district of clearwater bc 2011 annual report

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District of Clearwater Annual Report 2011

Lynne

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Lynne

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Lynne

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Contents

A MESSAGE FROM THE MAYOR ......................................................................................................... 4

Mayor and Council ............................................................................................................................ 5

ORGANIZATIONAL CHART .................................................................................................................. 6

PURPOSE OF THE REPORT – OUR GOALS ........................................................................................... 7

CHIEF ADMINISTRATIVE OFFICER’S MESSAGE .................................................................................... 8

Services ......................................................................................................................................... 9

Community ................................................................................................................................... 9

Our Focus .................................................................................................................................... 10

DEPARTMENT OVERVIEW ................................................................................................................ 11

ADMINISTRATION / CORPORATE SERVICES ...................................................................................... 12

2011 Highlights for Administration and Corporate Services ......................................................... 12

2012 Plans & Initiatives ............................................................................................................... 13

Grants ......................................................................................................................................... 14

Strategic Community Investment Funds Plan and Progress Report .............................................. 14

Grant in Aid ................................................................................................................................. 14

PROTECTIVE SERVICES ..................................................................................................................... 15

2011 Highlights ........................................................................................................................... 15

Fire Department .......................................................................................................................... 15


INFRASTRUCTURE S ERVICES ........................................................................................................... 16

2011 Highlights ........................................................................................................................... 16

Public Works ............................................................................................................................... 16

Public Works ............................................................................................................................... 17


PARKS AND RECREATION ................................................................................................................. 19

2011 Highlights ........................................................................................................................... 19


TRANSIT .......................................................................................................................................... 22

2011 Highlights ........................................................................................................................... 22

2012 Initiatives ............................................................................................................................ 22

PLANNING & DEVELOPMENT SERVICES ........................................................................................... 23

Building & Development Services ................................................................................................ 23

2011 Highlights ........................................................................................................................... 24


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ECONOMIC DEVELOPMENT & GROWTH MANAGEMENT ................................................................. 25

2011 Highlights ........................................................................................................................... 25


FINANCE.......................................................................................................................................... 26

Financial Services ........................................................................................................................ 26

2011 Highlights ........................................................................................................................... 27

2012 Initiatives ............................................................................................................................ 27

Property Tax Comparisons ........................................................................................................... 28

2011 Revenues and Expenditures Distribution ............................................................................. 29

Permissive Property Tax Exemptions for 2011 ............................................................................. 30

2011 GOALS, OBJECTIVES AND ACTIONS – 2011 & 2012 .................................................................. 31

BYLAWS AND POLICIES TO BE COMPLETED ...................................................................................... 35

FINANCIAL STATEMENTS ................................................................................................................. 36

CONTACT INFORMATION ................................................................................................................ 37

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May

or

and

Co

un

cil

Mayor and Council

Mayor John Harwood (centre) Councillors: Ken Kjenstad, Gord Heisterman, Jon Kreke

Shelley Sim, Barry Banford, Merlin Blackwell

It is the Mayor’s duty to chair meetings of Council, hold ex-officio membership in all Council Committees and all bodies to which Council has the right to appoint members. The rules governing the conduct of the meetings are outlined in the Council’s Procedure Bylaw and Robert’s Rules of Order.

Regular Council and Committee meetings are open to the public. Agendas are available at the Municipal Hall or on the District’s website www.districtofclearwater.com. In-Camera meetings are held as per Section 90 of the Community Charter where necessary.

Declarations of Disqualification made under Section1 11 of the Community Charter for the year 2011 In accordance with Section 98 (2) (e) of the Community Charter, the District of Clearwater advises that there were no disqualifications under Section 111 of the Community Charter for the year 2011.

An elected Council, comprised of a Mayor and six Councillors governs the District of Clearwater. Under the Community Charter the Council has the authority to set budgets, levy taxes, and establish policies to guide the growth, development and operations of the District for the benefit and protection of it citizens. The powers of Mayor and Council are exercised through the adoption of resolutions or enacting bylaws at regularly scheduled Council meetings.

Regular Open Council meetings are on the first and third Tuesday of each month and hold only one meeting in July and August at 7:00 p.m. in the Council Chambers at 132 Clearwater Station Road. At 5:00 p.m. Preceding Regular Council meetings are Committee of the Whole meetings, these committees are comprised of Economic Development, Finance and Audit, Infrastructure and Parks and Recreation.

Elected in November 2011, these Council members will serve until November 2014.

http://www.districtofclearwater.com/

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ORGANIZATIONAL CHART

Organization Chart

Mayor John Harwood

and Council

Mike Smith (.50)

Fire Chief

Roger Mayer

Rec Facilities Supervisor

Rob Griffiths

Maintenance Foreman

Bob Behan

Operations

Lead Hand

Heather Wurm

Tammy Rutsatz

Accounting

Clerks Volunteer

Fireman

15

Rec Facilities

Attendants

Don Pendergast (.06)

Elijah Wicks/

Joe Timms

Casual/on-call

Bryan Lipp

Maintenance

Worker

Margaret Anne

Proulx

MV/ICBC Clerk Wayne Wysoski (.02)

Maintenance

Guy Holland

Deputy Fire Chief

Leslie Groulx

Chief Administrative Officer

Concession Staff (5)

Skate Patrol (2) Seasonal

Lisa Jensen

Katie McArthur (.02)

MV/ICBC Clerks

Theresa Affleck

Custodian (.012)

Citizens of Clearwater

Sheila Thiessen

Director of Finance

Lynne Frizzle

Legislative Assistant

Penny Harper

Receptionist/File Clerk

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PURPOSE OF THE REPORT – OUR GOALS

The Community Charter requires that all BC municipalities publish an Annual Report with municipal objectives for the past, current and future years and on the progress that the municipality has made in meeting those objectives. Though there is no prescribed format for these reports, there are reporting guidelines. The report explains the foundation of the District of Clearwater’s success – our values, goals and people. It contains information that will outline what we have been able to achieve over the past year and what we plan to accomplish in 2012. The report outlines the departments within the municipality;

Highlights of major projects achieved during the year,

2012 Plans and Initiatives

Statistics,

Permissive tax exemptions, and

Audited financial statements.

For more information on the District of Clearwater please visit: www.districtofclearwater.com

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THE ADVENTURE STARTS HERE….


Lynne

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1.

Services

The District of Clearwater provides the following services:

Bylaw Enforcement;

Cemetery;

Development Services:

Planning,

Subdivision Approvals,

Zoning Amendments,

Amendments to the Official

Community Plan,

Development Permits, and other

Development Permit applications;

Economic Development & Tourism

promotion;

Emergency Management;

Fire Protection;

ICBC/Motor Vehicle Appointed Agent;

Parks and Recreation:

North Thompson Sportsplex,

Community Parks,

Ball Diamonds,

Healthy Living Well Program;

Public Works:

Water System,

Sewer System,

Dykes,

Facilities maintenance etc.

Roads (September 2013)

Street Lighting;

Transit Service.

Community

The District of Clearwater is situated on the Yellowhead Highway #5, approximately 125 km north of Kamloops at the gateway to the world famous “Wells Gray Park”. The largest community in the Upper North Thompson Valley, the community spans over 5,447 hectares of land and approximately 247 hectares of foreshore and land covered by water. Clearwater is a vibrant community of approximately 2,331 people and is the main centre for business, financial and government services in the North Thompson Valley. As the main gateway to Wells Gray Park on route to Jasper, it is also a hub for providing services and supplies to the travelling public.

Clearwater is a thriving community with an economy based in forestry, tourism, retail and agriculture, with tourism experiencing significant growth as travelers from around the world flock to the wilderness that surrounds the community.

Municipal Hall is where the primary tasks of running municipal government are carried out. The Municipality is committed to ensuring that citizens receive excellent customer service from everyone working on their behalf. The staff is committed to service excellence. The Community offers a safe and peaceful environment that includes all the amenities of a sustainable community including education, health care and recreational opportunities. Education is available from kindergarten to Grade 12 with post-secondary opportunities also available through Thompson Rivers University. The community has its own hospital and medical clinic that services the surrounding area. Emergency services include a Volunteer Fire Department, RCMP Police detachment, BC Ambulance Service, Search and Rescue operation and Emergency Social Services. Recreational opportunities abound in the area with up to date facilities and some of the most spectacular scenery and wilderness in the world. Current infrastructure, which includes an extensive water system and a newly constructed sewage lagoon, is capable of serving an ever-increasing population. Other services include financial, legal, realty offices, and over 300 other businesses.

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Our Focus

Having integrity, honesty, reliability, accountability, awareness, openness, transparency;

Providing good customer service, treating others with respect, having empathy for others;

Protecting our environment, being fiscally responsible, promoting a “can do” attitude;

Being innovative, progressive, current, visionary, forward thinking, dedicated, accommodating, fair;

Having fun, being passionate and energetic, educated, knowledgeable, valuing employees and each other.

1. Ensuring organization capacity and

effectiveness

o Building core foundation with

staffing, bylaws and policy

development;

2. Achieving operational excellence

o Operational Health and Safety

Program, Emergency Management

Response and Operations &

Maintenance Manuals for the

water system, Community capacity

building through development of

community partnerships and

relationships;

3. Strengthening District infrastructure and

managing assets

o Water and sewer upgrades,

infrastructure master plan,

development of roads systems,

green energy, and more;

4. Managing Growth and Community

Development

o Official Community Plan,

Development Procedures and

Subdivision Servicing Bylaws.

o Community Economic

Development Strategic Plan

(CEDSP) focusing on forestry,

tourism, agriculture and healthy

living initiatives;

5. Ensuring Financial resilience

o Currently the District is in a sound

financial position with sufficient

reserves and surpluses.

Ou

r Fo

cus

To ensure Clearwater is the “Best place to live, work and play”

while maintaining a socially, culturally, economically and environmentally sustainable

community.

MISSION STATEMENT

OUR CORE BELIEFS AND VALUES

GOALS AND OBJECTIVES

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DEPARTMENT OVERVIEW

Financial Services

Dep

artm

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Ove

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Information Technology

Infrastructure

Services

Planning and Development

Protective Services

Corporate and

Community Services

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ADMINISTRATION / CORPORATE SERVICES

2011 Highlights for Administration and Corporate Services

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In 2011 the District amalgamated the CAO and Corporate Administration positions. The Administration department has 3 full time employees and is responsible for guiding and overseeing the work of all department managers in the delivery of municipal services on behalf of the elected Council. Administration is also responsible for soliciting and providing advice and information to Council a full range of legal and policy matters. It is important to understand that it is Council that sets corporate policies, enacts bylaws and regulations, and approves the annual budget.

Administration continues to encourage positive, mutual partnerships and respectful relationships with all District stakeholders. Corporate Services is responsible for processing all business as it relates to the Council, performing all statutory requirements as required under the Local Government Act and the Community Charter. The Administration Department encourages open communication with the community to create a better understanding and appreciation of the Council’s role, its policies and its statutory responsibilities.

Other responsibilities:

Co-ordinate all local government elections and other voting opportunities

Provide advise with respect to Council procedures, policies, and functions;

Administer and process all request to access information through the Freedom of Information and Protection of Pricy Act

Store and maintain all vital records of the municipality such as agreements and bylaws;

Execute all legal documents on behalf of the District;

Provide administration support to Committee of the Whole and Council and recording secretarial support for the various advisory bodies;

Administer and coordinate events specific to District functions.

Oversee the following departments: Public Works, North Thompson Sportsplex, Parks and Recreation, Economic Development and Planning and Development

Strengthen relationships with external agencies, community stakeholders and Provincial and Federal Ministers

Continued a positive with the Simpcw First Nation to enhance our relationship and discuss common interests

Continued to implement Council’s Strategic Priorities

Council engages Clearwater Secondary School in Local Government Awareness Week,

Adopted 16 Bylaws and 6 District Policies

Managed 2011 Elections for Municipal Council and assisted with TNRD Area A Elections

Continued implementation of the records management system for all departments

Prepared various leases, contracts and Letter of Agreements

Staff job descriptions

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2012 Plans & Initiatives

2012 Plans and Initiatives

Administration:

To ensure efficient use of the Council’s time to conduct business by coordinating staff input, public input and council consideration of issues before the District,

To continue to maintain excellent working relationships with staff, external agencies, community stakeholders and Provincial and Federal ministries,

Complete 2012 Strategic Planning,

Complete CUPE Union Negotiations,

To develop and present a Staffing Plan,

Design and execute a Community Satisfaction Survey,

Develop and administer Occupational Health & Safety Program Manual

Customer Service:

To provide excellent service to our clients, customers, and the citizen of Clearwater,

Continue to work towards improving tracking and handling of complaints,

Continuous improve for service delivery,

Develop and distribute a Community Newsletter

Corporate Services:

Provide all relevant information in a clear and concise manner with appropriate recommendations and options in order that Council may make an informed decision, adequately notify the public of the resulting decision,

Ensure that the records of the District are secure and managed in accordance with the requirements of the provincial legislation,

Provide the public with the maximum permitted access to District records,

Develop and implement electronic records management system for all departments,

Coordinate a revamp of the District’s website,

Continue reviewing and updating inherited bylaws from the Clearwater Improvement District and the Thompson Nicola Regional District,

Develop and implement a Continuity Plan for the Districts administration office and all departments

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Grants

Towns for Tomorrow Grant for UV Disinfection System (Provincial) $400,000

Roads Strategic Plan Grant (Provincial) $145,000

Infrastructure Master Plan (Provincial) $14,100

Micro-hydro feasibility study (SIBAC) $20,000

Canada Day grant (Heritage Canada) $2,000

Age Friendly planning grant (UBCM) $17,600

Green Energy Scan (SIBAC) $15,000 Value: $610,000

Fuel Management Program (Federal / Provincial) Value: $897,000

Pee Wee Girls BC Championship Hockey Tournament

Food Bank – Christmas Hampers

Rotary Club Mayday Parade

Clearwater Secondary School Pac Speaker Presentation

Clearwater Community / Business Online Directory (CSS)

Clearwater Elks #499 Programs Value: $4,200

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The Council works with staff to identify the programs and infrastructure suitable for available grant programs, the following are grants approved in 2011.

The Council continues to focus on the sustainability of the District programs and infrastructure in the face of increasing demands and uncertain funding, recognizing it is NOT prudent to rely solely on grant dollars to maintain growth.

Grant in Aid

The Council recognizes the value to the community of local clubs, groups, non-profit organizations and charities under Policy 2008-02 the District provides guidelines for grant in aid funding applications to Council. Council approved the disbursement of grant in aid funds for the following projects in 2011:

Strategic Community Investment Funds Plan and Progress Report

1. SCI Funds received

Date Received Use Amount

April 4, 2011 General Government Services $228,586

June 30, 2011 General Government Services $328,919

Total Received $557,505

2. SCI Funds intended use, performance targets and progress made

Intended Use Performance Target Progress Made

Use funding to stabilize tax rates

To minimize tax increases in 2011

With the SCI funds Council was able to ensure that the 2011 tax rates were a minor increase over 2010 tax rates

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PROTECTIVE SERVICES

Pro

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Serv

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Fire Department

The District of Clearwater has a part-time Fire Chief, a maintenance worker and 15 on-call volunteer fire fighters. The Clearwater Volunteer Fire Department engages in mutual aid agreements with Blackpool and Vavenby Fire Departments.

The Fire Chief overseas the operation of the Clearwater Volunteer Fire Department with the provision of providing services for the protection of lives and property from fire hazards. Providing a comprehensive fire prevention and suppression service, the Fire Department is complimented by a Deputy Fire Chief, Captains, 2 Safety Officers and 11 firefighters.

Main Responsibilities:

Administration,

Burning permits,

Commercial and residential fire alarms,

Wildfire and bush fires with District boundaries,

Carbon monoxide, gas and miscellaneous calls,

Equipment maintenance,

Schools programs


Perform fire prevention, inspection and fire investigations,

Implement fire evacuation to public buildings.

Provincial forestry backup,

Suppression, rescue, mutual aid, haz mat awareness response, first responder, disaster planning, fire prevention, public awareness,

Weekly training sessions for volunteer fire fighters,

Follow incident command procedures.

Fire Hall Upgrades – 5 year plan

Develop Fire Service Inspection Policy and implement Fire Inspections

Joint Partnership for Co-Terminus Fire Services

Purchase AED and train team on the use

Secure a “live fire practice” site

Continue Safety Training with the Schools


Addition of Locker Room

Quarterly reporting to Council

All active members received First Aid Training

Participated in District Celebrations – Canada Day and Canoe Regatta

Purchase Turn out gear

Partnered in the District’s Fuel Management Program

Fuel Management Open House

Skills Training and Evaluation for basic recruitment

2011 Highlights

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INFRASTRUCTURE S ERVICES

Public Works

The Public Works department has two full time employees and 2 part-time/on-call employees. The department provides technical support, upgrades and maintenance for the District’s infrastructure and capital projects in consultation to the Districts engineers The operate the District’s water and sewer treatment and distribution system, maintain fire hydrants, District facilities, and are responsible for Riverview Cemetery, burials and cremations. The Public Works Department ensures the delivery of potable water to the community and maintains the water treatment and distribution system. This includes one gravity system (Russell / McDougall / Hashcheak Creek watershed) and 2 Wells.

The department experienced a challenging year implementing Conditions of Permit for the Water System through directives by Interior Health Authority.


Reviews servicing of development and subdivision applications

Manages Capostinsky Ball Park

Receives and executes applications for water and sewer service connections

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Temporary Cemetery Committee establish guidelines for Columbarium

Brochure developed for Columbarium Services

Volunteer committee to do spring cleanup

2011 Highlights

Cemetery

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Public Works

General

Sewer

Water

Fire Hydrants – 3 installed

LGMA Teamworks program – a complete review of the functions of the Public Works Department

Implement a maintenance tracking system for work scheduling, work orders, maintenance to vehicles, monitoring of water and sewer usages and maintenance

Full inventory of the public works tools and equipment

Pave cutline’s in the various municipal roads

Strawberry Flats sewer Service investigation

Completed a comprehensive report on a SCADA Monitoring System for the District’s sewer and water infrastructure

Improved water sampling program

Removal of the beaver dam on Russell Creek

Ultra Violet Disinfection System –design

Line painting of centre and fog lines

Initiated Fire Hydrant mapping program

Washroom and new fence at Capostinsky Park

Chlorine Analyzer installed at Reservoir

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General

Sewer

Water

Flushing Sewer Main

Maintenance program for the sanitary sewer services

Feasibility Study on sanitary sewer expansion to Dutch Lake area residents

Apply for a grant to expand the sanitary sewer system to Dutch Lake residents

Phase 1 of a 5 phase installation program for the SCADA control system on the water and sewer facilities

Partner with the Thompson Nicola Regional District for the submission of a grant to design and install for a Septic Receiving Plant

Installation of standalone water testing stations

Installation of 8 Fire Hydrant

Russell Creek Water System UV Upgrades

Water Conservation Plan

New Water License Application for gravity feed system

Maintenance Management Plan and Operation Manual

Emergency Response Plan

Phase 1 of Leak Detection Survey

Cleanup of the public works yard and cemetery

Upgrades to Capostinsky Ball Park o dugouts, red scale sand, o weed control on warning track and fence line,

Roads Investment Strategy

Infrastructure Master Plan

Hwy #5 / Clearwater Village Road Access Plan

Dike Review and Assessment

Signage on all Public Works Facilities

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PARKS AND RECREATION

2011 Highlights

Par

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Rec

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ion

The District of Clearwater has something for everyone; this is especially true in our community parks. Experiences can range from tot parks to cultural to natural this reflects the District’s commitment to family and our natural heritage. There are 10 community parks, 8 of which are developed. The District also has a sports arena which encompasses hockey, figure skating and curling, this is maintained by District staff. A contractor maintains the myriad of park amenities including playing fields, playgrounds, picnic areas, beaches, docks, memorials and the salmon viewing platform. A full range of accessible recreational opportunities are available for all ages and stages of life within the District. The District is committed to providing diverse and accessible recreational opportunities that will contribute to the holistic health and well being of the community. A Community Recreation (Outreach) program was developed as a follow-up to the District’s Living Well Program which was initiated in 2009 and operated intermittently over the past couple years. The Clearwater Secondary School is the main centre for offering the programs resulting in increased programs and registration. This has had a positive effect for Clearwater Secondary School by attracting many citizens that haven’t traditionally used the school facility.

Recreation Programming (contract coordinator in partnership with Secondary School)

Completed a Recreation programming Needs Assessment survey

8 programs offered from November 23, 2011 to December 16, 2011 with 66 participants (as of May 2012 there have been 429 participants)

Pilot program included the following with youth and adults participating: o Yoga for youth o Floor hockey o Resistance training and

conditioning o Christmas baking exchange

o Christmas light tour o Youth Week Committee o Clearwater CAN o Smoking Cessation Program

North Thompson Sportsplex (maintained by District staff)

Ice rentals January to March - 714 hours, 11% increase from 2010

Hosted a variety of tournaments throughout the winter, spring and fall season

Provincial Female Peewee Championships with an approximate economic spin off of $350,000

Figure Skating Carnival and Christmas Exhibition and a test day

2 Curling Bonspiels

Minor hockey registrations up by 12%.

Raft Mountain Skating Club ice rentals up 35%.

Offered a course for Building Service Worker

2 weekend Hockey Camps in September

Offered free family skating nights sponsored by Community Businesses

Raft River Parents Advisory Council received a $7,000 grant from the Community Forest to start a “learn to skate program” for Raft River and Vavenby elementary Schools.

Capital projects completed – electrical panel replaced, washroom expansion, arena boards

Submitted grant application for Community Recreation – expansion of the Arena

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Community Parks

2011 Capital Projects

District Community Parks (maintained by a parks contractor):

Chad Memorial Park

Dutch Beach Park

Raft River Viewing Park

Reginald Small Park

Rotary Sports Park

Weyerhaeuser Pioneer Park

Wyndhaven Park

Park Drive Park (undeveloped)

Fawn Park (undeveloped)

Ball Diamond – Capostinsky Ball Park:

Slo-Pitch Tournaments

Minor Ball holds several games and teams compete in the provincials throughout the province

Capostinsky Ball Park – Washroom renovations, heightening of fence

Dutch Lake Beach - sand

Reginald Small Park – Concrete Picnic Table

Rotary Sports Park – concrete picnic table

Wyndhaven Park - Swing Set Replacement

Clearwater Center Plan Flower Beds upgraded

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Community Recreation:

Further enhance and expand the recreation programming under the Healthy Living component

North Thompson Sportsplex

Expansion of the facility with 5 new dressing rooms o Services installed for expansion, Arena boards replacement

Community Parks:

Slo-Pitch Tournaments

Minor Ball holds several games and teams compete in the provincials throughout the province

Skate 8 Clinic held at Rotary Sports Park

Swimming Lessons hosted by CRC Capital projects:

Capostinsky Park:

Player Benches in dugouts,

red ball sand,

Sterilize warning track and fence line Dutch Lake Beach Park,

18x20’ float, Bampton Signage Raft River Viewing:

Stain platform Rotary Sports Park:

Update concession ,Sealant for Skate Park Weyerhaeuser Pioneer Park:

Stain planks on bridge; frame playground area; new at Risk Sign Wyndhaven Park:

rock retaining wall, pea gravel P

arks

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TRANSIT

In partnership with the Thompson Nicola Regional District (TNRD) and BC Transit, the District of Clearwater contracts transit services through Yellowhead Community Services. Two primary services are provided as outlined below:

2011 Highlights

2012 Initiatives

Tran

sit

Vavenby-Kamloops Social Bus: Operating Thursdays and connecting citizens of the North Thompson valley with health care and other services offered only in Kamloops.

Regular Community Transit: Has scheduled local runs five days per week.

Social bus continuation with partnership funding from TNRD, United Way and Wells Gray Community Forests

Pilot bus run for Saturday’s to Farmers Market and Dutch Lake Beach

Pilot bus run to Wells Gray Provincial Park for tourism

New signage at bus shelters

Increased promotion of service through Facebook, Website, newspaper and newsletter.

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PLANNING & DEVELOPMENT SERVICES

Building & Development Services

Planning and Development are provided under contract by the Thompson Nicola Regional District. Planning takes a lead role in land use planning and many of the inspection and permitting processes for the District. The principal functions of the Planning Department are:

Building Inspection, planning, and Bylaw Enforcement,

The building inspection function addresses residential, commercial, institutional and industrial building construction within the District.


Administration of development application and current planning;

Provide council with advice on planning matters;

Develop policies pertaining to land use;

Official Community Plan

Investigate complaints about possible violations of municipal bylaws and enforce these bylaws;

Administer the BC Building Code and ensure that all buildings in the District are constructed to the standards of the Building Code;

Process applications for development permit and development variance permits, rezoning and Official Community Plan amendment, temporary use permit, Agricultural Land;

Process all building, and plumbing permits

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Building: At $2.8million building permit values up in Clearwater over 2010. While total construction values show some fluctuation from year to year, the number of building permit values are relatively stable.

Year # of Permits Value/Mil 2008 67 $4.5 2009 35 $2.9 2010 27 $2.2 2011 28 $2.8

2011 Application Type # Applications Agriculture Land Reserve 1 Rezoning 1 Official Community Plan 1 Development Variance Permit 2 Subdivision 4

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2011 Highlights


Reviewed and processed 9 development applications

Continued to work towards the completion of the Official Community Plan

appointed an Approving Officer

Amended Development Procedures Bylaw

Produced Development Procedure Brochures o Sub-Divisions Guide & Application o Re-Zoning and OCP Amendment Guide & Application o ALR Guide & Application o Floodplain Exemption Guide o Temporary Use Permit Guide & Application

Continued to improve and process efficiently all land use planning applications

In August 2011 renewal of Development Services Contract with TNRD.

Launch a complete Development Bylaw, Subdivision & Development Services Bylaw, Development Cost Recovery Bylaw

Continue to implement Corporate Climate Action Planning Initiatives

Update Development Services public information on the website

Completion and adoption of the Official Community Plan

Continue to review, process and approve development applications

Continue to work towards assisting citizens in finalizing their building permits

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ECONOMIC DEVELOPMENT & GROWTH MANAGEMENT

2011 Highlights


Completed a Community Economic Development Plan

Designed and distribution of a Visitor Guides

Worked with North Thompson Valley communities and BC Hydro to expedite construction of long term sustainable power supply in the Valley

Meetings with Ministers at UBCM o improve access to Trophy Mountain meadows and Clearwater River Roads o development of speed limit issue and proposed roundabout off Hwy 5 o Development of long term plans for the Info Centre

Funding to complete a Green Energy Scan in partnership with SIBAC, District of Barriere, TNRD Area A, B & 0

Micro-Hydro power generation feasibility study.

Initialize Business Retention and Expansion Program

Continue to work with outside organizations such as Community Futures, Ministry of Job Innovation and Tourism, Clearwater Employment Services, Clearwater & District Chamber of Commerce, Yellowhead Community Services

Continue to work with the Provincial government on the McLure to McBride Economic Pilot Project

Maintain a membership with Economic Development BC

Continue to liaison with resource based industry leaders

Continue to implement goals and objectives for the Community Economic Development Plan

Development Age Friendly Assessment Plan

Development of an Agriculture Land Use Inventory

Continue to work towards a higher standard of internet and broadband access

Presently, the community is actively pursuing new light and major industry and commercial ventures; we are no longer primarily a single industry community. Clearwater abounds with outdoor recreation opportunities, fully serviced residential and commercial properties and, most importantly, a community prepared to encourage new business enterprise. In partnership with TNRD Area A, the District funds Tourism Wells Gray to manage tourism and marketing for Clearwater. The purpose of the association is to represent the tourism industry within the District of Clearwater and Wells Gray Country. Tourism Wells Gray is committed to overseeing the development and direction of tourism and to increase the value of tourism to the economy within Wells Gray Country and the broader North Thompson Valley region. Forestry, tourism, retail and agriculture form a diversified economic base for the area. Forestry is the dominant industry; however tourism is expanding the quickest. The phenomenal growth of tourism is characterized by a substantial increase in tourism based businesses throughout the area and the recognition as a destination vacation spot. Agriculture, though small in scale still represents a substantial importance to the local economy and food security in the area.

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FINANCE

Sheila Thiessen – Director of Finance

Financial Services

The Financial Services department has 3 full-time employees within finance and 2 full time employees and 1 part time employee with Motor Vehicle/ICBC.

The Financial Services department’s responsibilities and authority are legislated by the Community Charter, provincial and federal statutes and municipal bylaws.

These responsibilities include stewardship of municipal assets including investments, tangible capital assets and liabilities, through Financial Planning, reporting and risk management.

The Financial Services department works with all other departments in order to provide timely, relevant and accurate information for reporting and decision making.

Fin

ance

Other responsibilities include:

Ensuring IT services are functional and

effective

Filing all necessary progress and claim

reports for projects that are funded by

grants

Preparing all statutory financial reports

required

Administration of

o Transit

o Noxious Weed Program

o Riverview Cemetery

o Motor Vehicle and ICBC Office

o Driver licensing and Motor Vehicle

Insurance

Protecting the District’s financial position

by monitoring investments, reserve and

debt levels

Motor Vehicle/ICBC receiving an Award of Excellence

Page | 27

2011 Highlights

2012 Initiatives

Update of phone system to include conference capabilities

MV/ICBC office recognized with an Award of Excellence for accuracy and customer service

Recruited and trained new staff member in MV/ICBC due to retirement

Director of Finance kept up to date on municipal finance requirements and issues by

attending Government Financial Officers professional development sessions.

Updated Payroll setup and processes

Streamlined HST reporting process

Held tax sale

Established accounting processes to track reserve funds

Work with all departments to develop a District asset management and long term capital

planning process.

Provide council with relevant information in relation to funding priorities for capital

projects and replacement and refurbishment of infrastructure.

Establish a process and timeline for developing the 5 year Financial Plan in an efficient and

effective manner.

Refine and streamline Financial Software applications and processes.

Online Purchase Orders

Utilizing new technology to reduce paper output

Review Utility user fees to ensure security and sustainability of water and sewer systems

Continuous improvements in Customer Service through staff training and streamlining

processes

Research and report to Council on Business licensing process

Review purchasing policies and supplier contracts to maximize the value received

Develop and implement systems for Climate Action Reporting

Review and document all Finance Department processes to ensure that they are effective

and efficient

Develop IT maintenance plan and update hardware and software as required

Working with Southern Interior Weed Management Committee

Inventory noxious weeds within District

Develop policies and plans to eliminate and maintain noxious weeds inventory

Riverview Cemetery

Establish electronic recordkeeping system

Update Cemetery Bylaw

Establish a schedule maintenance program, including working with Yellowhead

Community Services and the Challenger program

Plant trees using funds received from Trees Canada Grant

Fin

ance

Page | 28

Property Tax Comparisons

Fin

ance

The chart shows the property taxes and utilities paid on an average single family home in the District of Clearwater for 2011 and 2010. Property Taxes Property taxes are calculated using a mil rate multiplied by the assessed value. The only rate that the District of Clearwater sets is the Municipal Tax rate. Council, during the budgeting process makes an effort to ensure that property taxes are reasonable and fairly distributed amongst the property classes. In this example the municipal taxes paid on this property went up 5.6%, this was due to an increase in both the mil rate and the assessed value of the property. Services provided by the municipality with these taxes include:

General operating and administration

Parks and Recreation


Planning and Economic Development

Public Works

Fire Protection

Street Lighting

The municipal tax portion makes up 40% of the tax bill. The other 60% is taxes collected for other authorities. The other authorities that the District of Clearwater collects taxes for are;

School Taxes

Regional District

Provides solid waste management, library, E911,

emergency preparedness, mosquito control, and

other services

Regional Hospital

Provincial Police, BC Assessment and the

Municipal Finance Authority

Funds for Utilities are maintained separately as Water and Sewer Funds. There are two types of charges for each utility. The first is a parcel tax and this is a flat rate charged on every parcel of land within the respective service area. The second is the user fees and these are a variable rate based on the type of service and charged only on those properties that are hooked up to the system. The rates for Utilities did not change in 2011.

2011 2010 Change

$ $

Assessment

185,500

177,500 4.5%

Municipal Tax

572

542 5.6% Other Authorities

School Tax

436

433 0.7%

Regional District

301

318 -5.2%

Regional Hospital

43

41 4.2%

Police Tax

59

52 14.6% BC Assessment/MFA

12

12 -2.3%

Subtotal

851

855 -0.5%

Total Taxes

1,423

1,397 1.8%

Utilities

Water

Parcel Tax

80

80 0.0%

User Fees

240

240 0.0%

Sewer

Parcel Tax

30

30 0.0%

User Fees

255

255 0.0%

Total Utilities

605

605 0.0%

Page | 29

2011 Revenues and Expenditures Distribution

General Government

43%

Water 8%


13%

Planning and Development

21%

Protective Services

5%

Transportation 4%

Parks and Recreation

3% Sewer 2%

Public Health and Welfare

1%

2011 Expenditures

Government Grants

38%

Property Taxes 35%

Sale of Services

20%

Shared Services

5%

Other Revenue

2%

2011 Revenue Sources

Fin

ance

Page | 30

Permissive Property Tax Exemptions for 2011

Under the Community Charter, a municipal council may provide for tax exemptions (known as permissive tax exemptions) for properties belonging to charitable, philanthropic or other nonprofit organizations. The Community Charter indicates that the Annual Report must include a statement of the exemptions granted in 2011, and the amount of property taxes that would have been imposed on the property if it were not exempt for that year. The following properties were granted exemptions in 2011:

Legal Description

Civic Address

Organization

Value of Permissive Exemption

Lot 42, Plan 13657, DL 5040

72 Taren Drive Benevolent and Protective Order of Elks Clearwater Lodge #499

$1,276.01

Lot 1, Block 1721,

495 Sunshine Valley Road Central North Thompson Rod and Gun Club $1,912.34

Lot A, Plan 26029, DL 2622

556 Dunn Lake Road Clearwater Ski Club $7,985.20

Lease 342064 556 Dunn Lake Road Clearwater Ski Club $1,037.91

Lot 3, Plan 34141, DL 3856

423 Hydro Road Dennis Ellah/Martin Dowds/William Miller (Kingdom Hall of Jehovah Witnesses)

$601.81

Lot 1, Plan 4889, DL 2620

24 E Old North Thompson Highway

Evangelical Free Church of Canada $596.04

Lot A, Plan 27173, DL 1719

144 Evergreen Place Evergreen Acres Senior Citizens $7,885.89

Lot 1, Plan 30487, DL 1719

146 Evergreen Place Evergreen Acres Senior Citizens $3,243.34

Lot 2, Plan 33856, DL 2620

40 Old North Thompson Highway

Freshwater Fisheries Society of BC $5,087.82

Lot B, Plan 33001, DL 1719

664 Clearwater Village Road Guru Tegh Bahadur Sikh Temple $304.39

Lot 3, Plan 24642, DL 1720

324 Grant Road Roman Catholic Bishop of Kamloops $678.56

Lot 1, Plan 25222, DL 1680

257 Glen Road Royal Canadian Legion Branch #259 $7,206.86

Lot 1, Plan KAP 70712, DL 1719

612 Park Drive Yellowhead Community Services Society $7,904.58

Page | 31

2011 GOALS, OBJECTIVES AND ACTIONS – 2011 & 2012

Progress Report

GOAL What have we accomplished (2011) What we will be doing (2012)

1. Ensuring organization capacity and effectiveness:

Strategic Planning

Process Continual review of corporate strategic priorities

Ongoing review of corporate strategic

priorities

Citizen engagement

Interview and survey citizens for input on the

Community Economic Development Plan

Held Open House for public input into Fuel

Management Program

Hold Open house for roundabout

Survey and input on development of Age

Friendly Plan

Stakeholder involvement on Forestry

Working Group

Develop and initiate customer satisfaction

survey

Continue excellent

working relationships

with Senior levels of

government

Met with Provincial Ministers during the 2011

Union of BC Municipalities Convention

Met with Federal MP on emergent issues

Proactively scheduled meetings with Member of

Parliament, MLA’s, and Ministers on emergent

issues, ie: the proposed Roundabout, back country

roads issues, ongoing physician shortage, and

related medical service delivery issues, and

ongoing power needs for the valley

Meeting with Provincial Ministers during

the 2012 Union of BC Municipalities

convention

Continue to liaison with Provincial Ministers

and Federal MP on emergent issues, ie: as

ongoing physician shortage, much needed

power source for the valley, a nd the

continual erosion of government services

CUPE Union/

Management Team

Established CUPE Union/DOC Management Team

CUPE Contract

Negotiations

Completed Job Descriptions for Inside / Outside

Workers

Commenced contract merger

Complete CUPE contract negotiations

Research of options to improve the

employee benefit plan completed. Bring

report to Union members and Council

Emergency Planning

Held table top scenarios to enable training of local

stakeholders with regard to responding to

emergency situations within the community.

Activated an Emergency Operation Centre during

dangerous goods spill

Investigate expanding roll of Emergency

Planning by implementing Neighbourhood

Emergency Response Persons program

Page | 32

2. Achieving operational excellence

Meet Conditions of

Operating Permit for

Water Source (IHA)

Completed the following:

System Classification – EOCP

Ensure certified Operators for the system

Water Quality Monitoring and Sampling Program

Reporting – monthly, annual

Develop and implement the following:

Operation & Maintenance Manual /

Schedule

Emergency Response Plan – Water

Cross Connection Control Program

Water Source

Applied for grant to complete Infrastructure

Master Plan – water source included

Complete Infrastructure Master plan to

include securing a long term domestic water

source for the community.

Roads Management

Program –

September 2013

Review options for road maintenance program –

work on Road Strategy with consultant

Research options for managing roads

network and prepare report for Council.

Accessible Municipal

Hall and community

Businesses

Applied for an accessibility grant for handicap

access to municipal hall

Continue to research grant opportunities for

creating a handicap accessible facility

Lease of School

District property

Finalized lease of School District property for

Rotary Sports Park and North Thompson

Sportsplex use

Research and develop a shared use

agreement with School District #73 for use of

school facilities

3. Strengthening District infrastructure and managing assets

Septage handling for

Clearwater area

Work towards a solution for septage receiving

program

Partner with TNRD to apply for grant to

construct a septage receiving plant at the

District’s lagoon location

Research easement options on Canfor

property to access plant

Dutch Lake

Improvements Land acquisition and beach upgrade completed. Promotion of Bampton trail and concept plan

Screening at

Wastewater

Treatment Plant

Research and evaluate adding a screening system

to wastewater treatment plant to screen out solids

before they enter system.

Propose to implement screening system

with septage handling plant

Expansion of District

Utilities

Initiate discussion on where the community wants

to go with expanding water and sewer services

Complete study for sanitary sewer expansion

Apply for grant to expand sewer service to

Dutch Lake areas

Sportsplex Upgrades Submitted a grant application for the expansion of

5 new dressing rooms for the complex

Upon grant award will complete Engineered

drawings and prepare the grounds in 2012

for completion of expansion in 2013

Fire hydrant replacement program

3 hydrants replaced in 2011

Standpipe #48 on Musgrave Rd

Standpipe # 8 on Weber Rd

Standpipe # 56 on Wadlegger Rd

8 hydrants scheduled to be replaced in 2012 2012 Planned:

NTSP expansion

Standpipe - #38 on Lake Summit,

Worbey / Norfolk Road

Dutch Lake Subdivision area

Clearwater Station Road (front of Rooted by the River)

Camp two – Eco Depot 2011 Outstanding

Harby Road

Clearwater Ski Hill

Page | 33

4. Managing Growth and Community Development

GOAL What have we accomplished (2011) What we will be doing (2012)

Official Community Plan (OCP) update

Consultation with the Steering Committee, consultant and the public for a revamp of the OCP Bylaw

Complete referrals to stakeholders (TNRD, MOE, TRANS, etc.) for comment. After 1st reading of bylaw, OCP will be presented to the public and final adoption of OCP Bylaw

Core trail identification, develop trail standards

Community Economic Development Strategic Plan

Finalized and adopted Community Economic Development Strategic Plan (CEDSP)

Initiate goals and objectives of the CEDSP:

Establish Forestry Working Group

Apply for Age Friendly Planning Grant

Establish an Age Friendly Advisory Committee

Complete Agriculture Land Use Inventory

Climate Action Change

Commenced identification of the District’s community action plans into the Official Community Plan

Initiated a Green Energy Scan to determine what is possible for the reduction of GHG’s

Implement green energy initiatives at the Sportsplex

continue work towards implementing the District’s corporate and community actions towards reduction of GHG’s through implementing policy statements in the OCP

Participate in BC Hydro’s Community Energy Emissions Program (CEEP)

Evaluate District facilities for reduction measures on GHG’s

Fuel Management Program (Job Opportunities)

Finalize fuel management program treatment areas,

Submit final grant reporting to CAF/UBCM

Community Wildfire Protection Plan (CWPP)

Finalize and adopted CWPP

Submit grant reporting for program to UBCM

Interior Health Land Exchange

Continue to work with Interior Health to complete land exchange process

Continue to work with Interior Health to complete land exchange process

Seniors Housing Project Assisted in establishment of 10 new units at

Evergreen Acres

Continue to work with Provincial agencies to establish additional seniors housing in the community

Community to Community Forum (C2C)

Held Non-Timber forest products – C2C with Wells Gray Community Forests, / Simpcw/District

Attended two C2C Forums – one hosted in Clearwater

Grant report submitted to UBCM

Host C2C Forum in Clearwater with key stakeholders in attendance – BC Hydro and Yellowhead Mines

Continue to develop working relationships with Simpcw

Event Planning/Social

Wellness

Continued to host local events by facilitating

and providing guidance in planning events for

the Community, such as Canada Day, Canoe

Regatta, Winter Fun Days, Simpcw First Fish

Ceremony, Healthy Living, May Day Parade

Continue to host the Clearwater Canoe

Regatta, Canada Day, Winter Fest celebrations

Continue to partner with Simpcw – First Fish

Ceremony, and Raft River School Program

Continue to work with Rotary Club – Mayday

Celebrations

Living Well

Program/Sports

Programming

Partnership with School District No. 73 to offer

healthy living activities

Partner and Implement a Community

Recreation Healthy Living Program

Partner with TNRD to contract a Sports

Coordinator

UNESCO World Heritage Park Designation

In partnership with TNRD Area A and Tourism Wells Gray investigate where Wells Gray Park is in the process to receive UNESCO World Heritage Park designation – what is the role of local government

ON HOLD due to lack of funds and resources

Page | 34

Business Communication

Implementing the Business Retention and Expansion Program – complete individual interviews with business community

Participate in regional discussions and Economic Development Association of BC (EDABC)

Worked with potential investment groups ie: Yellowhead Mines, Canadian BioCoal, Imperial Metals, etc

Participated in the Bio Energy Conference in Austria

Ongoing communication with Chamber of Commerce, and business community

Ongoing work to engage in Trade’s Investment programs

Continue to investigate bio energy initiatives for District facilities through P3 partnerships

Tourism Marketing Provided funding to Tourism Wells Gray Continue to provide funding for Tourism Wells

Gray

Doctor recruitment

Continue to work with Interior Health representatives toward attracting doctors and other health care professionals to Clearwater

Ongoing liaison with IHA and community physicians

Attended Rural Physician Conference

Partner with Success by Six on initiatives

Partnered with Success by Six on “Family Friendly Business” program

Continue to work with Success by Six

Business Licensing

Research Provincial Government regulations and bylaws from other municipalities and prepare a report for Council’s consideration.

Food Coalition

Continue to work with Food Coalition to promote use and sale of locally produced food

Food Action planning Committee – completed a Food Action Network website

Develop a food action Charter

5. Ensuring Financial Resilience

GOAL What have we accomplished (2011) What we will be doing

(2012)

TNRD Contracts

Renewed TNRD contracts for Building

Inspection, Planning, and Bylaw Enforcement

through economies of scale

Evaluation on TNRD contracts for Building

Inspection, Planning, and Bylaw Enforcement

Report on Budget

Cutbacks

Completed report on budget cutbacks for the

North Thompson Sportsplex hours of

operation versus user hours and Public Works

for efficiencies

Initiate further efficiencies in Public Works

Department

Restructuring of staffing

With retirement of staff, a staffing plan for

restructuring senior staff was complete

Teamworks program to review public works

function of efficiencies

Present Staffing Plan for restructure to

Council for consideration

Maintaining relevant,

timely and accurate

financial records

Worked with Auditors and Financial Software

providers to complete transition to new

Financial Software package.

Work with Auditors and financial software

providers to maintain and update financial

data records to meet standards and statutory

requirements in a cost effective way.

Page | 35

BYLAWS AND POLICIES TO BE COMPLETED

DRAFT OPERATIONAL BYLAWS

2011 2012

Fees & Charges Prepare draft bylaw and report for Council to

include all fees and charges imposed in the District

Draft bylaw that encompass all fees and charges

within the District

Use of Streets & Roads

Research Provincial Government regulations

and bylaws from other municipalities re use of

streets & roads, including signs, abandoned

vehicles, etc. and prepare draft bylaw and

report for Council. Get input on bylaw from

Ministry of Transportation & Infrastructure

representatives and RCMP. After 1st draft of

bylaw adopted by Council, present to public

Board of Variance

Develop Board of Variance bylaw to review

development application appeals. Appoint

members to Board.

Cemetery

Research Provincial regulations re cemeteries

and re-draft existing bylaw to include updates

Development Approval

Procedures Bylaw


and bylaws from other municipalities re

development approval procedures and prepare

draft bylaw and report for Council. After 1st

draft of bylaw adopted by Council, present to

public

Subdivision Services Bylaw



subdivision servicing and prepare draft bylaw

and report for Council. After 1st draft of bylaw

adopted by Council, present to public

Development Cost

Charges Bylaw



development cost charges and prepare draft

bylaw and report for Council. After 1st

draft of

bylaw adopted by Council, present to public

Computer use policy

Draft policy to protect privacy of information

contained in computer programs

Internal Policies and

Procedures

Establish written policies and procedures for

handling internal affairs such as procedures for

financial controls/audit, accounts

payable/receivables process, human resources

policies, NTSP operation, etc.

Occupational Health and

Safety Program

Commenced the development of an Operational

Health and Safety Program Manual Complete the OH&S Program manual

Page | 37

CONTACT INFORMATION

Co

nta

ct In

form

atio

n

ICBC / Motor Vehicle Agent 132 Station Road Box 157, Clearwater BC V0E 1N0 Phone (250) 674 2733 Fax: (250) 674 2731 North Thompson Sportsplex 428 Murtle Crescent Clearwater V0E 1N1 Phone: (250) 674 2143 [email protected] www.norththompsonsportsplex.com

District of Clearwater 132 Station Road Box 157, Clearwater BC V0E 1N0 Phone (250) 674 2257 Fax (250) 674 2173 [email protected] www.districtofclearwater.com Building Inspector (250) 377 8673 Inspection Request Line (250) 377 7076 Fire Department Phone (250) 674 3733 Fax: (250) 674 3021 [email protected]

mailto:[email protected]

http://www.norththompsonsportsplex.com/




district of clearwater bc 2011 annual report

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