regional board minutes

POWELL RIVER REGIONAL DISTRICT

REGIONAL BOARD

MINUTES – May 23, 2013

The BOARD OF DIRECTORS meeting was held in the Regional District Office on Thursday, May 23,

2013 commencing at 7:35 p.m.

Present: Director Colin Palmer, Chair

Director Merrick Anderson

Director Patrick Brabazon

Director Stan Gisborne

Director Maggie Hathaway

Director Dave Murphy

Director Jim Palm

Staff Present: Al Radke, Chief Administrative Officer

Brenda Paquin, Manager of Administrative Services

Linda Greenan, Manager of Financial Services

1. APPROVAL OF AGENDA

The following addition to the agenda was proposed:

Item #13 Closed Meeting additional wording: and (c) labour relations or other employee relations."

P. Brabazon / M. Hathaway THAT the agenda be approved as amended.

MOTION CARRIED.

2. ADOPTION OF MINUTES

2.1 Minutes of April 25, 2013

The following changes to the minutes were proposed:

Item #7: in paragraph 8 - correct the spelling of "Waste"

Item #9.9: correct the spelling of "to approve"

J. Palm / M. Anderson THAT the minutes be adopted as amended.

MOTION CARRIED.

3. DELEGATION & INQUIRIES

4. UNFINISHED BUSINESS

Minutes – Regional Board May 23, 2013

5. CORRESPONDENCE

5.1 Letter from North Island 9-1-1 Corporation dated April 11, 2013 re Corporation Articles Amendment

M. Hathaway / M. Anderson THAT the Powell River Regional District is in favour of executing the

special resolution to make select alterations to the Articles of North Island 9-1-1 Corporation, as

recommended by Singleton Urquhart LLO, and

THAT a waiver of notice be executed.

MOTION CARRIED.

6. COMMITTEE REPORTS

Director Brabazon reported on the May 9 and 16, 2013 Committee of the Whole meetings.

Director Murphy reported on the May 9, 2013 Rural Services Committee meeting.

Director Gisborne reported on the May 21, 2013 Planning Committee meeting.

7. OTHER REPORTS

Director Brabazon reported on the May 23, 2013 Powell River Regional Economic Development

Society meeting.

Director Brabazon provided some comments on the library.

Director Anderson reported on Lasqueti Island activities.

Director Hathaway reported on City of Powell River activities.

Director Palm reported on the City's Liquid Waste Management Plan process.

Director Anderson and Director Murphy reported on the May 2013 Island Studies Conference.

8. CHAIR'S REPORT

Chair Palmer reported on the Powell River Community Foundation Annual Meeting and various other

activities.

9. RESOLUTIONS

9.1 Financial Assistance: Sliammon Treaty Society

P. Brabazon / M. Hathaway THAT the Board concur with the recommendation of the Committee of

the Whole to authorize a grant in the amount of $5,000 to the Sliammon Treaty Society to assist with the

Tla'amin Guardian Watchmen Archaeological Site Protection Program for 2013; and

THAT the grant be funded from general grants in aid.

MOTION CARRIED.

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D. Murphy and S. Gisborne opposed.

9.2 Truck Purchase: for Use by the Manager of Community Services

M. Anderson / P. Brabazon THAT the Board concur with the recommendation of the Committee of

the Whole to endorse the purchase of a truck, not to exceed $26,983 plus taxes, to be used by the

Manager of Community Services for Regional District business; and

THAT the purchase be financed through a five year lease from the Municipal Finance Authority with no

residual balance.

MOTION CARRIED.

9.3 Community to Community Forum Meeting Allowance

P. Brabazon / D. Murphy THAT the Board concur with the recommendation of the Committee of the

Whole to authorize payment of a meeting allowance for those directors who attended the April 23, 2013

Community to Community Forum and any remaining forums to be held in 2013.

MOTION CARRIED.

9.4 Special Occasion Liquor License Endorsement: Lasqueti Island Arts Council


the Whole to endorse the issuance of a Special Occasion Liquor Licence for the Lasqueti Island Arts

Council "Arts Festival" to be held Saturday, June 29, 2013 at the Community Hall on Lasqueti Island.

MOTION CARRIED.

9.5 Policy re Emergency Operations Overtime Allowance for Exempt Staff

P. Brabazon / D. Murphy THAT the Board concur with the recommendation of the Committee of the

Whole to adopt the Emergency Operations Overtime Allowance for Exempt Staff Policy attached as

Schedule 'A'.

MOTION CARRIED.

9.6 Policy re Issuing Charitable Tax Receipts for Donation of Land

J. Palm / M. Hathaway THAT the Board concur with the recommendation of the Committee of the

Whole to adopt the Issuing Charitable Tax Receipts for Donation of Land Policy attached as Schedule

'A'.

MOTION CARRIED.

9.7 Vehicle Use Policy

P. Brabazon / M. Anderson THAT the Board concur with the recommendation of the Committee of

the Whole to adopt the Vehicle Use Policy attached as Schedule 'A'.

MOTION CARRIED.

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9.8 Regional Public Education Event: Sea Level Rise Adaptation Planning


the Whole to endorse a Regional Public Education Event on Sea Level Rise Adaptation Planning being

planned by staff for Thursday, October 10, 2013; and

THAT the Board send invitations to the Regional Public Education Event on Sea Level Rise Adaptation

Planning to City of Powell River Council and staff and to Tla’amin Nation Council and staff.

MOTION CARRIED.

9.9 Special Occasion Liquor License Endorsement: Royal Canadian Legion, Texada Branch 232

D. Murphy / P. Brabazon THAT the Board concur with the recommendation of the Rural Services

Committee to endorse the issuance of a Special Occasion Liquor License for the Texada Legion to

sponsor a Beverage Garden and Food Concession to be held July 6-7, 2013 at the Gillies Bay Ball Park

in conjunction with Sandcastle Days.

MOTION CARRIED.

9.10 Tool Set Purchase: Malaspina Volunteer Fire Department

M. Anderson / D. Murphy THAT the Board concur with the recommendation of the Rural Services

Committee to approve the purchase of a new hydraulic combination tool set from KGC Fire Rescue for

$15,272.71 plus taxes for the Malaspina Volunteer Fire Department.

MOTION CARRIED.

9.11 Texada Fire Departments Amalgamation

D. Murphy / P. Brabazon THAT the Board concur with the recommendation of the Rural Services

Committee to direct staff to immediately suspend the review and transition process for the Gillies Bay

and Van Anda fire departments; and

THAT the Board begin negotiations with the Gillies Bay Improvement District indicating that the

transfer of all fire department assets (including hall and property) is paramount to any potential

transition and if this cannot be achieved, then the review and transition initiative will be abandoned.

MOTION CARRIED.

9.12 Parcel Taxes: Savary Island Marine Service

P. Brabazon / M. Anderson THAT the Board concur with the recommendation of the Committee of

the Whole to direct staff to mail a notice to the owner, within the Savary Island Public Transportation

Marine Service area, of each taxable property containing multiple parcels to advise that in 2014 the

parcel tax will be levied on each legal parcel included on the folio and to advise the owner of the process

to make a complaint; and

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THAT staff amend the parcel tax roll, in preparation for the 2014 tax year, to include each taxable

parcel for the Savary Island Public Transportation Marine Service.

MOTION CARRIED.

9.13 Exempt Staff Salary Review

J. Palm / P. Brabazon THAT the Board concur with the recommendation of the Committee of the

Whole to award the Exempt Staff Salary Review project to James R. Craven & Associates Ltd. at a cost

of $5,000.

MOTION CARRIED.

9.14 Policy re Permissive Tax Exemption

M. Anderson / D. Murphy THAT the Board concur with the recommendation of the Committee of the

Whole to adopt the Permissive Tax Exemption Policy attached as Schedule 'A'.

MOTION CARRIED.

9.15 Goat 2 Partnership Agreement

P. Brabazon / J. Palm THAT the Board concur with the recommendation of the Committee of the

Whole to enter into Partnership Agreement PA13DSI-05 attached as Schedule 'A' with the Province of

BC for the management and maintenance of the Goat 2 recreational trail.

MOTION CARRIED.

9.16 Island Timberlands, Crowther Road Property, DL 6324, Okeover Inlet

P. Brabazon / J. Palm THAT the Board concur with the recommendation of the Committee of the

Whole to request that Island Timberlands share their Draft Harvest Plan with the Powell River Regional

District when it is in place.

MOTION CARRIED.

9.17 Financial Assistance: Texada Island Sandcastle Committee

D. Murphy / S. Gisborne THAT the Board concur with the recommendation of the Committee of the

Whole to endorse the financial assistance request of $1,000 to the Texada Island Sandcastle Committee

to help provide the Laser Light Show during the 2013 Texada Island Sandcastle festivities; and

THAT the grant be funded from Area D grants in aid.

MOTION CARRIED.

9.18 Regional Transportation Plan

J. Palm / P. Brabazon THAT the Board concur with the recommendation of the Committee of the

Whole to authorize the contracting of ISL Engineering and Land Services to complete the Regional

Transportation Plan for a fee of $93,420 plus disbursements of $6,462; and

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THAT the full upset cost of $120,000 in the allocated budget be available as contingency for any

potential change orders; and

THAT the Board appoint Director Murphy and Director Hathaway to sit on the Regional Transportation

Working Group.

P. Brabazon / J. Palm THAT the motion be amended to add "and, THAT a meeting allowance be

paid."

AMENDED MOTION CARRIED.

MAIN MOTION CARRIED.

10. BYLAWS

10.1 BL 178 - Southern Regional District Official Community Plan

S. Gisborne / M. Anderson THAT the Board repeal Southern Regional District Official Community

Plan Bylaw No. 178, 1989.

MOTION CARRIED.

10.2 BL 239.4 - Myrtle Pond Water Local Service Establishment Amendment Bylaw, 2013

S. Gisborne / M. Anderson THAT the Myrtle Pond Water Local Service Establishment Amendment

Bylaw No. 239.4, 2013 be reconsidered and adopted.

MOTION CARRIED.

11. NEW BUSINESS

11.1 Brownfield Renewal Funding Program Application Budget Amendment

P. Brabazon / M. Hathaway THAT the Board direct staff to amend the budget to allow for the costs of

both closure plans whether or not the grant is successful.

MOTION CARRIED.

11.2 Invitation to City of Powell River Council to June, 2013 Regional Board Meeting

M. Anderson / P. Brabazon THAT the Board respectfully invite the City of Powell River Council to

attend a small reception from 6:00 - 7:00 p.m. on June 27, 2013 for a tour of the new Regional District

Board Room and to cordially thank them for the use of their Council Chambers since the Regional

District was established.

MOTION CARRIED.

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11.3 Invitation to Tla'amin Nation Council to June, 2013 Regional Board Meeting

M. Hathaway / M. Anderson THAT the Board respectfully invite the Tla'amin Nation Council to

attend a small reception from 6:00 - 7:00 p.m. on June 27, 2013 for a tour of the new Regional District

Board Room.

MOTION CARRIED.

11.4 2012 Remuneration Expenses and Contracts Report

M. Anderson / J. Palm THAT the Board approve the 2012 Directors Remuneration, Expenses and

Contracts report as presented.

MOTION CARRIED.

11.5 2012 Audited Financial Statements

M. Anderson / M. Hathaway THAT the Board accept the 2012 Audited Financial Statements prepared

by BDO Dunwoody and the associated management report.

MOTION CARRIED.

11.6 Revised Condition Assessment of Savary Island Fire Hall

P. Brabazon / D. Murphy THAT the Board instruct staff to proceed with building upgrades of the

Savary Island firehall to bring the building to code as follows based on Option 1 in the report presented:

$118,000 borrowing over 5 years;

$125,550 from Community Works for eligible costs; and

$46,610 from Savary Island Volunteer Fire Department reserves.

MOTION CARRIED.

12. BOARD INFORMATION

13. CLOSED MEETING

M. Hathaway / M. Anderson THAT following adjournment of this meeting, the Board move in-

camera and that the meeting be closed to the public on the grounds that the subject matter to be

considered relates to matters covered by the Community Charter under Section 90(1)(g) "litigation or

potential litigation affecting the regional district." and (c) "labour relations or other employee relations."

MOTION CARRIED.

14. QUESTION PERIOD

Questions were entertained from the floor.

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15. ADJOURNMENT

There being no further business, the meeting was adjourned at 9:10 p.m.

Colin Palmer, Chair Brenda Paquin, Manager of Administrative Services

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