incorporatedjune2003 · districtoflantzville incorporatedjune2003 agendafortheregularmeetingof...

District of LantzvilleIncorporated June 2003

Agenda for the Regular Meeting of Council of the District of Lantzville to be held onMonday, May 11,2015, at 7:00pm at the District of Lantzville Office, 2"^Floor, 7192LantzvilleRoad, Lantzville, BC

Page No. ((This meetingmay be recorded)

1. AGENDA ADDITIONS AND/OR DELETIONS

I-2 2. ADOPTION OF THE AGENDA

THAT Council adopts the May 11,2015 regular Council meeting agenda.

3. APPROVAL OF MINUTES

3-8 THAT Council approves the April 27,2015 regular Council meetingminutes.

9-10 THAT Council approves the May 4,2015 special Council meeting minutes.

4. PRESENTATIONS, DELEGATIONS & PETITIONS

II-27 Mr. Paul Murray, MPA, CPA-CGA, re: Lantzville Fire Service Review

5. CORRESPONDENCE

28-29 a)

30 b)

31 c)

32 d)

33-34 e)

Lucy Dumouchelle (09 Apr 2015)re:- Council - Staff Relations

d) Liz Wiley (30 Apr 2015) re:- Council - StaffRelations

Auditor General (28 Apr 2015) re:- Learningsfrom Local GovernmentProcurement Projectsand Asset Management Programs

6. REPORTS

a) Mavor &Councillors- Verbal Updates

35-36 b) Financial Services - re:2014 Development CostChargesActivity - ForInformation

37-39 c) Financial Services - re: l®* Quarter Finance Report

40-43 d) Parks &Recreation Commission April23,2015 Meeting MinutesTHAT Council receives the April 23,2015 Parks and Recreation

Commission meeting minutes, for information.

7. UNFINISHED BUSINESS - Nil

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District of LantzvilleMay 11,2015 Regular Council Meeting Agenda of 2

8. BYLAWS

44-48 a) Bylaw No. 116THAT Council adopts ''District of Lantzville Financial Plan Bylaw No.

116,2015".

49-51 b) Bylaw No. 117THAT Council adopts "District of Lantzville Tax Rates Bylaw No. 117,

2015".

9. NEW BUSINESS, MOTIONS & NOTICES OF MOTIONS

52 a) ActingMayor - for information

10. PUBLIC PARTICIPATION (For questions orcomments regarding business discussed byCouncil at this meeting except public hearings topics - speakers mustfirst state their nameand street address)

11. SPECIAL BUSINESS (IN CAMERA) MOTION TO CLOSE - Nil

12. ADJOURNMENTTHAT Council adjourns the meeting.

NEXT SCHEDULED COUNCIL MEETING:

Regular Meeting, Monday, May 25,2015 @7:00 pm

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DRAFTMinutesof the Regular Meeting of Council of the District of Lantzville held on Monday,April 27,2015, at 7:00 pm at the District of Lantzville Office,2'̂ ^ Floor, 7192 LantzvilleRoad,Lantzville, BC

PRESENT: Council: Mayor Colin HaimeCotmcillor John CoulsonCouncillor Denise Haime

Councillor Rod NegraveCouncillor Graham SavageCouncillor Dave Scott

Staff: Twyla Graff, Chief Administrative OfficerJedha Holmes, Director of Financial ServicesFred Spears, Director of Public WorksLynn Kitchen, Administrative Support

Mayor Haimecalled themeeting to order at 7:01 pm.

AGENDA ADDITIONS AND/OR DELETIONSADOPTION OF THE AGENDA

Councillor Scott MOVED and Councillor Savage SECONDED, THAT Council adopts theApril27,2015 regular Council meeting agenda as amended, with the additionofa letterofresignation from Coimcillor Jermifer Millbank as itemd) under Correspondence.CARRIED

APPROVAL OF MINUTES

Councillor Scott MOVED and Councillor Coulson SECONDED, THAT Council approves theApril 20,2015special Councilmeeting minutes, as presented.CARRIED

PRESENTATIONS, DELEGATIONS & PETITIONS

1. Lenora Lee, CA, KPMG - re: Auditor's Year-End Findings Report & District of Lantzville2014 Financial Statements - For Iriformation

Lenora Lee, representing the District's auditor KPMG, reviewed the Year-end FindingsReport for the year ended December 31, 2014 and 2014 Financial Statements, included inthe Council agenda, and confirmed that there were no unresolved matters, unusual itemsor material misstatements to report. The auditors' report is a clean, unqualified opinion.L. Lee noted Public Sector Accounting Board (PSAB) current developments in the reportand highlighted that the auditors will work with the District to fulfill future PSABrequirements regarding accounting standards and cyber security issues. Further, theauditor will workwiththeDistrict to fulfill PSAB requirements for reporting ofliability forcontaminated sites. L. Lee noted the contaminated site standard will be applied on aretroactive basis to January 1, 2013. L. Lee advised that there are no corrected orimcorrected adjustments required and that this speaks highly to the preparation of thefinancial statements and the day to day transactions carried out by District staff.

2. Mayor Haime - District of Lantzville Presentation & Public Input re: Five Year FinancialPlan 2015 to 2019 - For hiformation

Mayor Haime gave a PowerPoint presentation on the Five Year Financial Plan for 2015 to2019, highlighting:• Taxation P3

District of LantzvilleApril27,2015 Regular Council Meeting Minutes - DRAFTPage 2 of 6

2014Property AssessmentsTax Collection for other jurisdictionsRevenues

Property and Parcel TaxesUtility User Fees and Government GrantsOperating and Capital ExpendituresStatutory and Operating Reserve Contributions

Members of the public and Council commented on:• $4,400 allocated to purchase IPADs for the FireDepartment Council advised the

IPADsthemselvescostapproximately $400 eachand the allocation includesthe costto have programs specificto the Fire Department installed on the IPADs

3. Mark Fisher, Superintendent Officer In Charge. Nanaimo RCMP - re: Policing -Superintendent Mark Fisher, the Nanaimo RCMP Detachment Commander, reviewedcrime statistics for the January to March 2015 period, commenting on what a safecommunity Lantzville is, and noted that the RCMP priorities for this area are traffic andbeach activity control, unless otherwise directed by Cotmcil.

Members of the public and Council commented on:• unlLcenced ATV's/motorcycles travelling on and off District roads• B & E's in one area

• excessivespeeds by trafficon District roads needs to be addressed• fires on beach

CORRESPONDENCE

1. BC Water & Waste Association (07 Apr 2015) re: February 2015 Report - Are Our WaterSystems at Risk? - For InformationCouncillor Haime MOVED and Councillor Scott SECONDED, THAT Council receives, forinformation, BC Water & Waste Association's April 7, 2015 letter regarding the February2015Report - Are Our Water Systems at Risk.CARRIED

2. Brian Blood (20Apr 2015) re: Location of Washroom Building in Huddlestone Par^CivicCentre Properties - For InformationCouncillor Savage MOVED and CoimciUorScott SECONDED THAT Council receives, forinformation, Brian Blood's April 20, 2015 letter regarding the proposed location of awashroom building in Huddlestone Park/Qvic Centre properties.CARRIED

3. Drop Zone Vancouver Island Veterans Association (02 Apr 2015) re: Invitation forRepresentative to attend Memorial Ceremony May 9,2015Councillor Scott MOVED and Councillor Savage SECONDED, THATCouncil receive theinvitation from Drop Zone Vancouver Island Veterans Association, dated April 2, 2015,inviting representatives from the District of Lantzville to attend a memorial service at theLantzviQe cenotaph onSaturday, May 9,2015 at11:00 a.m. p.CARRIED


4. JenniferMillbank (27April 2015) re: Resignation as an Elected Member of CouncilCouncillor Scott MOVED and Councillor Savage SECONDED, THATCouncilreceive thecorrespondence from Jennifer Millbank, dated April 27, 2015, advising of her resignationfrom the Coxmcil of the DistrictofLantzville, effective immediately.CARRIED

REPORTS

1. Mayor & Councillors - Verbal Updatesa) CouncillorSavage commented on:

• attended two City of Nanaimo Parks and Recreation Commission functions andnoted the budget, staff complement. Commission membership makeup, physicalassets and contributions made to the City of Nanaimo by this Commission

• attended meeting in Nanaimo regarding potential future fundraising projects byprivate organizations that will benefit Nanaimo and surrounding area; "Loavesand Fishes Glow in the Park" to take place at Bowen Park as an annual event, andAnnual Triathlon to take place around Westwood Lake

b) Coimdllor Haime commented on:• attended Foothills town hall meeting with over 200 people in attendance; that it

was well facilitated by Mayor Haime and Mark Holland• commimity concern with water and traffic

c) Councillor Scott commented on:• attended Foothills town hall meeting• served as a judge for V.I. Real Estate Board Commercial Building Awards and

specifically referred to a project carried out in Campbell River proponentsBroadmead Properties, and how the developer worked coUaboratively with theCity

d) Councillor Negrave commented on:• attended Foothillstown hall meeting• read and submitted a letter, dated April 27,2015, advising of his resignation from

Council for the Districtof Lantzville, effectiveimmediately

Mr. R. Negrave left the meeting at 8:07 p.m.

2. Fire Chiefs 2015 - Quarter Fire Chief's Report - For informationCouncillor Coulson MOVED and Councillor Scott SECONDED, THAT Council receivesthe 20151st Quarter Fire Chiefs Report, for information.CARRIED

UNFINISHED BUSINESS

1. Draft Council Confidentiality and Conflict PolicyMOTION ON THE FLOOR (No Mover or Seconder Required)THAT Council adopts the Council Confidentiality and Conflict Policy, as presentedMarch 9, 2015 and as amended by striking all references to 'Deputy Mayof andreplacing with 'Acting Mayor', and as further amended in Appendix 1 Notice to Member _

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District of LantzvilleApril 27.2016 RegularCouncil Meeting Minutes - DRAFTPage 4 of 6

of Council Consideration of Alleged Breach of Confidentiality by adding betweenparagraphs 2 and 3 in the letter:"Please be advised that Councilwill be considering potential options for investigatingor dealing with the alleged breach, including a select committee of Council to inquireinto the matter and to report its findings and opinion of the Council; an independentinvestigatorto advise Council;referral to the RCMPunder s.5 Offence Act;a warning; orno action.

Also, please be advised that Council will be considering resolving whether or not toreview copies of any emails or other records in issue, in redacted form to protectpersonal information uru-elated to the alleged breach/'

Councillor Haime MOVED and Councillor Coulson SECONDED, THAT Council table theMotion ontheFloor regarding theCouncil Confidentiality and Conflict Policy.MOTION WITHDRAWN

Discussion took place regarding amended language and content in the proposed Policy.Staff advised the most recent version of the Policy was prepared by the District's legalcounsel as a result of Council's direction given at the May 9, 2015 regular meeting ofCouncil.

C15-79 Coimcillor Haime MOVED and Coxmcillor Coulson SECONDED, THAT Council tabletheMotion onthe floor regarding theCouncil Confidentiality and Conflict Policy untilafterthe hiring of a new Chief Administrative Officerfor the District of Lantzville.CARRIED

2. Council - Management - Staff Relations and Code of Conduct UpdateMayor Haime reported he has been in discussion via telephone with Michelle Dann,Director, Advisory Services and Gary Paget, Senior Advisor, Local Government Division,Ministry of Community Sport and Cultural Development to ensure the District's statutoryobligations are being maintained and to ask for assistance in the retention of anindependent facilitator to assist the District as it relates to Coxmcil - Management - Staffrelations. Councillor Scott expressed concern that thus far only the Mayor has beeninvolved in discussions with the Province when a Coundl resolution passed at theApril20,2015 special meeting of Council specifically stated that Mayor Haime contact Gary Pagetvia email with a copy to all members of Coimcil and the CAO.

BYLAWS

1. Bylaw No. 116Coimcillor ScottMOVED and Coimcillor SavageSECONDED, THATCouncil givesthird reading to "District of Lantzville Financial Plan Bylaw No. 116,2015".CARRIED

2. Bylaw No. 117Councillor ScottMOVED and Councillor Savage SECONDED, THAT Coundl gives firstreading to "District of LantzvilleTax RatesBylawNo. 117,2015".CARRIED

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District of LantzvilleApril 27,2015 Regular Council Meeting Minutes - DRAFTPages of6

Cotmcillor SavageMOVED and Councillor ScottSECONDED, THAT Council givessecond reading to ''District of Lantzville Tax Rates Bylaw No. 117,2015''.CARRIED

Councillor ScottMOVED and Councillor Savage SECONDED, THAT Council gives thirdreading to "District of LantzvilleTax RatesBylawNo. 117,2015".Opposed: Councillors Coulson and HaimeCARRIED

NEW BUSINESS, MOTIONS & NOTICES OF MOTIONS1. 2014 Financial Statements

Councillor ScottMOVED and Mayor HaimeSECONDED, THAT Coimdlapproves theaudited Financial Statements for the Districtof Lantzville for the year ended December 31,2014, as presented by KPMG.

CARRIED

2. 2015Watermain Replacement Project Tender ResultsC15-80 CoxmcillorSavage MOVED and Councillor Scott SECONDED, THAT Council awards

the contract for the 2015 Watermain Replacement Project - Femmar Road to IWCExcavation Ltd. in the amount of $241,507.00 (includes GST).CARRIED

3. Notice of Motion (April 20,2015) - Bullying and Harassment Policy

C15-81 Coimcillor Coulson MOVED and Councillor Haime SECONDED, THAT Work Safe BCbe contacted to investigate the District of Lantzville's adherence to its bullying andharassment policy.CARRIED

PUBLIC PARTiaPATION

• John HalliweU, 7186 Lancrest Terrace, commented on the proposed triathlon aroundWestwood Lake and possible damage to the trail; fires on the beach are a major concern;the absence of a line item in the budget to cover the expense of hiring a facilitator andquestioned what the cost to the District will be, including Coimcil and staff time since thismatter was first introduced

• Brenda Savage, 6685 Harwood Drive, commented that Work Safe BC assistance at no cost,and the fee to hire a facilitator might cancel each other out. B. Savage said that everyonehas differing levels of sensitivity in the workplace and the District needs to explore whatlevel each employee is at, and that the two processes (Work Safe BC and facilitator) shouldbe carried out concurrently

• Brian Dempsey, 6950 Owen Road, commented that credit for the annual audit applies tostaff and the 2014 members of Coimcil; the tax increase even though the District has nodeficitnor out of control spending; the cost of water that nearby municipalitiesare havingto pay and that the Foothills/Nanaimo water venture is looking like a real bargain incomparison; expressed concern that there is another closed meeting this evening

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• Hilda Higgs, 7048 Dickinson Road, commented that she has livedin Lantzville for25 yearsand is appalledwith what is occurring with the currentCouncil and expressed her pridefor the two Councillors who haveresigned; said that there needs to be a new election andpeople should be given another vote

• Tom Whipps, Fire Chief advised the SignProjectat the Fire Hall, carried out this past yearwith localschools, is winding up and the new sign will be installed shortly

SPECIALBUSINESS (IN CAMERA) MOTION TO CLOSECoimcillor Scott MOVED and Coimcillor Coulson SECONDED, THAT Council closes themeeting to the public, pursuant to sections 90(1)(a) and (c) of the Community Charter, for thepurpose of considering:• personal information about an identifiable individual who holds or is beingconsidered

for a positionas an officer, employee or agent of the municipality or another positionappointed by the municipality; and

• labour relations or other employee relations.

CARRIED

MEETING CLOSED TO THEPUBLIC: 8:50 pmMEETING REOPENED TO THEPUBLIC: 10:50 pm, with all of Council in attendance.

ADJOURNMENTCoimcillor HaimeMOVED and Councillor Scott SECONDED, THAT Council adjourns themeeting.CARRIED

MEETING ADJOURNED: 10:50 pm

Certified Correct

Twyla Graff, CAO/Deputy Director of Corporate Administration

Confirmed this day of , 2015.

Colin Haime, Mayor

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DRAFT

Minutes of the Special Meeting of Council of the District of Lantzville held at 8:00pmMonday, May 4,2015, at the District of Lantzville Office, Floor, 7192 Lantzville Road,Lantzville, BC

PRESENT: Council: Mayor Colin HaimeCouncillor John CoulsonCoundUor Denise Haime

Councillor Graham SavageCouncillor Dave Scott

Staff: Twyla Graff, Chief Administrative Officer

Mayor Haime called the meeting to order at 8:00 pm.


Councillor Scott MOVEDand Councillor Savage SECONDED, THATCouncil adopts theMay 4,2015 special Council meeting agenda.CARRIED

SPECLVL BUSINESS (IN CAMERA)_MOTION TO CLOSECouncillor Scott MOVED and Councillor Haime SECONDED, THAT Council closes themeeting to the public, pursuant to section 90(l)(a) of the Community Charter, for the purposeof considering:• personal information about an identifiable individual who holds or is being considered

for a position as an officer,employee or agent of the mtmidpaUty or another positionappointed by the municipality.

CARRIED

MEETING CLOSED TO THE PUBLIC: 8:05 pm

MEETING REOPENED TO THE PUBLIC: 10:11 pm, with all of Council in attendance.

ANNOUNCEMENT OF CLOSED COUNCIL MEETING MOTIONS

The following motions passed and authorized by Council for release from the closed portionof the May 4,2015 special meeting:

Due to the receipt of additional information, pursuant to section 131 of the CommunityCharter, Mayor Haime directed Council to reconsiderand vote again on the followingmotion from the April 27,2015regular meeting ofCoimdl:

THAT Council approves the auditedfinancial statementsfor the District ofLantzvillefor theyearended December 31,2014 as presented hyKPMG.

Councillor Coulson MOVED and Councillor Haime SECONDED, THAT the motion toapprove the financial statements be tabled until receipt of additional informationfrom theDistrict's auditors at the closed meeting of Coimcil on May 11,2015.CARRIED

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District of LantzvilleMay 4,2015 Special Councii Meeting Minutes - DraftPage 2 of 2

ADJOURNMENTCouncillor Haime MOVED and Coiincillor Coulson SECONDED, THATCoiinciladjournsthe meeting.CARRIED

MEETING ADJOURNED: 10:12 pm

Certified Correct

ORIGINAL SIGNED

Twyla Graff, Chief Administrative OfficerDeputy Director of Corporate Administration

Confirmed this day of , 2015.

ORIGINAL SIGNED

Colin Haime

Mayor

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Paul Murray

250-893-3188 [email protected] 767 StellysXRoad Brentwood BayBC

May 8,2015

Mayor Haime and CouncilDistrict of Lantzville

7192 Lantzville Road

Lantzville BC VOR 2H0

Dear Mayor Haime and Councillors,

Thank you for the opportunity to assist Council in considering how to best move fonwardwith the Lantzville Fire Rescue Service in 2015.

Iwant to also thank FireChiefTomWhipps, Deputy Chief John Marment and the membersof Lantzville FireRescue. Ivery much appreciated their welcoming approach, their candourand their willingness to discuss how best to move the department forward. They are adedicated, professional group who proudly serve your community.

Council asked that Iconduct a high level,collaborative reviewof fire rescue serviceoptions available to the District and provide a written report. This is attached for Councilconsideration.

Small communities throughout BritishColumbia continue to be challenged by theincreasing demands of providing fire suppression, inspection and prevention services. TheDistrict of Lantzville is no different.

Volunteer firedepartments have historically played a verysignificant role in theircommunities. Maintaining this tradition is very important, while also providing thenecessary funding to allow individuals to serve.

Whilethe approach suggested in the report will represent an additional financial costburden to include in your municipal budget, it is reasonably modest and necessary inorder to continue the effective provision of fire rescue services to your community.

Respectfully submitted,

Paul Murray

MPA, CPA-CGA

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LANTZVILLE FIRE RESCUE SERVICE REVIEW

Lantzville Fire Rescue Service ReviewPrepared for: District of Lantzville

Prepared by: Paul Murray

Date: May 8 2015

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INDEX

Executive Summary 3

1.0 Scope of Work and Approach 5

2.0 Current Structure and Challenges 6

3.0 Consultation 7

4.0 Benchmarks 9

5.0 Options 9

Appendix 16

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EXECUTIVE SUMMARY

Fire servicedelivery inthe District of Lantzville is based on a volunteer focused model (Lantzville Fire Rescue) thathas worked verywell and remainedessentially unchanged forquite some time. The department continues to be a

valued communityasset and operates effectively based on the dedication of many individuals who contributetheir

time and effort to serve.

The community strongly valuesits Fire Department and Council has retained autonomyand control of the fire

service through the current structure. Partnerships between localfiredepartments are formed from time to time to

provide training, use facilities and equipment efficiently and to provide mutual aid inthe event it is needed.

The District of Lantzville, like manyother smallcommunities, continues to be challenged to provide fire services in

response to an environment of rapidly changing and increasingly complex standards and regulations. Property tax

funding is scarce and the dynamic of modern day family living constrains the ability of committed individuals to

volunteer significant amounts of their time to serve.

Given the increasingly complexregulatory environment, broader standards, and the financial reality of modem dayliving, many small communities have shifted their approach toward some form of paid part time or full time fire

leadershipstructure with a paid call out and training remuneration model. The municipality has forsome years

been moving inthis direction with paid callout and training time remuneration and the stipends system for the

Chief, Deputy Chiefand Officers who have additional responsibilities.

The combined roleand responsibilities of the Fire Chiefand Deputy Chiefare equivalentto a full time position at

minimum. At the present timethe Rre Chief averages 25 hours per week and the DeputyChief about 15 hours per

week. Other Officers contribute significant time each week as well.

Several alternativeoptions for the provision of fire services were considered as part of this exercise, ranging from

contracting with another community, the establishment of a paid permanent (part time or full time)Rre Chief

position and a combination role with other functions such as bylaw enforcement and building inspection. From a

oraamatic point of view all of the options being considered could be expected to cost more than the modest

stipend currentivfunded. Contracting out the service will likely be the most expensive and result inthe loss of a

highly valued communityasset. Maintaining the status quo is least costly but not viableas the existing stipend is

not sufficient to attract candidates to the FireChief position, given the levelof responsibility, potentialfor liability

and time commitment.

The Fire Department has indicated that a full time position is not needed at this time giventhe sharingof duties

that occurs. This sharing of the leadership roles with the Deputy Chief results in a more robust department

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structure, rather than centralizing them primarily in a single full time Rre Chief position. This approach also

provides the flexibility to adjust in future as further succession occurs, and minimizes the Incremental cost as much

as possible. The incoming Fire Chiefcould be tasked to review these roles and responsibilities, consider

recommending adjustments to the DeputyChief's role/compensation and develop an ongoing succession plan aspart of a FireDepartment strategic planning process.

Based on current service levels, the community's ability to pay and the increasingly complex regulatoryenvironment, the establishment of a part time Rre Chief position is suoaested as a reasonable and necessary next

step. This would allowfor a positive succession process to be immediatelydeveloped and the attraction of

candidates to the roles as the incumbents retire.

Other communities have already taken this step and either moved to a full time or part time paid Fire Chief

structure. This is reflective of the demands placed on the provision of fireservices in small communities and the

day to day commitment required to lead a volunteer based 24/7 organization of 35 highlytrained individuals.

Market rates for full time VolunteerFireDepartment FireChief positions in communities of similar size range from

$71,000 to $94,000 peryearplusbenefits. Local full time Volunteer RreDepartment RreChief positions rangefrom $54,000 to $69,000. On a pro rata basis the equivalent rangefora 25 hour per week parttimepositionbased on local market rates would be in the range of $36,000 to $45,000 plus benefits.

Should Council wish to proceed to establish a paid part time position at the 25 hour level, next steps would

include establish a job description, a rate of pay scale within that range and a process of hiring. Sufficient funding

is available in the financial plan to accommodate the cost of retaininga part time FireChieffor the remainder of

2015. The full year ongoing incremental cost would need to be built into the 2016 subsequent years financial

plans.

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1.0 SCOPE OF WORK AND APPROACH

Scope of Work

With the impending retirement of the Fire Chief, the municipality has taken the opportunity to consider how best to

provide the leadership capacity needed to sustainably continue providingfire services for the community.A range

of options to consider has been suggested including:

• Status Quo - no change to structure or leadership roles of Fire Chief and Deputy.

• Move to a paid part time Fire Chief.

® Move to a paid full time Fire Chief.

• Provision of additional clerical support.

• Combining BylawEnforcement, Building Inspection or Emergency Program responsibilities.

• Regional FireChief system.

• Contracted fireservices with an adjacent community.

The objective of the work is to conduct a high level administrativereview and provide a summary of these options

in consultation with the FireDepartment. This scope of work does not include a detailed operational reviewor

detailed benchmarking exercise.

Approach

Background data was reviewed.

Interviewswith ten Rre Department Officersand Rrefighters were held. Individualsselected by ChiefWhipps.

Discussions held with senior management at Municipal Hall.

Discussions were held with staff at the Cityof Nanaimo and Regional District of Nanaimo.

A draft approach was developed and reviewed with the Fire Department.

Written report prepared and presented to Council.

This report is being submitted for your review and consideration. No representation or wanrantyis made to the

recipient with respect to the infomnation nor liability for en^ors or omissions in the information or use thereof.

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2.0 CURRENT STRUCTURE AND CHALLENGES

Current Structure

The LantzvilleVolunteer Fire Department (Lantzville Fire Rescue) has served the residents of the area for nearly 60

years. Rre suppression, first responder, inspection, prevention and education sen/ices are currently provided. The

department has gradually evolved over time and is structured as follows:

Chief Whipps

Deputy Chief Mamnent

3 Captains (Dickinson, Lundman and Wilson)

4 Lieutenants (Knudsen, Page, Roe and Sedola)

26 Fire Rghters/First Responders

The combined role and responsibilities of the Rre Chief and Deputy Chief are equivalent to a full time position at

minimum. At the present time the FireChiefaverages 25 hours per week and the Deputy Chiefabout 15 hours per

week. Other Officerscontribute significant time each week as well. Municipal administration provides support.

The Rre Chief (and Deputy Chief in their absence) is ultimately responsible to Council and the communityfor the

deliveryof firesen/ices in a safe and effective manner. There is significant liability and responsibility associated with

the role. The FireChief and Deputy Chief provide leadership and supervision to the firedepartment, ensure the

development and motivation of personnel, lead departmental planning and an extensive trainingregime, ensure

that a complex and broad set of standards and regulations are interpreted correctly and adhered to, promote fire

prevention and eduction, manage fire inspections, contribute to the overall senior management of the municipality

and act as Incident Commander at emergency scenes. They also manage physical resources such as buildings

and equipment, act as trainers and mentors, maintain good public relations and effectiveworkingrelationships.

• With the recent addition of five new recruits the department is at its capacity of 35 members.

® The membership is comprised of a good mix of experience, age, gender, skills and abilities.

• The department operates out of a single fire hallon Superior Road. The facility is in good shape and

equipment is maintained to standard.

• On average, about 150 calls per year are responded to.

• Annual budget for the department is approximately$460,000 on average.

• A positive Rre Underwriters Sun/ey was received in 2013 and operational recommendations implemented.

• Mutual AidAgreements are in place with adjacent communities.

• Emergency Program is coordinated via contract with the Regional District of Nanaimo.

• The department plans to work toward Full Service Operations Levelcategory status under the Office of the

FireCommissioner Firefighters Competency and Training Playbook (NFPA1001/2). A Councildecision on

the level of service is required.

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Challenges

Changing Regulatory Environment for the Deliverv of RreServices - One of the majorchallengesfacing small

communities in British Columbia is how to meet the requirementsof rapidly changing standards and regulations for

the safe and effective delivery of fire services. The Fire Services Act, WorkSafeBC, NFPA standards, CSA, Officeof

the Fire CommissionerRrefighters Competency aid Training Playbook, Community Wildfire Protection and other

federal legislation are allcontributingto a significant increase in the minimum standards for allcommunity fire

departments - regardless of size or callactivity levels.

Changing Dvnamic and Financial Realitv of Modern DavLiving - Outside of major urban areas the majority of fire

services throughout the Province of British Columbia have historically been provided by highly committed volunteer

based organizations.The dynamics and financial reality of modern day family life are impactingthe ability of these

departments to attract and retain recruits who commit the significant amounts of time needed to be a fire

department volunteer. In order to maintain the rosters needed to provide an effectiveresponse capability, small

community fire departments are increasingly having to fund compensated service whilestill maintaining a focus on

community and volunteer values.

Hnancial Constraints - Municipal budgets are alwaystight and competing priorities need to be considered and

balanced. Providing financial resources to meet increasingly complex and costly fire service standards is difficult.

Financially prudent approaches are required. Costs are phased in where possible.

Population Growth - whilethe pace of growth in the community has been modest over time, the proposed

Foothills Development has the potential to impact the provision of fire services in future.

3.0 CONSULTATION PROCESS

A collaborative process involving the membership of the Fire Department was followed. Ten members of thedepartment were interviewedover a two day period including the Rre Chief, Deputy Chief, Officers and a crosssection of firefighters representing both genders and a variety of tenure.

Consistent themes emerged from those discussions:

• A dedicated group of individuals who are providing a high level of service to the community. Proud of thecommunity they serve and the department they represent.

• Appreciativeof support received to date from Council and administration. FireUndenwriters Survey ispositive and recommendations virtuallycompleted.

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• Department is functioning well, but continues to be challenged to meet the standards and regulationsbeing imposed with the current structure and resources available. This is not uncommon in small

communities.

• A strong desire to maintain the Fire Department as a very valuable community asset - this transition is seen

as more of a process to positively tweak or adjust the leadership approach rather than make significantchanges to service deliverymodels. No support for the contracting of overall services to adjacent

community.

• Concern about the Impending transition in leadership given the current Chief's retirement from that role.

Concern about how stability of service will be maintained. Again this is quite normal when significantchange is anticipated.

• A desire to be consulted and continue having a voice in the succession process once decisions are madeon how to proceed.

• Significantconcem that the status quo approach is not sustainable. Serious doubt expressed that

candidates will be interested in assuming the roleand responsibilitiesof Rre Chiefwithout a change incompensation philosophy from the current honorarium basis. Similar concern also expressed about the

Deputy Chief position. Again this is consistent with experience of other small communities.

• No perceived need for additional administrative support beyond that cun-ently provided from time to timeby staff at the Municipal Hall.

• Combining the Fire Chief and/or Deputy Chief roles with bylaw enforcement and building inspection

responsibilities was felt to be incompatible and not supported.

• Some interest expressed In reviewing Emergency Program roles and responsibilities to determine ifthey

could be effectivelyprovided by the department Infuture.

• Equipment is well mguntained and meets standards outlined in Fire Undenwriters Survey.

• Facilities are reasonable for the tasks at hand and meet standards outlined in the Fire Underwriters Survey.

A second meeting with the officers of the Fire Department was held during Thursday night practice on May 7,

2015 to discuss the suggested approach.

The concept of a part time paid Fire Chief position with an opportunitv to review the Deoutv Chief oosition was

supported.

8 of16 p-|g


4.0 BENCHMARKING

To provide some context within the scope of this work, a set of comparative communitieswas identified. Eachcommunity is unique, but as a group can provide some insight intothe approaches taken by similar communitiesin meetingthese challenges. Communities of approximately 3000 - 4000 population size were selected plus thosewithin the Regional District of Nanaimo area (see appendix).

Of interest it can be noted that:

Mostcommunities have similar sized volunteer organizations and providesimilar sen/ices. Each has to meetthe same minimum standards and regulations, although each will be unique to its own circumstances.

• The majority of similar size communitieshave alreadymoved to a paid Fire Chiefapproach.

« Most communities compensate the position on a full time basis.

• Full time compensation inmunicipalities with volunteer departments ranges between $71,000 to $94,000.

• One operates using a Regional Fire Chief system. (Town of Rossland as part of the East Endarea of theRegional District of Kootenay Boundary).

• LocalVolunteer Rre Department Rre Chiefs inthe Regional District of Nanaimoarea are compensatedbetween $54,000 to $69,000 per year. Mostoperate on a full time basis. Two remain very muchvolunteer

On the basis of a 25 hour per week part time rolea salary could generallyequate to between $36,000 and$45,000peryear plusbenefits. Theactual rate would be dependenton the role and responsibilities outlined in ajob description, the skills, abilities and competencies required and experience of the preferred candidate.

5.0 OPTIONS

Several options were considered in order to arrive at a preferred approach:

• Status Quo - no change to structure or leadership roles of Rre Chiefand Deputy, (not sustainable)

• Paid part time FireChiefand reviewDeputy Chief role, (preferred option)

« Paid full time Fire Chief and adjust Deputy Chief role, (extra capacity not required at this time)

• Provision of additional clerical support, (capacity not required at this time)

• Combining Bylaw Enforcement, Building Inspection or Emergency Program responsibilitieswith role of Chiefand/or Deputy, (consider reviewingbenefits of combining Emergency Program in future)

• Regional Rre Chief system, (premature to consider such a significant change)

• Contracted fireservice to adjacent community, (no cost savings - not prefened)

9 of 16 P20


5.1 STATUS QUO - MAINTAIN MODEST STIPEND SYSTEM

Thisoption is based on maintaining the current quasi-volunteerapproach: i.e. maintaining the existing leadershipstructure and modest stipend/call out pay.

Cost Implications

While the current cost of providing fire services could technically be maintained ($460,000 per year) by continuing

the current stipend pay structure, it is very unlikely that the department will be able to attract suitablyqualified

candidates to the Rre Chiefpositionat the current pay level of approximately $18,000 per year.

Service Delivery Implications

Service deliverymay be risked ifinstabilityof leadership occurs. The department can be relied upon to providetemporary coverage during the transition period, but in the long run concern regarding risk, liability and effects on

insurance premiums will increase ifsuitable candidates are not attracted to the positions.

Control/Autonomy of Service

Maintains control and autonomy of service. No change.

Assessment of Option

Not a sustainable option. The risk and liability of operating without stable, effective leadership for any extended

period of time is significant. Homeowners feel safe and continue to realize savings on insurance premiums from the

standards achieved. They rate the firesen/ice very highly. While the Officers of the department can be relied uponto provide coverage on a temporary basis, in the long run stable permanent leadership is required for the

department to manage risk, minimize liability, meet standards and continue to effectively provide fire services for

the community. The current honorarium level is not sufficient to attract qualified candidates.

6.2 PART TIME PAID FIRE CHIEF

This option is based on conversion of the Rre Chief position from the current stipend basis to a permanent part

time employment position of 25 hours per week, duty officer and call out responsibilities - similarto current levels.

A job description and employment contract would be established. The Deputy Chief role and responsibilities would

be reviewed by the new Chief accordingly.

Cost Implications

Cost of providing the service would increase. Conversion of the pay approach to part time with benefits wouldincrease the annual budget of this positionfrom approximately$18,000 to $55,000 based on a 25 hour $45,000per year rate. Departmental budget would increase from an average of $460,000 to $495,000. While this is asignificant cost increase from past practice it places the rate on the average to lower level in comparison withothercommunities and maintains the position on a part time basis. Funding for the additional cost is availablein the

10of16 P21


2015budget. Theincrease would represent a new cost to fund in 2016and beyond. Further budget worl< wouldbe required to build the cost intothe annual budgetand minimize any potential property tax increase.

This option represents a more cost effective solution than an immediate move to a full time position at higherannual cost.

Capacity - Service Delivery Implications

Service levels are maintained and there could be potential to continue further improvements overtime. Risl< isminimized and stability ofthe department ispreserved. Provides capability to further assess service options suchas Superior Tanker Shuttle Accreditation and Emergency Program Coordination. Provides the capacity for effectiveleadership and management of a 24/7 public safety service.


Maintains control and autonomyof service. Nochange.


This isthe most cost effective option thatenables the municipality to maintain autonomy over the provision offire services. Provides the flexibility to makefurther adjustments in future ratherthan centralizing responsibility in amorecostlyfull time role immediately. Sharing of responsibility with the DeputyChief is a more robust approachand provides more options for succession.

While not guaranteed, provides the potential to attract local qualified individuals to the seniorpositions.

5.3 FULL TIME PAID FIRE CHIEF

This option is based on conversion of the Fire Chief position from the cun-ent stipend,basis to a permanentfulltimeemployment position of 40 hours per week,dutyofficer and call out responsibilities. Ajobdescription andemploymentcontract would be established. The Deputy Chief's roleand responsibilities wouldbe reviewed by thenew Fire Chiefin light of the increased capacity built intothe Rre Chief's position.

Cost Implications

Cost of providing the servicewould increase. Conversion of the pay approach to full timewith benefits wouldincreasethe annual budget of this position from approximately $18,000 to $80,000 based on a salaryrate ofsay$69,000 peryear This isa very significant cost increase from past practice and would likely necessitate significantbudget cuts inother areas and a propertytax increase in2016. Funding for the additional cost is available inthe2015 budget but wouldrepresent an estimated incremental cost of $62,000 to fund in 2016 and beyond.

Represents a significantly more costly solution than moving to a part time position.

Capacity - Service Delivery Implications

11 of 16 P22


Service levelsare maintained as is the potentialto continue further improvements over time. Riskis minimized andstability of the department is preserved.Also provides capability to further assess serviceoptionssuch as SuperiorTanker ShuttleAccreditation and Emergency Program. However, the department has indicated that the capacityofa full time position is not needed at this timfi inorder to provide the leadership and management needed. Thecurrent Chief and Deputy positions combined work the equivalentof a full time position.


Maintains control and autonomy of service. No change.


This is a more costiv but sustainable option that enables the municipality to maintainautonomy over theprovision of fireservices. Provides less flexibility to adjust infuture ifcapacity is not fully needed. Represents a lessrobust structure ifmore responsibility is centralized in the full time FireChief position rather than shared with theDeputy Chief.

Morecapacity than is needed would be created by going to full time right away.

Also provides the potential to attract qualified individuals to the senior position.

5.4 DEPUTY CHIEF

The Deputy Chiefposition provides significant leadership and management support for the Fire Chief, Inadditionthe Deputy Chief is cun-ently responsible for the fire inspection program mandated by the Fire Services Act whilealso supporting the Training Officer with the increasingly complextraining regime required to maintain standards.

It would be appropriate for the incoming Rre Chief to be tasked to review the roles and responsibilities of the

Deputv Chief and other Officers in lioht of the new position being established fehould one be approved^ Thi.^review could infomi a departmental succession plan and ensure that both workload and compensation are

internally balanced and equitable.

5.5 CLERICAL SUPPORT

The need for additional clerical capacityon a part time basis was not perceived as needed by the Rre Departmentduring the interview process. Most record keeping is now being entered by the Officers viathe computer RrePromanagement system.

Itis not anticipated that the role and responsibilities ofthe RreChief, Deputy Chief or Officers could be significantlyreduced by the addition of clerical assistance at this time.

12 of 16P23


5.6 REGIONAL FIRE CHIEF SYSTEM

Aregional fire systemis generally managed bya centralized paid fire administration located in one community -including a Regional Fire Chief, Deputy andother lAFF administrative staff. Asan example - a regional districtsystemhas servedthe east end area ofthe Kootenay Boundary Regional District since 1983.This Includes theTown ofRossland - a comparable size community to Lantzville. Volunteer District Chiefs, Deputies andFirefightersoperateout offacilities ineach ofthe communities served - underthe centralized direction and leadership oftheRegional Chief and lAFF Fire Administration located in Trail BC.

The concept ofa regional fire system has merit in principle, however the unique circumstances ofeach regionalarea would determineif such a modelcouldoffer a moreeffective approach.

Given the history of local volunteer fire service in the region and value within each community, consideration ofsuch a significant change seems premature at this time.

5.7 BYLAW ENFORCEMENT/ BUILDING INSPECTION AND

EMERGENCY PROGRAM

Consideration was given to the feasibility ofcombining one or more ofthese services with Rre Departmentoperations, recoupfunding cun-ently paidto the Regional District of Nanaimo and use itto assist infunding theincreased fire department costs.

Themunicipality contracts with the regional district forthe provision of Bylaw Enforcement, Building Inspection andEmergency Program services:

Bylaw Enforcement - This service costs approximately $7,200 per yearand approximately 30 complaints arehandled annually by RDN bylaw enforcement officers and managementstaff. The cost ensures that coverageisalwaysprovided during absences or vacation, staff remain trained and ready to deal withcomplaints and seniorstaffare also available to help manage any more complicated legalor risk issues.

While fire departments handle buming complaints, other bylawenforcement matters generally have not beencombinedwith fire department leadership functions. The overhead cost, increased liability and risk to directlymaintain the capability to quickly respond and resolvea relatively small number of complaints wouldlikely exceedthe savings from eliminating the contract.

The Fire Department is also understandably reluctant to have what is generally seen to be a sometimes negativeexperience (enforcementactivity) associated witheither the Fire Chiefor Deputy Chiefwhen significant effortsaremade to ensure that community interactions with the Fire Department are positive.

Building Inspection - This service costs the municipality approximately $18,000 per year and the regional districtalso keeps permit revenues from an average of 30 - 40 permits issued per year. Afull pemnitting system isprovided and access is available to trained expert staff in this field - including senior management. Complaintsand

13of16 P24


risk/liability issuesare managed bythe regional district. Speciality advice is available on code matters, coverage isprovided during absences and vacation. RisK gnd liability are minImM as a result-

Taking over responsibility for building inspection would require the municipality to implement a complete permittingsystem at the municipal hall using new computer tracking and billing software. Administrative and finance staffatthe municipal hall would likely be required to provide support. Interpretation of the BO Building Code is a specialtyskill that takes training and mandated certification.

Significant skillsand training would be required - ifinfact an individual with the combined skill set could be foundthat was willing to take on the dual role - leading the Rre Departmentand undertaking building inspections.This isnot a service that could be effectivelyprovided offthe side of a desk.

While a detailed analysisof the cost to implement a building inspection and permitting system for the municipalityhas not been undertaken, itwould seem that takingon the liability and costs of building inspections relative to anypotential net savings would increase risk if in fact the dual role would attract a suitable candidate.

The FireDepartment perceives that this would be a difficult combination of roles to merge and generally is notsupportive of the concept.

Emergency Program - Thisservice costs approximately $22,000 per year viacontract. Full service emergencyplanning is provided by a full time emergency program coordinator.

Smallcommunitiesoften coordinate Emergency Programs via their Fire Department and this combination canwork well. Some also have regional coordination of emergency programming and this is the current model inLantzville.

A more detailed exploration of the merits of taking over this responsibility could be tasked to the incoming RreChief to review prior to budget discussion in 2016.

5.8 CONTRACTED SERVICE

This option is based on the provisionof full fireservices via contract with an adjacent community.The FireDepartment would no longer be operational ifthis occurred.

Cost implications

Costs ofservice will likely be increased.While no negotiation or estimates of contract costs have been developed,the notion of contracting 24/7 fire protection using the services of an adjacent full time career fire department can

be expected to result ina significantly increased cost to the municipality. For example fire services are provided

under contract by the Cityof Nanaimofor the Wellington area based on $1.11 per $1000 assessment. If that was

applied to l_antzville itcosts approximately $786,000 per year. Even with the added cost of a part time Rre Chief

positionthe District'sfire budget would be approximately $495,000 per year. It is highly unlikely that that a career

service contract could be provided at similar cost. That is not to say that opportunitiesdo not exist to partner and

14of16 P25


sharecosts on selectareas such as training. Those opportunities continue to be explored bythe Rre Departmenton an ongoing basis.

Service Delivery Implications

Estimating the effect on service delivery is beyond the scope ofthiswork as future service/response levels wouldbe determined as partofa contractnegotiation process. However, anycontractwould require the same minimumstandards mandated across the province.


Control and autonomy ofservice would be reduced andbedependent on the contract language negotiated.


Npt a preferretl option. Based on the value placedbythe community on having itsownfire department and theprobable significant increase in cost ofthe service thisoption is notsuggested. Apart from the loss ofa keycommunity asset and all the intangible community benefits provided by the volunteers, this option is likely to be themost costly alternative means to provide fire services.

Opportunities to contract or partner on selectedareas rather than full fire service should continue to be explored.

15 of 16 P26


6.0 APPENDIX

Bowen island ! 3402 j 31 FT ;$ 60,000

Cumberland 3398 35 i FT ;$ 80,000

Golden 3701 35 = FT :$ 85,000

Grand Forks 3985 43 FT $ 94,000

Houston 3147 27 FT 71,000

Invermere i 2955 28 FT $ 78,000

Mckenzie 1 3507 1 37 FT :$ 93,000

Princeton 2994 1 25 • PT ;$ 12,000

Rossland ; 3556 120 ^ RFT '$ 117.000

Sicamous 3057 20 PT :$ 20,000

Sparwood 3667 ; 34 FT :$ 89,000

Lantzville : 3601 : 35 PT 18,000

North Cedar 69,000

Extension 25 VOL i$ 1,000

Cranbeny 30 VOL 1,000

Enington 1 25 FT 1$ 54,000

Gabriola 28 FT 63,500

Coombs-Hiliiera 25 FT :$ 10,000

Nanoose* {••'' "

26 PT •$ 52,000

DashwoodJ.

35 FT ;$ 65,000

Bow-Horn Bay 22

16ofl6

PT :$ 27,000

p'- r".'- r- 1 if'

H^oundl 0 Circ. ToStaff

B^Mayor • PublicWbrksTrudy Coates r^KCAO.

From:

Sent:

To:

Cc:

Subject:Attachments:

John Coulson <[email protected]>May-05-15 6:41 AMTwyla GraffColin Haime; Denise Haime; Graham Savage; 'Dave Seott'FW: FlyerFlyer from Council members April 8, 2015.pdf

I3^orp. Adi^. • Other —Agenda .0• PicfrAa f/)/Ly n

Morning Twyla,

Writing to seek addition of this flyer from John Westby to the correspondence section of the May meeting.Perthe email thread, the deadline was missed forthe April 13*^ meeting.

Thank you,John

From: Trudy Coates rmailto:[email protected]]Sent: ApriKO-15 2:22 PMTo: Councillor Coulson; Denise Haime; Jennifer Millbank; Rod Negrave; Graham Savage; Dave Scott; Colin HaimeCc: Twyla GraffSubject: RE: Flyer

In response to a question from a member of Council about why a letter (Mr. Westby's) was not included in the Councilagenda package for Monday's meeting, Iam sharing this reply with all of Councll...in case you had the same question!

Per the Procedure Bylaw, the deadline for submissions by the public for Inclusion on a Council meeting agenda is by 4:30pm on the Wednesday prior to the scheduled meeting. The referenced letter, and a couple of others, were received onThursday and therefore were not included In the agenda.

The exception to this deadline is when the letter Is regarding a statutory public hearing, e.g. providing public inputregarding a land use bylaw, and by law must be received prior to the close of a public hearing.

Trudy CoatesDirector of Corporate AdministrationDistrict of Lantzville7192 Lantzville Road, P. O. Box 100Lantzville, BC VOR 2H0Telephone: 250.390.4006, Ext. 112Facsimile: 250.390.5188

Email: trudu(aiantzville.ca

This email and any attachments are for the use of the intended recipient only and may be confidential andprivileged. If you are not the intended recipient, you are hereby notified that any review, retransmission,printing, copying, circulation or other use of this message and any attachment, is strictly prohibited. If youreceived this message in error, please notify me by return email and delete this message, any attachmentsand any copy of the message and attachments from your system. Please note that correspondence with anygovernment body, including District of Lantzville Council and staff, can be subject to disclosure under theFreedom ofInformation and Protection ofPrivacy Act. Thank you.

1

P28

Trudy Coates

From: John Westby <[email protected]>Sent: April-08-15 9:52 PMTo: Trudy CoatesSubject: RE: FlyerAttachments: Flyer from Council members April 8, 2015.pdf

HI Trudy,

I sent the following to council tonight and would like it added to the public record. Iwill be unable to attend most of themeeting due to Fire Practice so Iamgiving my permission for it to be Included fordiscussion in the Apr 9^" meetingagenda.

Thank you,

John Westby I iohn(S)westbv.ca | http://www.westbv.ca

From: John Westby rmailto:[email protected]'|Sent: Wednesday, April 08, 2015 9:32 PMTo: '[email protected]'; '[email protected]'; '[email protected]'; '[email protected]';'[email protected]'; '[email protected]'; '[email protected]'; 'John Coulson'Subject: Flyer

This is a concerning use of tax dollars for the purposes of political pandering. More than that, it seems to employ thesame bullying tactics against which you are so vigorously fighting.

It clearly singles out half of council and with no disclosure of fact or evidence, holds them to trial In the court of publicopinion. In a previously cited letter, it was advised that dissatisfaction with an employee's work should be discussedprivately. This seems to be contrary to that advice and hardly seems like the appropriate forum.

You also wrote previouslyabout your concerns of a divisive council; this Isa very publicway of highlighting and furtherwidening the schism. It shows an unwillingness or inability to work toward resolution in a civilized way.

Ifthe underlying concerns are founded, this only serves to dilute the issue in favor of trying to gain publicsupport.

To all recipients, feel free to share this letter as you see fit.

John Westby | [email protected] | http://www.westbv.ca

P29

Tru^Coates

^ Council ncte TO Staffn Public Wbria

HIL. ,., U.l. I. !-l gr ,u ^ t ' Q'Director of nnance • RreDeotFrom: John Coulson ra . "-j nreuepi.Sent: May-05-15 6:44 AM r^A Ip' n °To: Twyla GraffCc: Colin Haime; Denise Haime; Graham Savage; [email protected] O.^3o« p.r\Subject: FW: What a Spectacle!

Morning Tw/yla,

Similar to me previous request with John Westby's flyer.

Writing to seek addition of this correspondence to the May meeting.The email from Mr Dumouchelle was addressed to all of Council and is marked for immediate release.

Thank you,

John

From: A & L Dumo rmailto:thedumo(q)hotmail.coml

Sent: April-09-15 12:15 PMTo: [email protected]: [email protected]: [email protected]: iDm[llbank@shav\/.ca; John Coulson; DeniseHaime; Colin HaimeSubject: What a Spectacle!

The April 8th all mail flyer by a clique of 4 councilors demonstrates a bias that they haveseemingly highjacked and thrown out the window all notions of fairness, due process ,District's rules, respect for any of the principals (of which they themselves could be one of).This clique has acted as prosecuting attorney, judge, jury and executioner. It is indeedregrettable that these politicians have apparently succumbed to what would appear to be thepersonal individual agenda of a few.

There is an old expression; 'In a city that has no watchdogs, the fox is the overseer/

History has taught, that ultimately in the light of day, the underlying factors, the sequencing ofevents, timing, and the motives and actions of the principals get revealed for what they trulyare.

Al Dumouchelle

for Immediate Release

P30

From:

Sent:

To:

Cc;

Coates

Li;ii£ m

RECEr'ii-J|

LucyD <[email protected]>AprII-09-15 11:21 AM'COLIN HAIME'; John Coulson; Denlse Haime; Jennifer Mill6ank; Rod Negrave; GrahamSavage; DaveScott D^SO - SlOTrudy Coates

0^Councilri' Mayor[ZCAO.

• Circ.To Staff

• Public V\forte

• Planning

•»

H^Corp. Admin. n pmpr

0 Agenda lY)/^ )l

UIICMUI Ul I llldl

•

For Immediate Release

Re: the infamous flyer signed by 4 Councillors. Ifullyagree v^ith Mr. J. Westby and quote "It clearly singles out half of

council and with no disclosure of fact or evidence, holds them to trial In the court of public opinion." And "You also

w/rote previously about your concerns of a divisive council; this is a very public w/ay of highlighting and further w/idening

the schism. It shows an unwillingness or Inability to work toward resolution in a civilized way."

I am distressed that legal procedures and policies already in place for the District have been blatantly ignored by these 4

Councillors. I suggest that they examine their conscience as to why these were ignored. I also point out and remind

these 4 Councillors that the memo in question from management staff named no names, but simply painted the whole

council and residents with allegations and innuendos.

Lucy Dumouchelle

P31

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(^ pe^Lo^S ^ -VUixy' -UajjuIq^j u)fi.re> <xJ,_VtvjyvA^l— tWQ csdc^. rw-l|Ae.c)l

|-^Sa3Vsxo, AÔt^ urejc. qJLL, t.r\û«^ VviXvfj -kn Voo pVUjo^S .C^^ UrL<^ <3lL^ "tWLt-. A^-t^cî^-o tvv-g-u^/4^ oJw+N (Ldope/iJtyje.ItsA fetssVwJjz.^tea'V' "(pNi SiVoî Ojuj^ l>QsuJi^v^Vo4êjri •X 2uj?.-s»^. Xojvv cTYv a cUjÎâa^ plojA^,an^^S;^, Kaoj?\M.ik5-S<XJAcJ ^"X" QJ(VA CCs/^\^S>•Q^^ 04h^ .o^WJr Cscfxt^ ^ô^^t>e^ oJU, vWjJt vo Vfe:|bf^^

• Cirp. ToStaff

• PublicV\forks

•-Planning

• Fire Dept.

• Other

e>Mayor "

.. •. : O-CAO

• Directorof Finance--- -f3-Qorn.Adm

„}~4% WÂjUi^rp. Admio. ' - • Other - -Agenda \Ui..OMi a^- tiau II

'^'0'sd^--±Z^ P32

f* AUDITOR GENERAL FOR

LOCAL GOVERNMENT

ACCESSiBILITY INDEPENDENCE TRANSPARENCY PERFORMANCE

I Cj \f ^ tThis document is confidential

April 28, 2015

To: Mayors and CouncillorsChairs and Directors of Regional District BoardsChairs and Directors of Greater Boards

Greetings to All:

Gj'̂ OLinal

BRITISHCOLUiMUIA

Ref: 15-23

GJCounal • Circ. To StaffH^Mayor • Public Wforks13 CAO. • Planning

G2^irector of Finance • Fire Dept.H Corp.Adniln. • Other ,

•/Agenda iCo.C^- (koOiL' 'CyfW-'4zD'^

I am pleased to inform you that the Office of the Auditor General for Local Government will bereleasing a performance audit report on the District of Sechelt under the topic "Learnings fromLocal Government Capital Procurement Projects and Asset Management Programs".

The audit report will be published on our website www.aelg.ca on Wednesday, April 29 at11:00 am.

I welcome feedback from local governments on all aspects of the work of our office, so I lookforward to your comments on the report to be issued tomorrow.

Sincerely,

Am van lersel, CPA, FCGAA/Auditor General for Local Government

pc: Chief Administrative Officers

201 - 10470 152"'' StreetSurrey, BC V3R 0Y3

Phone: 604-930-7100

Fax: 604-930-7128

www.aglg.ca

P33

From: Vtrk, Pardeep AGLG:EX <[email protected]>Sent: April-28-15 11:18 AMSubject: Upcoming Release of Performance AuditAttachments: 15-23 - OUTGOING - Ltr re Release of Sechelt Report_April 2015.pdf

Sent on behalfofAm van lersel, A/Auditor Generalfor Local Government. j :C:f

jI ^

Greetings to all,

Please find attached correspondence regarding the upcoming release of performance audits.

Best regards,

Aryvvan/Ienel^ CPA, FCGAA/Auditor General for Local Government

00 AUDITOR GENERAL FOR0 LOCAL GOVERNMENT0

ACCE.NSiflrUri' iS'Dr^CfJDDICC IRAfiSPAR[NCr PCRrORWthCC

P34

District of Lantzville

Report to CAO

AUTHOR: Jedha Holmes, Director of Financial Services

SUBJECT: 2014Development Cost Charges Activity

Regular Council Agenda ItemMay 11,2015

Hle:3150-20-DOL

Q:DOL/Reports/2015/DCC 2014

RECOMMENDATION

THAT Coimcil receives this report for information.

PURPOSE

To report on development cost charges pursuant to Section937.01 of the Local Government Act.

BACKGROUND

The Local Government Act requires that localgovernments prepare and consider a report ondevelopment cost charges ("DCC's'') by June 30 in respect of the previous year. This report mustinclude the following:

• the amount of DCCs received

• the expenditures from the DCCs reserve funds• the balancein the DCCs reservefunds at the start and at the end of the applicableyear• any waivers and reductions granted imder LGA Section 933.1(2)

DISCUSSION

The following tablesummarizes the informationrequired:

Balance,Jan. 1,2014

DCCs

Received

Interest

EarnedExpenditures

Balance,Dec. 31,2014

Water $105,774 - 952 - $106,726

Sewer 41,886 - 377 - 42,263

Drainage 51,216 2,362 472 - 54,050

Highways 83,368 1,935 759 - 86,062

Parkland 57,273 1,540 522 - 59,335

Total $339,517 5,837 3,082 - $348,436

TheDCCs received relatedto oneproperty. There were no waivers or reductions grantedunderLGA Section933.1 during 2014.

P35

2014 DCC'S

Report to CAO - May 11.2015Page 2

SUMMARY

Thisreport summarizes the activity in theDistrict's DCCReserve Fundfor2014. Theinformationcontained in this report meets the requirementsof LGA Section 937.01.

Respectfully submitted

J^c^a Hohnesrector of Financial Services


Reviewed By:CAO Dir. Corp Dir. of PW

Admin

P36


REPORT TO CAO

AUTHOR: Jedha Holmes, Director of Financial Services

SUBJECT: 20151®* Quarter Finance Report

Regular Council Agenda ItemMay 11,2015

File:187a-20-FINA

Q: Reports/15/FinRpt_2015Ql

Recommendations:

THAT Council receives this report for information.

Alternatives:

N/A

Purpose;

To provide Coimdl with financialinformationabout the District'soperations to the end ofMarch2015.

Background;

TTiis report is prepared using unaudited information from our accounting system as compared topreliminary 2015 Financial Plan amounts on a non-consolidated basis.

Discussion;

The District'sfinancialoperations for the first quarter of the year went smoothlywith various functionalareas operating within their preliminarybudgets. In March the Districfs auditors, KPMG, performedtheir 2014 year end audit procedures and presented the audited financial statements to Coimdl at itsregular meeting on April 27,2015.

Staffhave provided commentarybelowon significantaccountswittiin the financial statements to theend of March 2015.

Cash Position

As at March 31s' the Districfs cash balancewas approximately $6,827,150. Excess funds weretransferred from the general operating accoimt into the high interest account during the year in order tomaximize investment revenue which averaged about 1%per year in 2014.

P37

20151st Quarto- Finance ReportReport to CAO - May 11,2015Page 2

Property Taxes ReceivableAs of March31^there was a balanceof$152^02 in property taxesowingfrom residents. Thisamount iscomprised of delinquent $48,970 and arrears $103,332. The arrears and delinquent balances wiU becarried forward to the 2015 property tax notices for collection. The delinquent property tax balancesmust be paid prior to September 28,2015 to avoid tax sale.

Capital Purchases:Coimcilresolved on February 16,2015 to tender the 2015 watermain replacementprojectearly,hopingthat the Districtwould see more favourable tender amoimts than later in the year. Council awarded thecontractfor this projectat its regular meetingon April27,2015.

The new pumper/rescue truck was delivered to the FireHall on April 1,2015 at which time the finalpayment of $293,468 was made.

Accounts PayableAH accounts payable are current at March 31®*, and current assets exceed current liabilities.

Deferred RevenueThebalanceof the CommimityWorks Fimd was $920,033 as at March31®*. As a result ofnewaccounting rules, this amount will be transferred in 2015 to a newly established Gas TaxReserveFundwhich willhave the same expenditurerestrictions as the GasTaxAgreement. GasTaxfunds receivedduring 2015will also be allocated to this Reserve.

There were no DCCs collectedduring the first quarter. The DCCbalances at March 31®* were as follows:

Water Sewer Drainage Roads Parkland Total

$106,726 $42,263 $54,050 $86,062 $59,335 $348,436

Revenues

The first pa)rment of the B.C. SmallCommunities Grant in the amount of $156,475 was received inMarch.

Water and sewer user fees of $108,876 ($64,620 and $44,256 respectively) were billed in March.

TheDistrict collected a total of $5,664 in donations during the first quarter for the Legion CenotaphProject. Thisamount was then paid to the Legion.

ExpendituresActualexpendituresare generally at or below departmentalbudgets for the year.

P38

20151st Quarter Finance ReportReport to CAO - May 11,2015Pages

For Council's review, individual supplier payments during the last quarter exceeding $5,000 for non-ongoing expenditures (as delved in our purchasing and payment policy) are listed below:

Supplier Description Amount

KPMG Audit services $10,500

Lidstone & Company Legal counsel 5,879

Locar Industries Ltd.Release of Holdback re; 2013

asphalt replacement project15,000

Municipal Insurance Association ofBC

2015 premium 23,601

Rocky Mountain PhoenixFinal payment for new pumper/rescue truck $293,467; 2014 turn-outgear $8,232, and otfier suppUes

302,540

Royal Canadian Legion Flow through of donations forLegion Cenotaph Project

5,664

Windley Contracting (2010) Ltd2014 winter road maintenance

$3,288 and 2014road shouldering$14,828

18,117

Summary

The District continues to have a strong financial position. Upon adoption of the 2015-2019 FinancialPlan, staff will begin implementation of various operating and capital projects at Council's direction.

Respectfully submitted

Je^a HolmesDirector of Financial Services

District of Lanlzville

CAO ^ Dir. Finance Dir. C/Admin. Dir.ofP/W

P39

DRAFTMinutes of the District of Lantzville Parks and Recreation Commission Meeting held onThursday, April 23,2015 at 4:30 pm at the District Office, 2^^ Floor - 7192 Lantzville Road,Lantzville, BC

PRESENT: Members: Denise Haime, Coimdllor, ChairpersonTed GuUison, MemberJohn Halliwell, MemberBrenda Savage, MemberMark Swain, Member

Absent Caitlin Bickford, MemberJohn English, Member

Staff: Twyla Graff, Chief Administrative Officer

The Chairperson called the meeting to order at 4:33pm.


J. Halliwell MOVED and T. GuUison SECONDED, THAT the Commission adopts the April 23,2015meeting agenda with the addition of items 1 (h) Cenotaph Update and 8 (3)PromotingRtmning in Lantzville.CARRIED

APPROVAL OF THE MINUTES

M. Swain MOVED and T. GuUisonSECONDED,THAT the Commission approves the March 26,2015meeting minutes, as presented.CARRIED

PRESENTATIONS, DELEGATIONS, ETITIONS - NU

CORRESPONDENCE

T. GuUison MOVED and J.HalliweUSECONDED,THAT the correspondence from LindaWestbydated April 11,2015regarding the Draft March 26,2015 Parks &RecreationCommissionMeeting minutes and providing historical information of the Woodlot Advisory Committee, bereceived.

CARRIED

STATUS OF COMMISSION RECOMMENDATIONS TO COUNCIL

1. April 13,2015 Council MotionTHAT Coimdl considermakinga grant appUcation to future intakesfor the Strategic

Priorities Fimd, for funding for the E & N TraU Phase 2 (WareRoad to Superior Road).

2. April 13,2015 Council Motions:THAT CouncUappoints Parks & Recreation Commission members Ted GuUisonand

Mark Swain, with Denise Haime as alternate, to represent the District of LantzviUe on thewood lot operator's adhoc LantzviUe Woodlot Advisory Group toprovide pubHc input p^Qaround recreation and biodiversity to the woodlot operator.


April 23,2015 Parks & RecreationCommission MeetingMinutes - DRAFTPage 2

UNFINISHED BUSINESS

1. Projects Update and Discussiona) Lantzville Woodlot Advisory Group - April 16,2015 meeting notes - To Be

Circulated.

T.GuUison distributed the notes from the LWAG meeting to members of theCommission via email. T. GiiUison and M. Swain confirmed that the goalsof theLWAGis to look after the interests in trail network. The meeting held on April16,2015 was informative and discussions touched on the following:• attempt was made to capture the history of LWAG in the meeting notes• woodlot operator is not interested in altering the amount of timber they

harvest however, they are open to fine tuning the harvest or cut blocksaround the trails that will result in some forested areas being retainedaround the trails but nothing that will impact liieir overall cut

• a meeting will be held in the near future to consider a couple of options toapproach this year's cut

• T. Andrews, Ministryof Forests,has provided Terms of Reference &pastLWAG minutes of meetings; request to have these placed on DoL website

• money may be available for signage/trail work. T. Gidlison will contactJessica McKierahan to discuss further

• J. Gregson expressed an interesting in speaking to the members of the P & RCommission - T. Coates to coordinate for Jime meeting.

b) Minetown Day 2015 - B. Savagereported that a meetingof the MinetownDayCommitteewill be held on Thursday, May 7,2015at the Districtoffice beginningat7 pm.

c) Council Liaison to Seaside Community Society - B. Savage reported that she hadattended SeasideCommimity Meetingand noted the Society continues toinitiate/discuss new programs at Costin Hall, e.g. movie nights etc.

d) Use of Social Media - Update (forinformation only) April 13,2015Coxmdlmotion: THAT Council instructs staff to incorporate into the Financial Plan $25,000to fund Strategic Plan PriorityAction- Communications - Councilmeetingroomsoxmd and recordingequipment/streaming and social media, from 2014 surplus.

e) Recreation Sites and Trails BCPartnership Agreement (PA15DSI-18 - CopleyRidgeRecreation Trails) - Update (forinformation only): Approved by CouncilMarch23'<^, signed by District, sent to Province, awaitingexecution by Provinceand return. Staffto advise P &R Commissiononce executedagreement has beenreceived.

f) Playground Improvements Report dated Feb.10,2015and Mar. 9,2015 CouncilMotions - to discuss Implementation Plan Work - Membersagreed to table thisitem given J. English's absence.

P41


April23,2015 Parks&Recreation Commission Meeting Minutes- DRAFTPage 3

g) ProjectPriorities for 2015 - Members concurred that their priorities/focusis tomove forward with the replacement of the playground equipment andimplementation of a Moxmtain Bike Skills Park within RotaryPark. WhileJ.Englishhas done a considerable amoimt ofwork/research in this regard and givenhis absence, membersof the Commission, in the interim,agreed to the following:

• ChairpersonHaimeto speak with J. English prior to the nextmeetingregarding playground equipment selection

• Members agreed to select equipment that would be suitable for childrenages 2 - 5 yrs

• members of the Commission are to bring any photos they may have as itrelates to mountain bike skillsparks in other jurisdictionsto the nextcommission meeting for review/selection by the members

• ChairpersonHaimewiQ provide a scaled drawing of rotary park to allowmembers to consider location of both playground equipment and the skillspark

Members of the Commissionwould like to finalize playground equipmentselection and provide for a visual of the mountain bike skillspark for the purposeof facilitating a town hall style meeting prior to July in order to obtain publicinput/feedback as to the changesproposed to RotaryPark.

h) Cenotaph Update - J. HaUiwell reported on a meetingheld with Legionrepresentatives as it relates to the Cenotaph. Koers and Associates is in the processof preparing a formal plan that will depict the details of further improvements tothe Cenotaph with said plan to be presented to Coimdl for its consideration. Inaddition, the Legionwould request that considerationbe given by the Districttoensure an electricaloutlet is located in closeproximity to the cenotaph and thatCoundl consider a water supply as the improvementswill also includelandscaping.

NEW BUSINESS

1. Finalize Volunteer Appreciation Dinner Schedule - Volunteer appreciation dinner will beheld on Thursday, May 28,2015 at the LantzvillePub at 6:30 pm.

2. Respectful Workplace Training (Statutory Requirement)J. HaUiwell MOVED and B. SavageSECONDED, THATthe Parks &RecreationCommission participate in the mandatory Respectful Workplace Training to be held onMay 28,2015Parks &Recreation Commission meeting.CARRIED

3. Promoting Rurming in Lantzville - T. GuUison invited members thoughts on promotingrtmning in LantzviQe. Items could include training schedules to biuld up to 5km runs,facilitating running clinics leading up to Minetown Day, placing distance markers onroadways and providing a map of various distances/routes initiating from the Districtoffice. Members of the Commission were definitely supportive and thought costs P42


April 23,2015Parks &Recreation Commission Meeting Minutes - DRAFTPage 4

associated with this initiative shoiild be relatively minimal. Members also suggested thatmonies to provide for advertising, signage, mapping and road markers etc., could beprovided from the Minetown Day budget

PUBLIC PARTiaPATlON - Nil

SPECIAL BUSINESS (IN-CAMERA) MOTION TO CLOSE - Nil

ADJOURNMENTJ. HalliwellMOVED and T. GullisonSECONDED, THATthe Commissionadjourns the meeting.CARRIED

MEETING ADOURNED: 5:35pm

Certified Correct

Twyla Graff, Chief Administrative Officer/Deputy Director of Corporate Administration

Confirmed this ^ day of ,2015.

Denise Haime, Coimcillor, Chairperson

P43

DISTRICT OF LANTZVILLE

BYLAW NO. 116

A BYLAW TO ESTABLISH A FIVE YEAR mNANCIAL PLAN

WHEREAS section 165 of the Community Charter stipulates that a municipality must have afinancial plan that is adopted on an annual basis;

NOW THEREFORE the Mimicipal Council of the District of Lantzville in open meetingassembled hereby enacts as foUov^s:

1. Schedules 'A' &'B' attached hereto and forming part ofiiiis Bylaw is hereby adopted andistheFinancial Plan of the District ofLantzville for thefive year period from January 1,2015to December 31,2019.

2. "District of Lantzville Financial Plan Bylav^ No. 107, 2014", and any amendments theretoare hereby repealed.

3. This Bylaw maybe cited forallptirposes as "District ofLantzville Financial Plan Bylaw No.116,2015" and shall become effective upon adoption.

READ A FIRSTTIME this 20^ day of April, 2015.

READ A SECOND TIME this 20^ day of April, 2015.

READ A THIRD TIME this 27th day of April, 2015.

ADOPTED this day of 2015.

Mayor

Director of Corporate Administration

I herebycertifythat the above is a true and correctcopy of "Districtof Lantzville Financial Plan Bylaw No.116,2015", as adopted by Councilof the Districtof Lantzvilleon the day of , 2015.


P44

Districl of Lantzville

"District of Lantzville Finandal Plan Bylaw No. 116,2015"Page 2


2015 - 2019 HNANCIAL PLAN

Revenue

HVE YEAR FINANCIAL PLAN

2015 2016 2017 2018 2019

Taxes $1,807,344 $1,854,154 $1,903,257 $1,947,162 $1,992,112

Government Grants 5,978,698 625,410 644,400 654,240 654,240

Transfers 165,000 165,000 165,000 165,000 165,000

Penalties and Interest 26,140 26,660 27,200 27,750 28,300

Return on Investments 40,000 40,000 40,000 40,000 40,000

Miscellaneous 13,484 7,850 7,890 7,930 7,970

Sales of Services 35,500 35,500 35,500 35,500 35,500

Sewer Utility 2,567,555 367,555 367,555 367,555 367,555

Watervk'orks Utility 645,740 1,126,320 646,910 647,510 648,120

Recovery from Prior Year Surplus 145,269 29,490 10,500 10,500 10,500

Recovery from Reserves 1,316,320 983,000 1,060,000 972,000 1,037,000

Less; Interfund Charges (190,080) (190,580) (191,090) (191,610) (192,140)

512,550,970 $5,070,359 $4,717,122 $4,683,537 $4,794,157

res

General Government Services $914,634 $878,920 $889,860 $901,310 $870,722

Protective Services 298,132 285,000 288,340 291,780 295,330

Protective Services RDN 70,673 72,050 73,460 74,900 76,370

Transportation Services 348,080 354,650 360,150 365,360 370,610

Environmental Development 89,550 100,600 100,970 101,340 101,710

Environmental Health 161,200 163,000 164,700 166,400 168,200

Parks and Recreation 149,290 99,040 99,580 100,120 100,660

Sewer Utility 184,877 191,290 203,140 216,610 229,100

Waterworks Utility 433,438 401,160 404,920 408,640 412,300

Capital Expenditures 7,916,320 1,463,000 1,060,000 972,000 1,037,000

Debt Service 168,618 167,134 165,650 164,168 164,168

Contributions to Reserves 1,985,618 1,072,025 1,088,825 1,116,165 1,134,665

Contributions to Surplus 20,620 13,070 8,617 (3,646) 25,462

Less: Interfund Charges (190,080) (190,580) (191,090) (191,610) (192,140)

$12,550,970 $5,070,359 $4,717,122 $4,683,537 $4,794,157

P45


"District of Lantzville Financial Plan Bylaw No. 116,2015"Pages

"Schedule B"

"District of Lantzville Financial Plan Bylaw No. 116,2015"For The Five Year Period 2015 To 2019

Section 165(3.1) of the Cotnmunih/ Charter, requires the foUo^ving discussion regarding the policies and objectivessurrounding tlie District'sfunding sources, distributionof property taxes among property classes, and permissive taxexemptionsbe provided as an addendum to the five year financial plan.

A. Funding Sources

Table1 shows the proportion of total revenue proposed to be raised by eachfunding source in 2015.

'Revenue Source % of Total

Revenue

Property value taxes 13

Grants and Grants in lieu of taxes 48

Parcel taxes 5

User fees and charges 22

Reserves 10

Other 2

Total 100%

Table 1

1) Property Taxes

The District's property tax base is largely residential. This provides a generally stable and consistent revenue sourcefor the District to fund basic operational expenditures such as administration of theDistrict, fireprotection services,public works, and parks and recreation.

Coimcil policy is to use the property tax levyto fund the operational expenditures of the District. The District expectsthis to continue to be tlie major source of mimicipal revenue.

2) Grants and Grants in Lieu of Taxes

Grants are funds received by the Districtusuallyfrom other governmentsor agencies for specific purposes. Thesegrants usually involve some cost sharing between the funding agency and the District. Regarding optional grantfunding available. Councilpolicy is toconsiderapplying forgrants with funding arrangements tliat are affordable tothe District.

Provincial SmaU Commimities Protection Grant funds historically have been a significant sourceof funds forDistrictoperations. The grant amount and funding formula change periodically. The 2015 grant amount in the amount of$440,000 has been confirmed by the Province.

Starting in 2015, grant revenues from the Community Works (GasTax)Fund will be recorded as revenue in the yearthey are received, with an equivalent contribution allocated to the Commimity Works (Gas Tax) Fund Reserve. ThisReservewill have restrictions on expenditures for eligible projects in accordance with the District's GasTaxAgreement with UBCM. The 2015 Gas TaxFunds grant recorded in the 2015 FinancialPlan is $194,675. In addition,unspent Gas Tax Revenues since the inception of the Agreement to December 31, 2014 in the amoimt of $920,033 willbe recorded as revenue in the 2015 Financial Plan only, with an equivalent contribution to the Gas TaxReserve.

P46


"District of Lantzvilie Financial Plan Bylaw No. 116,2015"Page 4

3) Parcel Taxes

Parcel taxes are fees levied on a parcel of land witiiout reference to ttie assessed value of that land. It is usually thesame amount for every parcel within a defined area. Parcel taxes are generally used for specific purposes, like a localarea service.

Council policy to date has been to use parcel taxes where the nature of the expenditure being funded is specific to theparcel, and not based on assessment of the property. In 2015the District will collect parcel taxes for solid wastecollection (majority of residents), capital costs related to phase 1 and 2 sewer infrastructure (residents within thedefined local area service), and capital costs related to the Knarston Creek Overflow Project.

4) User Fees and Charges

User fees attempt to fairly apportion the cost of some municipal services to those residents who actually use theservice. Tlie District currently collects user fees on a quarterly basis for water and sewer services.

Coimcil policy is to recover 100% of costs related to the water distribution and sewer collection systems through userfees. User fees are reviewed each year as part of the financial planning process.

5) Proceeds from Borrowing

Council policy is to iise long term debt only for significant capital projects that cannot be efficiently carried out on anincremental basis using internal reserves or current funding sources. The Community Charterlimits the amount ofdebt the District can incur based on the District's ability to pay which is a calculation based on continuing revenues.To date the District has not incurred any external debt.

6) Reserves and Other Sources

Revenues in this category consist mainly of appropriations from internal reserve funds (including accumulatedoperating surplus and statutory reserve funds), investment revenue, as well as insignificant miscellaneous revenues.These revenues vary from year to year.

Council policy is to use statutory capital reserve funds to finance capital expenditures in the various functional areasof the District. Council also established a Winter Road Maintenance Reserve in 2014 to offset higher than averageoperating expenses for snow clearing and other winter road maintenance expenditures.

B. Property Value Tax Distribution

Table 2 provides the proportionate distribution of property tax revenue and assessment value among the propertyclasses.

IVopci'ly Class_

'Vo of 2015 Tolal

Uistricl

Assessment

% of 2014 PropertyTax Revtiimc

Residential 96.4% 84.9%

Utilities .2 3.6

Light Industry .2 1.2

Business and Other 2.7 9.3

Managed Forest Land .2 .5

Recreation/Non-profit .2 .4

Farm .1 .1

Total 100% 100.0%

Table!

P47

District of Lantzville"District of Lantzville Financial Plan Bylaw No. 116,2015"Page 5

Residential properties represent most of total assessed value of properties in the District Thus taxing other classes ata high multiple of the residential rate would generate very little additional property tax revenue, while imposing atmdue burden on non-residential residents of the District. Coimcilhas given consideration to the locationof variousclassesof properties witiiin the Districtand the exposure and related benefit that one class may obtain from thatlocation relative to other classes.

C. Permissive Tax ExemptionsPermissive tax exemptions are a way for the District to recognize the value of services provided to the community bynon-profit organizations. The Districfs Annual Report provides a list of permissive exemptions granted each yearand the amount of tax foregone.

Council policy is to review the one-year permissive tax exemptions granted in the prior year as well as any newrequests for exemption prior to October31 of each year. One ten-year permissive tax exemption has been granted tothe Island Corridor Foundation,

P48


BYLAW NO. 117

A BYLAW FOR THE LEVYING OF RATES FOR GENERAL MUNICIPAL, REGIONALDISTRICT, REGIONAL HOSPITAL AND LIBRARY PURPOSES FOR THE YEAR 2015

WHEREAS Division 3 of the Community Charterstipulates that Council must, by bylaw, imposeproperty value taxes for the year by establishing tax rates;

AND WHEREAS the amounts to be collected for the year by means of rates established by theDistrict to meet its taxing obligations in relation to another local government or other public body;

NOW THEREFORE the Municipal Cotmdl of the District of Lantzville in open meeting assembledhereby enacts as follows:

Citation

1. This Bylaw may be cited for all purposes as "District of Lantzville Tax Rates Bylaw No. 117,2015".

Interpretation

2. In this Bylaw

'Bl' will be the classification given to each parcel of land to which domestic water is or canbe provided by the District.

TO' will be the classification given to each dwelling unit situated on a parcel of land in theDistrict of Lantzville and to which the District does or can provide solid wastecollection services.

'HI' wiUbe the classification given to each mobile home pad within a trailer park in theDistrict to which the District is or can provide recycling collection service but does notprovide garbage or organic waste collection service.

Rates

3. The following rates are hereby imposed and levied for the year 2015.

(a) For all lawful general purposes of the District of Lantzville on the assessed value ofland and improvements taxable for general municipal purposes, rates appearing inColumn "A" of Schedule 'A' attached hereto and forming a part hereof.

(b) For purposes of the Vancouver Island Regional Library on the assessed values of landand improvements tcixable for Vancouver Island Regional Library purposes, ratesappearing in Column "B" of Schedule 'A' attached hereto and forming a part hereof.

(c) For purposes of the Regional District of Nanaimo on the assessed value of land andimprovements taxable for Regional District of Nanaimo purposes, rates appearing inColumn "C" of Schedule 'A' attached hereto and forming a part hereof.

(d) For purposes of the Nanaimo Regional Hospital District on the assessed value of landand improvements taxable for RegionalHospital District pxirposes, rates appearing inColumn "D" of Schedule 'A' attached hereto and forming a part hereof.

P49

"District of Lantzville Tax Rates Bylaw No. 117,2015"Page 2 of 3

Parcel Taxes

4. For the year 2015 there are hereby levied parcel taxes as listed below on all parcels of land asclassified into Groups with explanationsidentified under 'Interpretation'.

(a) Bl: a tax of $355.00 per parcelfor domestic waterworks supply.(b) Dl: a tax of $114 per unit per parcel for residential solid waste collectionservices.(c) HI: a taxof $23 per mobile homepad withina mobile home park for recycling

collection services.

Due Date & Penalty

5. Theaforementioned taxes aredue and payable on or before the 2"<^ day ofJuly, 2015 and to allcurrent taxes remaining xmpaid after the said due date a penalty shall be added at thefollowing percentage:

(a) AfterJuly2"^ a penalty equal to 5% of the outstandingcurrent year balance as of thedue date shall be added to the balance due.

(b) Afurther penalty equal to 5% of the outstanding currentyear balanceas ofSeptember30*h shall be added to the balancedue. In the event that the 30*^ day ofSeptember is aSaturday or Sunday, the penalty shallbe added to the balance due on the Mondayimmediately following the Saturday or Sunday.

In addition, taxesremainingunpaid on the 1^^ day ofJanuary nextfollowing the date uponwhichthe taxes are leviedshallbear interestat the rate prescribed by the Lieutenant Governorin Coimcil as per section 245 of the Community Charter, until paid or recovered. The interest isfrom day to day deemed part of the taxes and a referenceto taxes is deemed to include allinterest so added.

6. "Districtof LantzvilleTaxRates BylawNo. 108,2014" and any amendments thereto arehereby repealed.

READ A FIRST TIME this 27^ day of April, 2015.

READ A SECOND TIME this 27* day of April, 2015.

READ A THIRD TIME this 27th day of April, 2015.

ADOPTED this ^day of , 2015.

Mayor


P50

"District of Lantzville Tax Rates Bylaw No. 117,2015"Page 3 of3

SCHEDULE'A'

DISTRICT OF LANTZVILLE BYLAW NO. 117

LEVYING OF RATES FOR GENERAL MUNICIPAL, REGIONAL DISTRICT, REGIONAL HOSPITAL,AND LIBRARY PURPOSES FOR THE YEAR 2015

Tax Rates (Dollars of Tax per $1,000of Value)

A BCD

PROPERTY

CLASS

GENERAL

MUNICIPAL LIBRARY

REGIONAL

DISTRICT

REGIONAL

HOSPITAL

Residential 1.9262 0.2107 0.8211 0.2244

Utilities 35.7857 4.2143 2.8739 0.7854

Light Industry 13.4837 1.4750 2.7918 0.7630

Business / Other 7.7049 0.8429 2.0117 0.5498

Managed Forest 7.2234 0.7902 2.4633 0.6732

Recreational / Non-Profit 3.3709 0.3687 0.8211 0.2244

Farm 2.5041 0.2739 0.8211 0.2244

P51

May 6, 2015


MEMORANDUM

To: Mayor & Members of CouncilFrom; Twyla Graff, CAORe; Acting Mayor

Council, at itsInaugural meeting heldDecember 1,2014, passed thefollowing motion:

THATpursuant to the Communiiy Charter, section130and "Districtof Lantzville CouncilProcedureBylawNo.18,2004", Council designatesthe following Councillors as the memberresponsible as ActingMayorduring the following four-monthperiods:

Coimdllor Denise Haime

Councillor Jennifer Millbank

CouncillorRod Negrave

CouncillorGraham Savage

Councillor David Scott

Coimdllor John Coulson

ANDFURTHER THAT in the eventthat the Mayor and Acting Mayor are either absentorunableto act, the Councillor appointedas Acting Mayor for the preceding periodwillbe theActing Mayor.CARRIED

Inlightof theresignations byJ. Millbank and R. Negrave onApril 27,2015, thismemorandum isbeing provided forCouncil's information advising thatCouncillor Graham Savage would serve asActingMayorif and when required.

While Coundl could certainly makeamendmentsto the Acting Mayorscheduleat this time, CoundlwiU be asked to revisit the Acting Mayor schedule following the re^ts of the by-election whichupon appointment ofa Chief Election Officer (CEO) willbe held on a Saturdaynolaterthan80daysafter the date the CEOwas appointed.

Respec itted

T;^la Graff, CAOistrict of Lantzville

December 2014 to March 2015


April 2015 to July 2015April 2017 to July 2017

August 2015 to November 2015




April 2016 to July 2016April 2018 to July 2018



P52

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