Bags and Plastic Recycling Contamination - Intern Rogger to Report Committee discussed the following around Single-Use Plastic Bags and Plastic Recycling Contamination: - The City's entire recycling system is challenged by improper recycling sorting methods by the public that results in entire loads of recycling not being recycled and instead being disposed of to the landfill as general waste. - The City's entire recycling system, and processes, will need to be reviewed when the current recycling contract ends in 2020. There are complex issues due to the many parties involved in the City's recycling system, that all have different recycling processes/criteria that makes any changes to the City's recycling program challenging to implement. Adopt November 7, 2017 Meeting Minutes Page 2 of 11
Policy and Bylaw Committee November 7, 2017 - Socio-economic impacts needs to be considered when contemplating a complete ban on single-use plastic bags. Socio-economic impacts may include businesses not wanting to implement the ban, individuals who cannot afford multi-use plastic bags, and the inadvertent recycling challenges around banning single-use plastic bags that leads to other recycling challenges/issues; such as other products that are not biodegradable and still end up in the landfill. - Having a working group with community stakeholders/representatives, such as a Quesnel City Council Member, Quesnel s Business Improvement Associations, environmentally-minded members of the public, recycling organizations, and the Baker Creek Enhancement Society, to provide the City with input on any recycling initiatives, especially as the City works towards its 2020 zero waste initiative would be beneficial. - This working group could work on specifics between now and when the City starts work on its 2020 Zero Waste Initiative, such as the single-use plastic bags and correct recycling sorting techniques education/awareness campaign. MOVED Councillor Thapar, Seconded Deputy Albers and resolved: THAT the Policy and Bylaw Committee recommends to Council to approve the formation of a Reference Group, made up of one Council Member and community stakeholders, that would provide input towards Council s 2017 Strategic Action 4.3.1. of Continue with zero waste initiative ; AND THAT the Policy and Bylaw Committee recommends to Council to not proceed with an outright ban of single-use plastic bags at this time; AND THAT Maya Knauf be invited to do a presentation regarding the ban of single-use plastic bags to this Reference Group. CARRIED F.2) Council Procedure Bylaw - Amend Section 6 - Notice of Meetings - Deputy Albers to Report Committee discussed the following regarding the Council Procedure Bylaw: - Section 124(2)(g) of the Community Charter was revised January 1, that pushes forward the election from the third Saturday in November to the third Saturday in October for General Voting Day for Local Government General Elections. - This new timeline pushes Council's Annual Meeting Schedule to be made available one month earlier from the first 10 days in December to the first days in November annually. As a result of this, the Council Procedure Bylaw needs to be changed to reflect this legislative change. G. NEW BUSINESS: (NONE) MOVED Councillor Thapar, Seconded Director Bolton and resolved: THAT the Policy and Bylaw Review Committee recommends to Council, as per Section 124(2)(g) of the Community Charter, to amend Section 6 "Notice of Council Meetings" of the proposed "COUNCIL PROCEDURE BYLAW NO. 1839 of 2017 to read as follows: Notice of Council Meetings 6.(1) In accordance with section 127 124 of the Community Charter, Council must prepare annually on or before December November 10th, a schedule of the dates, times and places of Council meetings and must make the schedule available to the public by posting it at the Public Notice Posting Places. (2) In accordance with section 127 124 of the Community Charter, Council must give notice annually on or before December November 15th of the time and duration that the schedule of Council meetings will be available beginning on January December 1st in accordance with section 94 of the Community Charter. CARRIED H. CORRESPONDENCE: (NONE) Adopt November 7, 2017 Meeting Minutes Page 3 of 11
Policy and Bylaw Committee November 7, 2017 I. NEXT MEETING I.1) Annual Meeting Schedule The next Policy and Bylaw Committee meeting is scheduled for 1:15 p.m., Tuesday, November 21, 2017 at City Hall Council Chambers. J. ADJOURNMENT: With there being no further business to discuss, the meeting ended at 3:05 p.m. CERTIFIED CORRECT Councillor Laurey-Anne Roodenburg, Presiding Member Adopt November 7, 2017 Meeting Minutes Page 4 of 11
Date # Bylaw / Policy No. Oct. 10/17 Actions List November 21, 2017 ASSIGNED ACTIONS FOR UPCOMING MEETINGS Responsi ble Action 1) Tanya Write a letter to the Provincial Minister(s) to request that the Provincial Government establish standards for venting of shipping container units. Status COMPLETED NOV. 16/17 Page 1 of 4 Review Action List Page 5 of 11
Date Item # Bylaw / Policy No. ONGOING ACTIONS (NO ASSIGNED DATE) Responsible Action Actions List November 21, 2017 Comments Mar 12, 2015 May 14, Nov 22, Nov 22, Nov 22, May 11, 3) 1700 Tanya Review regulations for chickens, bees, exotic animals, a graduated fine structure, and zoning based allowances for dogs at a future meeting. 4) Tanya Matt Add provision for abandoning pets with related fine and install signage at landfill COMPLETED Oct. 10/17 Matt to coordinate signage installation at Landfill Surrender Pets at SPCA. 5) 1527 Tanya MOTI and City to sign a Letter of Understanding regarding signage in the highway right-of-way, to include removal of signage (but not limiting MOTI contractor removal), signage regulations (no permanent or temporary signage permitted), and method of notification of signage removal to sign owner and MOTI. 6) 1527 Tanya MOTI and City to discuss with groups located in South Quesnel (Quesnel Motocross Association, Billy Barker Days, Crash to Pass, Legion Beach, Racetrack, etc.) about the opportunity of placing MOTI standardized directional signage near the highway in an attempt to standardize signage in a safe location which will help users find venues ( wayfinding ). 7) 1527 Tanya MOTI (Brad Moores) to contact Emcon Services Inc. regarding Community Event/Service Club signs located on 2 Mile Flat and the top of Dragon Lake Hill, to determine whose responsibility they are. If these are MOTI signs, will they be included in the MOTI spring 2017 sign refresh? 8) Tanya Digital Signs Bring a report to PABCOM with updated regulations and will review MOTI s digital sign regulation once complete. Nov 22, MOTI to provide contact information and update regarding MOTI s digital sign policy update. /17 OCP Review Exotic animals reviewed Nov 25, 2015 Bees & Chickens reviewed Jan 13, & Oct. 10/17 Business Meeting with City of Quesnel and MOTI Representatives to discuss Action Items #8, #9, #10, and #11 UPDATE Feb 28 2017 City Staff to arrange meeting with MOTI to discuss actions Business Meeting with City of Quesnel and MOTI Representatives to discuss Action Items #8, #9, #10, and #11 UPDATE Feb 28 2017 City Staff to arrange meeting with MOTI to discuss actions Page 2 of 4 Review Action List Page 6 of 11
Date May 23, 2017 Oct. 10/17 Item # Bylaw / Policy No. ONGOING ACTIONS (NO ASSIGNED DATE) 9) Bylaw 1314 Tanya Responsible Action Tanya/Matt Actions List November 21, 2017 Tree Bylaw Repeal and Replace. See May 23/17 PABCOM Meeting Notes for recommendation for new Tree bylaw. Current Bylaw is for private land owners and private trees. Meeting with TELUS and BC Hydro re: public land and public tree removal. Comments OCP Review & DP Areas. Page 3 of 4 Review Action List Page 7 of 11
Date Nov 22, Oct. 10, 2017 Oct. 10, 2017 Item # Bylaw / Policy No. FUTURE CONSIDERATION Actions List November 21, 2017 Responsible Action TBD 12) 1527 Tanya/Nicole Staff to include in Sign Bylaw Reformat/Revision: 15) New Policy Framewo rk and Edcuatio nal Piece 16) Amend Master Zoning Bylaw 1662 Jake Tanya 1. The introduction of a new category for regulations for portable signage (to allow portable signage, given that they are in good quality and the display is changed often). 2. Special Event Temporary Signage as permissible Research a policy framework for the possibility of banning of single-use plastic items (water bottle, shopping bags, straws). Create foundational educational paper for Environmental Sustainability Ambassador Program & lead up to 2020 Zero Waste Initiative regarding recycling best practises. See Oct. 10 Meeting Minutes for details. Create Bylaw for commercial use, in Development Permit Areas only, for shipping container regulations. COMPLETE NOV. 7/17 Page 4 of 4 Review Action List Page 8 of 11
City Hall Council Chambers 1:15pm 3:45pm January 9, 2018 January 23, 2018 February 6, 2018 February 20, 2018 March 6, 2018 March 27, 2018 Commented [GA1]: SD#28 March 19-23 April 10, 2018 April 24, 2018 May 15, 2018 May 29, 2018 June 12, 2018 June 26, 2018 Commented [GA2]: NCLGA May 8-10 Commented [GA3]: May 31 June 3 FCM in Halifax Commented [GA4]: SD#28 June 28 Summer Break Starts No Further Meetings for 2018 (Will Call if Necessary) 2018 Annual Meeting Schedule ("Open Discussion") Page 9 of 11
Standing Committee Policy and Bylaw Committee Chair: Councillor Roodenburg Members: Mayor Simpson and Councillor Thapar Staff: Director of Corporate and Financial Services and Deputy Corporate Administrator Terms of Reference: 1. Review and update existing policies and Council-related bylaws on a priority basis as defined by Council and/or staff and recommend revisions to Council for approval. 2. Amend existing or draft new policies for Council approval as required or requested by Council, the public, Council Committees and/or staff. 3. Amend existing or draft new bylaws for Council approval as required or as requested by Council and/or staff. 4. Explore and research best practices for bylaw and policy creation and implementation and make recommendations to Council. 5. Explore and research policies and bylaws that will assist Council to achieve its Strategic Plan and OurQuesnel objectives. 6. To avoid lengthy time lags for approving the Meeting Minutes, Meeting Minutes will go directly to the next Council Meeting for approval when Committee Appointments expire, or when Council s Term is nearing completion. 410 Kinchant Street, Quesnel, BC V2J 7J5 250-992-2111 quesnel.ca Policy and Bylaw Committee - Terms of Reference - Clause 6 Approve Meeting Minutes ("Open Discussion... Page 10 of 11
City Hall Council Chambers 1:15pm 3:45pm February 28, 2017 March 14, 2017 March 28, 2017 April 11, 2017 2:00p.m. April 25, 2017 2:00p.m. May 9, 2017 2:00p.m. May 23, 2017 2:00p.m. June 6, 2017 June 20, 2017 No Summer Meetings (Will Call if Necessary) September 12, 2017 September 26, 2017 No Meeting (UBCM) October 10, 2017 October 24, 2017 November 7, 2017 November 21, 2017 December 5, 2017 Annual Meeting Schedule Page 11 of 11